FEMA and FHWA Emergency Relief Funds Reimbursements to State Departments of Transportation (2015) / Chapter Skim
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Pages 61-65
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From page 61... ...
61 coordinated with their FEMA representatives experienced better outcomes. The synthesis identified the following key challenges that survey respondents and case example participants encountered when working with the FEMA PA and FHWA ER programs: • Elements of both programs and differences between the programs: – Eligibility criteria – Project formulation (i.e., combining permanent and emergency work, project grouping)
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62 substantial assistance on both the FEMA PA and FHWA ER programs. Consequently, state DOTs must expect to spend time and resources to assist and train LPAs.
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From page 63... ...
63 Useful Practices Reported By Case Study Participants Practices related to Policy Creating a formal cost recovery policy Aligning systems, processes, and technologies used in daily operations with FHWA and FEMA requirements Establishing relationships with FHWA and FEMA contacts and other Federal, State, and Local partners Conducting and implementing After Action Reports to assess and improve reimbursement processes Preparing administrative packets for emergencies Designating reimbursement coordinators (both at the headquarters and district levels) and other key roles before disasters occur Identifying mitigation opportunities to increase resilience against future events Maximizing eligible reimbursement by meeting deadlines for emergency work Refraining from requesting FHWA Emergency Relief funds for permanent work until the agency is ready to begin the work Practices related to Accounting/Financial Management Using unique project codes for disasters Performing internal audits prior to submission Using appropriate management systems Gaining access to the FHWA Fiscal Management Information System (FMIS)
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From page 64... ...
64 Practices related to Training Conducting disaster assessments Using scenarios from prior disasters Providing training on the FHWA Emergency Relief and FEMA Public Assistance programs to personnel responsible for documentation and reimbursement Providing training to Local Public Agencies on the FHWA Emergency Relief and FEMA Public Assistance programs Providing training to state EMA personnel on the FHWA Emergency Relief program (as they may be less familiar with this program) Training state DOT personnel for integration into the state EMA as project officers and project coordinators on FEMA Public Assistance-eligible projects Practices related to Site Assessment Designating assessment teams before disasters occur Establishing repair or route prioritization methods before disasters occur Distributing information packets to assessment teams Using weather information services or systems Implementing bridge/highway/pavement management systems Using geospatial data and LiDAR Mapping historic data to show repetitive losses Purchasing a specially equipped vehicle that records damages and/or pre-disaster conditions Forming a partnership with the Civil Air Patrol or similar organizations for aerial imagery services Developing assessment teams able to be self-sustaining for several days Using web-based maps to determine whether a road is Federal-aid Inspecting vehicles and equipment prior to mobilization Practices related to Asset Management Using Asset Management systems with standardized site codes to track and document pre-disaster conditions of DOT facilities Using bridge monitoring systems to predict and assess impacts of disasters on bridges Equipping snowplows and other vehicles with GPS facilitates emergency response/recovery and tracking and documenting labor and equipment usage Practices related to Appeals Contacting the FHWA Division Office and discuss the case directly Citing relevant laws and regulations Citing prior decisions (precedents)
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From page 65... ...
65 • FEMA information page on the Sandy Recovery Improvement Act of 2013 "Sandy Recovery Improvement Act of 2013," Federal Emergency Management Agency (FEMA)
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