CHECKLIST 8-B

Accounting

Name: ______________________ Date: _____________ Time: _____________

Reports to:

Finance and Administration Team Leader

Location:

Grossmont Campus Emergency Operations Center (EOC)

Primary
Responsibilities:
  • Sets up and manages the emergency accounting system, including documentation of all emergency expenses
  • Audits all expenditures to verify budget accounts, invoices and documentation

Support
Responsibilities:
  • Supports the insurance claim process and status reporting on the total expenditure and project costs of the emergency.
  • Supports the OES/FEMA Documentation
  • Supports Budget Analysis with financial data

Supplies:

 Accounting system information and materials.

 

PROCEDURES TIME/DATE
EMERGENCY RESPONSE:  
Report to the EOC.  Sign in with Situation Status (Log Keeper).  Immediately get a report on emergency conditions and situations.  
Set up the emergency account numbers and notify all EOC staff.   This is primarily assigning account numbers and expense code numbers and receiving copies of all accounting documentation.  Set up the Accounting function by computer.   If the power is out, use a manual system.  
Track all equipment and supplies that are ordered.  
Obtain copies of all purchase orders, contracts, labor hour reports and other expense records pertaining to the emergency response.  
As soon as possible, provide a disaster cost estimate to the Finance and Administration Officer, updating the report as requested.  
At the end of each 24-hour period and as directed, sum all expenses and costs of the emergency.  Include labor and equipment charges as well as purchases and contracts.  
Work closely with the Insurance Claims Officer to provide copies of expenses, by site, for insurance claims.  Get copies of timesheets and other field documentation to support expenses.  
Assist with payroll and cash management, as required for extended emergency operations.  Coordinate with Personnel.  
Provide financial detail for the Budget Analysis, as needed.  
If this is a major disaster, set up an accounting file by facility; prepare files to provide detail on force account labor, individual invoices for expenses, time records, etc.  Maintain the files throughout the emergency and forward for FEMA/OES documentation.  (It is helpful to organize the files as binders, with duplicates prepared for the disaster assistance program application).  
RECOVERY:  
Assist the Insurance Claims Officer with the insurance process.  
Assist with the FEMA/OES application process.  
Support the Budget Analysis report.