11/30/2018. Prepare + Prevent + Respond + Recover + Mitigate

Transcription

1 1 2 Emergency Work Work that must be performed to reduce or eliminate an immediate threat to life, protect public health and safety, and to protect improved property that is significantly threatened due to disasters or emergencies declared by the President. Permanent Work Work that is required to restore a damaged facility, through repair or restoration, to its predisaster design, function, and capacity in accordance with applicable codes and standards. 1

2 3 Why should you care? All reimbursement is based on the supporting documentation. Your documentation must be able to stand the test of audit. Failure to properly document costs can result in part or entire claim being de obligated or ineligible for reimbursement. Improper procurement is the #1 reason that funds are de obligated. Other Consequences are Negative impact for future grants. Stricter scrutiny at a minimum. 4 Documentation should begin immediately Designate a person to coordinate the accumulation of records. Providing area maps and pre disaster photos are necessary and extremely helpful when documenting damages Numerous s, memos, directives, etc. will come from your headquarters or human resources department Be sure to review them all and keep records. Establish a file for each project; if a project includes more than one physical site, records of costs and scopes of work should be maintained by site in that project file to expedite insurance and other reviews. Also maintain disbursement and accounting records to document work performed and the costs incurred. 2

3 5 Document Document Document Summary forms: Force Account Materials (FEMA form ) Contract Work (FEMA form ) : Professional, Personal, Social, and Consulting Force Account Labor (FEMA form ) What? When? Force Account Equipment (FEMA form ) Rental Summary (FEMA form ) 6 If local rules are more restrictive than Federal or State law, Follow the most restrictive Procurement Rule La DOC Purchasing Requirements Purchases exceeding $5000 Professional, Personal, Consulting and Social Contracts exceeding $2000 Follow the Governor s Executive Order : Emergency Procedures for Conducting State Business for that specific disaster Required documentation for Purchases: Obtain quotations from 3 or more bona fide vendors (no bids qualify as a quote) Bid/Quote Summary (old A 11 form) Written quote from low vendor Written justification: state emergency need include why regular procurement process is not feasible Copy of all approvals Copy of Contract for file (if on Statewide Contract) 3

4 7 Always have a competitive process. Document procurement process. Always follow the Procurement Policy and Procedures Apply proper procurement methods. Avoid prohibited contracts. Utilize preevent contracts. 8 Don t double dip! If materials are already claimed by insurance DO NOT include them in this documentation. You can not claim the same thing twice. 4

5 9 10 Purchased Materials Purchased Supplies Summary For each invoice provide: o Vendor o Description of items purchased with use of items (What was purchased and why?) o Quantity, Unit price, Total price, Date purchased, and Date used o Invoice number Purchased Supplies back up docs Invoices and Receipts Request for Purchase with reason for purchase and approvals (if applicable) Documentation for your State s procurement rules. If purchase requires quotes: o Bid summary (A 11) with at least 3 quotes/attempts o Dated written quote from low vendor * not an all inclusive list 5

6 11 Stock or Warehouse Materials Stock or Warehouse Summary Vendor/Warehouse Description of Items with Use Quantities used Inventory costs Date used Stock or Warehouse back up docs Inventory records (PMX report) Support documentation such as Warehouse withdrawal forms (if available) Description of Items, quantities used and usage Inventory costs (Historical cost records) Date(s) used May also provide: Copies of original purchase invoice or the invoice for replacement of the materials * not an all inclusive list 12 6

7 13 Contract Summary o Contracts and change orders/amendments o Manner of procurement (evidence of proper procurement) o Bid documents including bids solicited or received o Invoices showing dates worked, locations, and description of work o Copy or proof of payment o Monitoring documentation for time and materials contracts Contract Work * not an all inclusive list Contract back up docs o Copy of Contract and change orders/amendments o Invoices with description of work done, date of work, contractor name, invoice number, amount billed, and proof of payment o Manner of procurement (evidence of proper procurement) o Bid documents including bids solicited or received o Monitoring documentation for time and materials contracts FEMA will not reimburse costs for cost plus percentage of cost contracts or any contract where payment for work is contingent upon federal reimbursement. 14 7

