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Applicant Record Keeping <br /> (Forms and Instructions) <br /> It is essential that you accurately document the expenses incurred in disaster response <br /> and recover. Accurate documentation will help you to: <br /> • Recover all of your eligible costs. <br /> • Have the information necessary to develop your disaster projects. <br /> • Have the information available, which the state and FEMA will need to see, <br /> to validate the accuracy of your small projects. <br /> • Be ready for any state or federal audits or other program or financial reviews. <br /> Keeping accurate documentation will make validation quicker and easier by providing you <br /> with the information that the state and FEMA will need to see. The forms provided in this <br /> package may be used by applicants and/or providers to document the cost of response <br /> and/or recovery from an incident or disaster. <br /> 1. Initial Damage Assessment <br /> Immediately following a disaster, a preliminary damage assessment must be <br /> performed. This assessment should provide a rough estimate of the type <br /> and the extent of damages, including probable costs. There are three Initial <br /> Damage Assessment forms: Public Assistance, Housing Losses and <br /> Business Losses. <br /> 2. Project Worksheet <br /> Used to document the damage and develop the scope of work for a project. <br /> 3. Special Considerations Questions <br /> Factors that must be addressed before federal grant money can be obligated <br /> to repair or restore damaged facilities. These factors include, but are not <br /> limited to, general and flood insurance, historic preservation, environmental <br /> protection, and hazard mitigation. <br /> 4. Force Account Labor Summary Record <br /> Used to record your personnel costs. <br /> 5. Force Account Equipment Summary Record <br /> Used to record your equipment use costs. <br /> 6. Materials Summary Record <br /> Used to record the supplies and materials that you take out of stock or <br /> purchase. <br /> 7. Rented Equipment Summary Record <br /> Used to record the costs of rented or leased equipment. <br /> 8. Contract Work Summary Record <br /> Used to record the costs of work you have done by a contractor. <br /> 2 <br />