CHECKLIST 8-E

FEMA/OES Documentation

Name: ______________________ Date: _____________ Time: _____________

Reports to:

Finance and Administration Team Leader

Location:

Grossmont Campus Emergency Operations Center (EOC)

Primary
Responsibilities:
  • Prepares and maintains the OES/FEMA documentation package
  • Maintains the documentation files, supporting the disaster assistance application process

Support
Responsibilities:
  • Assists EOC staff with OES/FEMA source documentation as detailed in District Disaster Coordination and Communication Plan

Supplies:

 District Disaster Communication and Coordination Plan, Public Agency Application Packet (issued after disasters)

 

PROCEDURES TIME/DATE
EMERGENCY RESPONSE:  
Report to the EOC, to the Finance and Administration Officer if the disaster response is severe.  
Review the FEMA Documentation information contained in Appendix C.  
Coordinate with the Manager to obtain source documentation for every OES/FEMA expense area.  Refer to Appendix C for information.  
Set up and maintain a binder or other system for documentation information.  
Contact the San Diego County Office of Disaster Preparedness for information on the FEMA Post-Disaster Briefing meeting (usually held two weeks after a federally-declared disaster).  Make arrangements to attend the briefing with a representative appointed by the Finance and Administration Officer and be prepared to submit a Notice of Interest at that time.  Time records, etc.  Maintain the files throughout the emergency and forward for OES/FEMA documentation.  (It is helpful to organize the files as binders, with duplicates prepared for the disaster assistance program application.)  Follow the instructions given at the briefing and contained in the materials provided there.  Make sure you have a valid document on file to substantiate every expense listed in your application.  
RECOVERY:  
Manager the OES/FEMA disaster assistance application process.   Keep a duplicate of the binder ready for inspection and review during the application and reimbursement process. Maintain the records for a minimum of seven years after the final payment.