8 15 Force Account Labor Summary Most established payroll systems will be able to provide a payroll report by period including the following: Full Name Job title and function Type of employee (i.e., full time exempt, full time non exempt, parttime, temporary, prisoner, etc.) Days and hours worked (regular and overtime hours separately) Pay rate(s) Fringe Benefit rate(s) Provide the pre disaster pay and overtime policy To receive reimbursement, it is very important to make sure only eligible employees are being paid OT. 16 Labor back up docs Provide overtime reports to support your FA labor, including: Pay period Employee name Job title and type Date and OT hours worked Description of disaster related OT work ALWAYS use full names (i.e. what name is on file with payroll or your HR department) Not nicknames. 8

9 17 Example: La DPS&C s Overtime Report Report of Overtime forms are requested for back up documentation. Provide one for each pay period, per person and include: Date of report Full name, Job title and Personnel Number Job Classification / Type of Employee (full time exempt, full time non exempt, part time, temporary, etc.) Unit/Department Pay rate and fringe benefit rates Dates of incident related overtime and regular hours worked Description of work performed with sample of daily logs/activity reports in available 18 9

10 19 Equipment Summary Applicant owned equipment For each piece of equipment o Description including year, make and model o Specifications: Size/Capacity, Horsepower, Wattage o Operator s full name o Dates and locations used o Hours running and/or mileage traveled o Current FEMA Equipment rates and cost code number o Attachments and what equipment they were attached to Be consistent: whether you use an asset number or an equipment number, be sure to use the same to match your summary to your back up documents * not an all inclusive list 20 Equipment back up docs Trip Ticket or Vehicle log Date Vehicle # Full name of Operator Number of Offenders (if applicable) Mileage on departure and return Purpose and Destination for trip (Be sure the task provided is associated with the disaster) Departure and Arrival times Equipment used Individual Equipment Log Dates, hours/mileage used Location used Equipment description including horsepower Provide Equipment # if applicable Full name of Operator(s) Purpose of use (Be sure the task provided is associated with the disaster) Don t forget to note if the vehicle ran intermittently for more than half the working day and why if more than 1 trip was made If an operator used more than one piece of equipment or equipment was used by more than one operator. 10

11 21 22 Rental Equipment Rented Equipment Summary o Description and attachments used; year, make, and model o Size/Capacity, Horsepower, Wattage o Rate per hour (with or without operator) o Vendor o Invoice #, date and amount paid o Dates and hours used Rental Equipment back up docs o Signed Rental or Lease agreements o Vendor Invoices o Amount paid and proof of payment o Dates, hours, and locations used (usage log) o Rate per hour (with or without operator) o Documentation of pickup and return * not an all inclusive list 11

12 23 8/14/16 Working Example: 24 Lt. Tim Jones used Unit 24 to pull and launch the Go Devil Boat for rescue efforts and transportation. 12

13 Working Example: Lt. Tim Jones used Unit 24 to pull and launch the Go Devil Boat for rescue efforts and transportation If an employee operates two or more equipment items in the same day or if an item is operated by more than one employee, make sure to document it in your logs that back up your summary sheet. 26 Whyis backup documentation so important? It is all cross referenced! Labor summary is cross referenced with the overtime reports. Equipment is cross referenced with year, make, model, horsepower, etc. of FEMA Equip Rates. Equipment Summary is cross referenced with Operator on Labor report. 13

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15 29 Back up Documentation Now, gather any supporting documentation for the invoices / employees / materials / etc. you have listed on your summary sheet. Include anything relevant: invoices, procurement, contracts, copies of payments/cancelled checks, etc. If anything is missing someone will let you know. 30 Key takeaways Preparation is Key! Procurement policies and procedures must still be followed. Don t Double Dip! Always use full names. Be consistent. Documentation is cross referenced. All reimbursement is based on your documentation. 15

16 31 Resources FEMA Schedule of Equipment Rates library/assets/documents/ Summary Forms Force Account Equipment Summary FF library/assets/documents/10608 Force Account Labor Summary FF library/assets/documents/10588 Force Account Materials Summary FF library/assets/documents/10608 Contract Work Summary FF library/assets/documents/10602 Rental Equipment Summary FF library/assets/documents/