Mission Card Standards and Procedures

Transcription

1 Mission Card Standards and Procedures Disaster Cycle Services Standards and Procedures DCS SP DMWT March 2015

2 Change Log Date Page(s) Section Change Owner: Disaster Cycle Services 2

3 Table of Contents Change Log... 2 Table of Contents... 3 Introduction... 4 Purpose... 4 Relation to Other Documents... 4 Audience... 4 Scope... 4 Definitions... 5 Roles, Responsibilities and Authorities... 6 Procedures... 7 Assigning a Mission Card... 7 Requesting Activation of a Mission Card... 7 Activating and Adding Funds to Mission Cards... 8 Using Mission Cards on Disaster Relief Operation Assignments or DSARS Incidents... 8 Reloading a Mission Card... 8 Returning Funds... 8 Reimbursement of Funds... 8 Owner: Disaster Cycle Services 3

4 Introduction The Deploy Material, Worker and Technology (Deploy) process is a pillar process of Disaster Cycle Services. Each process in Disaster Cycle Services relies on the Deploy process for material, human and technology resources which in turn enable service delivery to clients. Responsibility for managing the deployment of the disaster workforce to support service delivery in all Disaster Cycle Services processes rests with the Deploy Materials, Workers and Technology process. The Mission Card (formerly disaster staff card) is used by volunteer disaster responders to cover authorized and allowable expenses when assigned to a disaster operation. This document provides standards and procedures for those responsible for providing Mission Cards to our disaster responders. Purpose The purpose of this document is to describe the process activities, standards, procedures, responsibilities and authorities, and control mechanisms for use of Disaster Cycle Services Mission Cards during a disaster operation assignment or Disaster Services Automated Reporting System (DSARS) incident requiring a limited use of Mission Cards. Relation to Other Documents This document solely pertains to the standards and procedures for Mission Card use on disaster operations and DSARS incidents and is aligned with the accountabilities and responsibilities as stated in the Red Cross Financial Manual of Policies and Procedures. Audience The primary audience for this document is Disaster Cycle Services workers: disaster responders, Disaster Workforce Engagement, Disaster Staffing, Staff Services, Resource Mobilization and Support, Volunteer Services, and those having financial accountabilities and responsibilities for disaster operation or disaster incident costs. Scope This document details the activities in the Deploy Material, Worker and Technology process as related to Mission Card use during disaster operations and DSARS incidents. Owner: Disaster Cycle Services 4

5 Definitions Cardholder The volunteer disaster responder in possession of a Mission Card assigned to them for use when assigned to a disaster operation. CardWiz U S Bank s prepaid card management system used to activate and add funds to Mission Cards. Disaster Services Automated Reporting System (DSARS) DSARS is the data system used as the official Red Cross record of disaster events categorized by regional incidents and/or disaster operations as well as a system for providing additional automated reports and information. A DR number or DSARS incident number is required to activate and add funds to a Mission Card associated with a disaster event. Staff Services (Disaster Staffing) The temporary work unit tasked with supporting disaster responders assigned to a specific disaster operation. Mission Card A mission card is a prepaid card used for maximum daily allowance (MDA) and meals and transportation (M&T) by authorized volunteer disaster responders when assigned to disaster operations. National Headquarters Operations and Logistics The Operations and Logistics unit at national headquarters is responsible for programmatic doctrine associated with the Deploy Materials, Workers and Technology pillar process. Within this unit are Disaster Staffing, Resource Mobilization and Support, and Logistics. Disaster Staffing monitors card use, develops and maintains program doctrine and completes requests for additional funds. The Resource Mobilization and Support team activates and adds funds using CardWiz. Volunteer A volunteer is a person providing service for the Red Cross, not paid by Red Cross. Volunteer Connection Volunteer Connection is the Volunteer Services data base storing Red Cross volunteers information, training, participation, hours, etc.. Disaster Cycle Services uses the system for managing disaster workforce members and assigning responders to disaster relief operations. Owner: Disaster Cycle Services 5

6 Roles, Responsibilities and Authorities Cardholder Cardholders are responsible and accountable for their Mission Cards once the cards have been assigned to them. They are accountable for funds loaded onto the Mission Cards. Cardholders are responsible for complying with Red Cross procedures as outlined in the Mission Card Cardholder Instructions and U S Bank Terms and Conditions. Regional Disaster Officer Regional Disaster Officers are accountable for managing regional disaster incident costs as stated in the Red Cross Financial Manual of Policies and Procedures. Staff Services (Disaster Staffing) on a Disaster Operation The Staff Services unit is responsible for providing customer service to volunteer disaster responders by answering questions and providing accurate information relating to Mission Cards. Disaster Workforce Engagement, or Designee Disaster Workforce Engagement, or their designee, is responsible for managing Mission Card inventory in their region. They are responsible for providing and assigning Mission Cards to volunteer disaster responders, obtaining and storing the Mission Card Authority form, providing the Mission Card Cardholder Instructions to responders receiving a card and providing support and other information. Resource Mobilization and Support The Resource Mobilization and Support team is responsible for activating and loading Mission Cards with initial funds. Resource Mobilization and Support team members are required to maintain an active CardWiz user ID and password. Resource Mobilization and Support team members cannot participate in Disaster Workforce Engagement tasks related to Mission Cards (assigning, inventory) or hold a CAS 2.0 user ID or password. Disaster Staffing at National Headquarters Disaster Staffing at national headquarters is accountable for the MDA and M&T Mission Card components, including but not limited to the following: Processing Mission Card reloads, Conducting investigations as requested, Mission Card analysis, tracking, monitoring and reporting, Development and maintenance of Mission Card procedures, training and job tools. Disaster staffing unit members are required to maintain an active Prepaid Data Solutions (PDS) and CardWiz log in and password. Owner: Disaster Cycle Services 6

