REIMBURSEMENT FORSTATE REQUESTED

SUPPORT DO’S AND DON’TS

Shari A. Ramirez-MacKay

Deputy Assistant Director

Texas Division of Emergency Management

Texas Department of Public Safety

Handouts Mutual Aid Reimbursement

Documentation Checklist Reimbursement Forms for State

Mutual Aid TIFMAS Business and Deployment

Guide TDEM Mission Time Log - CTR

Overview Government Code TIFMAS Response Before Responding During the Response Requesting Reimbursement Handout Review Questions

Government Codes

Government Code Title Four, Executive Branch, Subtitle B. Law Enforcement and Public Protections, Chapter 418. Emergency Management

Sec. 418.118.  REIMBURSEMENT OF COSTS:  STATE REQUEST OR FEDERAL DISASTER DECLARATION

Added by Acts 2007, 80th Leg., R.S., Ch. 258, Sec. 1.07, eff. June 6, 2007.Added by Acts 2007, 80th Leg., R.S., Ch. 865, Sec. 1.07, eff. June 15, 2007

Government Codes

The division may directly request the provision of mutual aid assistance from any local government entity participating in the system.

Government Codes

The division shall administer all requests for reimbursement for costs associated with providing mutual aid assistance in response to a request made by the division for an incident resulting in the issuance of a disaster declaration by the president of the United States.  A request for reimbursement made to the division must be made in accordance with procedures developed by the division.

Government Codes

If the division requests the provision of assistance and the local government entity responds, the state shall reimburse the actual costs of providing assistance, including costs for personnel, operation and maintenance of equipment, damaged equipment, food, lodging, and transportation, incurred by the responding local government entity.

Disaster Response For TDEM reimbursement there are

basically two types of disaster responses: All Hazards and TIFMAS. Both can be state funded and/or federally funded through a federal disaster declaration.

All Hazards cover all events – tropical storms, sheltering, hurricanes, tornados, floods, etc.

Disaster Response TIFMAS deployments are usually associated with

Wild Fires but a TIFMAS response can also be an important piece of the All Hazards response.

Although both types of response reimbursement requirements in many ways mirror each other, because of the nature of TIFMAS responses, the requirements do differ from the All Hazards reimbursements. Labor, equipment, meal reimbursement, etc.

For TIFMAS there are specific agreements in place that determine the final reimbursement requirements and costs.

Prior to RespondingDO’S Have proper authorization from TDEM/SOC

ICS 213 or 213RR and now the STAR (State of Texas Assistance Request)

Accompanying list if blanket ICS 213/STAR Have a DPS/TDEM contract signed by the

proper TDEM authority Have a TPASS contract signed by the proper

TDEM authority with a Purchase Order activating your services

TIFMAS Response All reimbursement is authorized and funded through

the Texas Division of Emergency Management (TDEM).

Read and thoroughly understand the TIFMAS Business and Mobilization Procedures.

Regularly assigned local jurisdiction duty shift hours during deployment will be paid at regular pay.

Volunteer Fire Departments will be reimbursed for personnel costs at a rate of $12 per hour per firefighter.

Non duty hours worked on the incident will be paid at jurisdiction overtime rate only for hours worked.

TIFMAS Response Will pay for mobilization time to incident and

demobilization time to home base. Backfill for personnel assigned to 24 hours

shifts will be paid at jurisdiction overtime rate After initial attack operations TIFMAS will

adhere to the National Standard of a 2:1 work/rest ratio.

A minimum staffing policy must be in place prior to activation in order to be eligible for backfill costs.

TIFMAS does not reimburse portal to portal.

Meal Reimbursement s

All deployed TIFMAS personnel are required to indicate at least one 30 minute meal break for each operational period assigned. This should be marked on the daily crew time report for each person. This is not optional.

Meals will be reimbursed at a rate not to exceed $46 per day.

- Deployed before 10:00 a.m., will receive full day’s meal reimbursement - $46 .

