Disaster Cost Reimbursement Manual City of St. Petersburg

Reconciled time and equipment sheets are sent to ASD. ASD consolidates the sheets submitted for
project formulation i.e. by category/site/department etc.
ASD calculates the benefit rates for Police, Fire and Other Depts. to apply to the total labor costs
documented.
ASD compiles project cost estimates and documentation. Project Worksheets are completed by the
FEMA PAC for large projects and may be completed by ASD or the FEMA PAC for small projects.
Small projects are sampled at 20% if submitted within 60 days of the kick-off. Large projects are
verified at 100%.
11. Project Worksheets:
After project worksheets are completed, the final Project Worksheets are signed on behalf of the City
by ASD and submitted for reimbursement.
FEMA obligates funds for the projects to the State. ASD works with State on obtaining funds.
12. Project Close Outs:
The PA Program is closed when all of the grants awarded under a given disaster have met the statutory
and regulatory requirements and all funds have been obligated.
Records must be kept for 5 years after the closeout letter from FEMA is received. (Note: FEMA only
requires records to be kept for 3 years, however, the State requires 5 years)
13. Other Federal agencies that often have authority to provide disaster assistance include:
• Federal Highway Administration (FHWA)
The FHWA Administers the Emergency Relief Program to assist State and local governments with
the repair of Federal Aid roads and bridges damaged during disasters. Funds are primarily used for
permanent work and are granted on the basis of inspections performed by FHWA and State highway
personnel.
o Shortly after the FEMA “Kick Off” meeting, ASD establishes contact with the FDOT to begin
FHWA reimbursement process.
o ASD completes a Detailed Damage Inspection Report (DDIR) and notifies FDOT that the
DDIR is ready for review. After FDOT review, the DDIR is finalized, signed and submitted to
FHWA for reimbursement. The documentation process for FHWA reimbursement if very similar
to the FEMA requirements above.
• U.S. Army Corps of Engineers (USACE)
Has the continuing authority to conduct emergency repair and permanent restoration of damaged
flood control works including levees, floodwalls, flood control channels and dams designed for flood
control. The USACE also has the authority to construct and repair facilities that protect the shorelines
of the United States. Only locally owned shoreline works are eligible under the PA Program. All
other federally constructed facilities are eligible under USACE.
• Department of Agriculture-Natural Resources Conservation Service (NRCS)
Under the emergency Watershed Program, the NRCS has the authority for the repair of flood control
works with drainage basins of 400 square miles or less. The USACE is responsible for flood works
within a larger drainage basin. The NRCS also has the authority to remove debris from stream
channels, road culverts and bridges.
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