7 Procedures Assigning a Mission Card Disaster Workforce Engagement, or their designee, provides Mission Cards to volunteer disaster responders available for assignment to a disaster operation. Mission Cards may be provided: Prior to an assignment to a disaster operation to ensure responders have needed resources to begin traveling to their assignment or, At the time of a disaster operation assignment or, When assigned to a DSARS incident where the disaster responder requires financial support to carry out his or her assignment. Disaster Workforce Engagement workers must provide the cards following the instructions in the Chapter/Region Mission Card Administration job tool. Cards are removed from the inventory and given to the volunteer responder after receipt of the signed Mission Card Authority form. Once Mission Cards are provided, the proxy number is recorded in the inventory job tool on Exchange to ensure appropriate card tracking. Mission Cards may also be provided by the affected chapter/region to visiting volunteer disaster responders unable to obtain a Mission Card from their unit of affiliation prior to travel to the disaster operation. Red Cross employee disaster responders use their corporate travel cards for disaster operation assignments. Requesting Activation of a Mission Card Card Activation Requests Disaster Workforce Engagement or their designee requests that Resource Mobilization and Support activate and add funds to the card at the time a volunteer disaster responder is assigned to a disaster operation. Once a responder is assigned to a disaster operation in Volunteer Connection, the Disaster Workforce Engagement worker immediately sends an to request card activation and have funds added. Disaster responders unable to obtain a Mission Card prior to assignment and travel obtain a Mission Card from an affected chapter/region upon arrival on the disaster operation. Assignment in Volunteer Connection provides the authorization to load funds on the card. Mission Card Types Mission Cards have two advance types to ensure disaster responders disaster operation expenses are covered: The maximum daily allowance (MDA) card, loaded with funds to last a day assignment when the responder is in lodging away from home, and the meals and transportation (M&T) card for volunteers lodging at their home of record and requiring assistance with gas/mileage and meals while assigned. The Disaster Workforce Engagement worker determines which type of advance assistance the disaster responder requires at the time of assignment to a disaster operation. Mission Cards for DSARS Incidents Mission Cards can be used by a disaster responder on a DSARS incident. The Regional Disaster Officer must send the with the required information for activation and loading following the steps described in the Chapter/Region Mission Card Administration job tool and replacing the DR# with the DSARS incident number. s must be received from a Regional Disaster Officer to ensure the Owner: Disaster Cycle Services 7

8 Regional Disaster Officer is aware of and approves costs associated with the regional response. The from the Regional Disaster Officer provides the authorization to add funds to the Mission Card. Disaster responders on a DSARS incident may have access to loaded cards at the time of the response or afterward as reimbursements. Activating and Adding Funds to Mission Cards The Resource Mobilization and Support team receives the request to activate and add funds to the Mission Card. Card activation and the addition of funds are completed using a Red Cross computer with VPN accessing the CardWiz program. Resource Mobilization Support staff complete activation and addition of funds following the steps described in the Mission Card Activation and Add Funds Job Tool. Requests are processed as received during business hours and within two hours of receipt of the request. Using Mission Cards on Disaster Relief Operation Assignments or DSARS Incidents Volunteer disaster responders authorized for use of a Mission Card while assigned to a disaster operation or DSARS incident are required to use Mission Card funds according to the Mission Card Cardholder Instructions and the U S Bank Terms and Conditions provided to them. Reloading a Mission Card If the cardholder requires additional funds to complete their disaster operation assignment, and initial funds provided have been used in accordance with the Mission Card Cardholder Instructions, the cardholder completes and submits a Request for Additional Funds form. Cardholder spending and assignment length are reviewed to determine if initial funds were used as required before additional funds are added to the Mission Card. Reload requests are processed as received during business hours and within two hours of receipt of the request. Returning Funds Depending on the disaster operation assignment, all funds may not be needed. Cardholders return remaining funds to the Red Cross in two ways: 1. By leaving remaining funds on the card, or 2. By sending a check or money order to the Red Cross immediately upon completion of the assignment following the directions provided in the Mission Card Cardholder Instructions. Reimbursement of Funds Volunteer disaster responders who may have legitimate expenses while assigned to a disaster operation should receive a Mission Card at the beginning of their assignment. In the event a responder has used personal funds during their assignment they may request reimbursement for certain expenses. To request reimbursement, responders complete and submit a Request for Additional Funds form, following the directions provided in the Mission Card Cardholder Instructions. Owner: Disaster Cycle Services 8

9 Mission Card Standards and Procedures Disaster Cycle Services 2015 The American National Red Cross