- Deployed before 2:00 p.m. but after 10:00 a.m., will receive a partial day’s meal reimbursement - $36

- After 2:00 p.m., will receive a day’s partial reimbursement - $22

Meal Reimbursement s The documentation required with the reimbursement

package to be eligible for meal reimbursement is: 1. If meals were purchased on a jurisdiction travel

credit card a credit card statement must be provided with the reimbursement package indicating the meal charges. Jurisdiction will be reimbursed actual meal costs per TIFMAS policies.

2. If meals were purchased with personal credit card or personal funds the jurisdiction must provide proof of payment to employee for claimed amount (copy of check). The department will be reimbursed, not the individual. Individual should claim meals per the policies above at a rate of $46 day and not necessarily actual costs. Itemized receipts are not required by TDEM for meals.

Lodging for Deployed Resources All resources should arrive at the incident self sufficient for

the first 72 hours. If lodging is required there are different options available: Lodging or hotels are secured and paid for through the incident. This is handled by the Logistics Section and no further action is required from the responders.

If a department secures a hotel room with a department credit card they will be reimbursed at the end of the incident with meals and other costs. The department will need to provide a copy of the credit card statement showing the lodging costs. An individual can secure multiple rooms on their department card for all members of the strike team. In this case the paying department will seek reimbursement for all rooms by providing a copy of the card statement. The department will be reimbursed, not the individual.

Lodging for Deployed Resources • If a firefighter secures lodging with a personal card the

firefighter will seek reimbursement from the department. The department will then be reimbursed by TDEM for these costs and should submit proof of payment to the individual incurring the expense. The department will be reimbursed, not the individual.

Damaged Equipment Procedures

Repair reimbursement requests must be documented, justifiable and reasonable within the scope of the operation.

The incident is responsible for any damage incurred from the point of incident check in and vehicle inspection through demobilization from incident and return to home base.

When there is damaged to vehicles while mobilized:

- The responding department should use their insurance provider per their local policy and file a claim. If there is a deductible or damage which is not covered include this documentation, pictures, and accident report per department policy for reimbursement

- If the damage incurred on the incident is less than the insurance policy deductible and the department wants to recover the repair costs, but does not want to file with their insurance carrier the department must provide:

1. Proof of insurance which identifies the amount of the deductible

Damaged Equipment Procedures 2. An invoice documenting the costs incurred to repair the damage.

3. Any amount greater than the deductible will not be reimbursed. Self Insured departments/jurisdictions should submit all expenses

incurred to repair incident related damages for reimbursement. Departments must submit check-in and demobilizations pictures

from Ground Support (taken by IMT) with reimbursement documentation.

Damage due to firefighting operations or other costs associated with equipment issues which are not covered by insurance (e.g. towing charges, tire repair, pump damage etc.) should documented with receipts and included in the reimbursement package sent to TDEM.

Document any damage to vehicle/equipment during demobilization process and request copies of both the equipment check-in and equipment demobilization forms and include in reimbursement request.

Equipment Typing and Reimbursement Rates

As of December 1, 2011 TIFMAS will only reimburse for vehicles (Equipment) using an hourly rate identified in the TIFMAS Business Manual. TIFMAS will not reimburse per mile nor accept any reimbursements based on mileage. For all equipment mobilized under TIFMAS refer to the charts located in the TIFMAS Business Manual for equipment/vehicle typing and the approved hourly rate. If the personnel assigned to the vehicle are on the clock the vehicle is considered to be on the clock.

Equipment reimbursement rates include all fuel costs.

Reimbursement Timeline Meeting the 90 day goal of reimbursement:

Fire Departments should strive to submit their reimbursement package within 30 days from the end of deployment to TDEM.

The goal of TDEM is to process the package within 30 days from receipt from jurisdiction.

If reimbursement package is approved at the end of 60 days (first audit) 50% of reimbursable amount will be funded and disbursed through TDEM to local jurisdiction.

On completion of first audit (goal of 60 days) the approved final package is sent to the OOG for a second audit and approval of final 50% payment.

Operational period

Once checked into the incident, resources are on shift and staged for each operational period. The actual time of the operational period can vary but 12 hours is common. All resources are paid for those hours whether they are dispatched from staging or not. If needed after the operational period ends, resources can be called back and dispatched on initial attack. These hours are reimbursed and should be documented on the Crew Time Report.

Hourly rate of reimbursement The rate of reimbursement is

determined by the local jurisdiction. TDEM will reimburse the local jurisdiction at the employee’s normal hourly rate with benefits which is normally received in their home jurisdiction, including overtime per local policy.

Part-Time Firefighter

Part-time firefighters who deploy, will meet the TCFP rules for hours worked as identified in § 419.0321. A part-time firefighter cannot work more than 24 hours a week or average more than approximately 24 hours a week during a work cycle or work more than 500 hours a year.

Shelters: Prior to

RespondingDON’TS Accept verbal request Accept unsigned 213s/STAR or

contracts Assume anything

During the ResponseDO’S Tax exempt forms (Gov agencies/charitable

organizations Retain itemized receipts

Travel (meals, lodging, fuel, air travel, etc.)Equipment & rentalsSupplies & materials

Rent equipment and storage needed to perform duties Use local vendors for rental needs Request/obtain TDEM approval for questionable items Keep a journal or narrative of work performed

During the Response

DON’TS Utilize entities on the Texas Debarred

Vendor List or the Federal Excluded Parties List System

Purchase equipment that can be rented or make excessive purchases

Rent items on a long-term contract or lease agreement

Purchase a building for storage space

During the ResponseDO’S Sheltering

Maintain a daily list/count of evacueesKeep a log of meals servedTrack/log TX evacuees separately from out of

state evacuees Counties/Cities/Towns issued ICS 213/STAR

Know what shelters are in your jurisdictionProvide TDEM with a shelter listInform TDEM of any new shelters immediately

During the Response

DON’TS Sheltering

Distribute gift cards to sheltereesGive shelterees money that can’t

be tied to an expenditureShelter individuals without

minimum information (full name, city, and state of residence)

During the Response

DO’S Sheltering

Maintain detailed shelter work log of employees working the shelter

Track equipment usage while employed in shelter

Keep a detailed record of all supplies expended during shelter operations

Use evacuee insurance to purchase prescription medication in an extreme event

Requesting Reimbursement

DON’TS Submit a disorderly documentation

without clear indication of requested reimbursement/invoiced amount

Neglect to include necessary contact information

Combine documentation for different disasters/responses into one large request

Requesting ReimbursementDON’TS Submit for debris removal or damage Seek reimbursement for non

TDEM/SOC directed response/activities Direct your (sub)contractors/vendors to

contact or invoice TDEM directly Invoice with the usage rate for

equipment, mileage, and fuel

Requesting ReimbursementDON’TS Submit reimbursement for per diem Provide credit card statements or

customer signature slips in lieu of receipts

Submit for meals bought by town/city/county for employees working an EOC, shelter, etc.

Requesting Reimbursement

DO’S Disseminate proper reimbursement procedures

to (sub)contractors/vendors Organize reimbursement for ease of

understanding Include invoice/summary sheet/letter of what

you are requesting. Provide a narrative of what duties you

performed Use proper equipment codes and rates for the

invoiced response/disaster

Requesting Reimbursement

DO’S Submit TIFMAS, PWRT, MCU, EOC, and

shelter reimbursement request separately Include 213/STAR, purchase order, and/or

contract in packet Maintain an exact copy of what you submit to

TDEM Invoice for exact expenditures

Itemized receiptsProof of payment

Requesting Reimbursement

DO’S Include payroll/overtime policy when

submitting for labor Include POs, contracts and/or MOUs for

(sub)contractors Request reimbursement for loss of income for

a previously booked venue Shelter: Submit one invoice for all shelters

under hub

Requesting ReimbursementDO’S Submit for reimbursement for travel at

the DPS ratesUp to $46/day for meals Up to $85/day for lodging Need Itemized receipts

Use applicable federal rates for out of state travel (rare)

Handout Review

Questions?Funds Management Section Disaster Response Reimbursement

Information Line512 424 7607

Fax 512 424 7584 Email

tdem_reimbursement@dps.texas.gov Website http://www.dps.texas.gov/dem/