EMAC Reimbursement

Reimbursement is part of every phase of the EMAC Process: Pre-Event Preparation, Activation, Request & Offer, Response, and of course, Reimbursement.

Learn more about reimbursment by selecting an icon below.
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The Basis of EMAC Reimbursement

All 50 states, the District of Columbia, Puerto Rico, the U.S. Virgin Islands, Guam and the Northern Mariana Islands, rely on 3 items (identified below) as the basis for EMAC Reimbursement.
1. Article 9 of EMAC Law
EMAC Article 9 of EMAC law defines what is eligible for reimbursement.

In summary, it says that any expense, except workers' compensation, incurred while performing an EMAC mission is reimbursable provided that the expense is reasonable, mission related, incurred during the conduct of the mission, and can be documented.

Reimbursement Responsibilities Throughout the EMAC Process

Reimbursement is part of every phase of the EMAC Process:
Pre-Event Preparation, Activation, Request & Offer, Response, and of course, Reimbursement. 

Learn more using the graphic, below.

Deployed Personnel:

Resource Providers:

Assisting States:
  • Train Resource Providers and potential Deploying Personnel on the state EMAC program
  • Develop internal EMAC reimbursement guidelines to standardize the reimbursement process and clarify cost eligibility
  • Develop internal procedures that specify how reimbursement claims will be processed, including the names and positions of those who will oversee the process
  • Training finance administration on both EMAC and internal guidelines and procedures
  • Develop and maintain response specific Mission Ready Packages to ensure identified costs are eligible

Requesting States:
  • Train everyone with reimbursement responsibilities on EMAC reimbursement guidelines and state reimburesment guidelines
  • Develop internal EMAC reimbursement guidelines to standardize the reimbursement process and clarify cost eligibility
  • Develop internal procedures that specify how reimbursement claims will be processed including the names and positions of those who will oversee the process
Requesting States:

  • Identify funding sources to pay EMAC missions
  • Identify finance/administration personnel who will be responsible for reimbursement 
  • Review EMAC reimbursement procedures

Requesting States:

  • Identify any documentation requirements above and beyond what is in the EMAC Operations Manual and clearly identify it in the reqeust for assistance 


Assisting States: 

  • Work with Resource Providers to update or develop Mission Ready Packages (MRPs) to submit offers of assistance. Ensure MRPs contain only eligible costs
  • Review reimbursement procedures with Resoruce Providers 
  • Review cost eligiblity and source documentation requirements 
  • Review any additional documentation requirements as identified by the Requesting State in the request
  • Make offers of assistance to the Requestings State to identify the estimated eligible costs


Resource Providers:

  • Work with the Assisting State to update or develop your Mission Ready Package (MRP) so it can be used as the basis of the offer of assistance
Deployed Personnel: 
  • Identify any differences between the EMAC Mission Order Authorization Form (the mission order given to the deploying team) and reality
  • Report any differences to your home state (Assisting State) emergency management agency
  • Track costs
  • Maintain receipts
  • Report any damage to equipment immediately to your home state (Assisting State)
Requesting and Assisting States:
  • Complete amendments to the EMAC Resource Support Agreement (RSA), as needed 
Deployed Personnel:
  • Within 45 days of returning hom from your EMAC mission, submit all documentation and records to your home agency (Resource Provider)


Resource Providers:
  • Reimbursing Deployed Personnel for travel expenses, updating time keeping systems to reflect mission work hours, and paying other eligible expenses incurred in connection with the EMAC mission
  • Collect and compile source documemtation from Deployed Personnel 
  • Complete accounting entries for payroll and travel costs
  • Develop a separate EMAC Reimbursement Package for each EMAC Mission to include the following:
    • A summary of all expenses incurred and paid by the Resource Provider on the EMAC R-2 Intrastate Reimbursement Form. Be sure to sign the form upon completion. Download a copy of the EMAC R-2 Job Aid and the Fringe Benefits Explained Job Aid
    • A signed cover letter, on the Resource Provider’s letterhead which includes, at a minimum, the following:
      • Amount of the reimbursement claim
      • Amount(s) of any donated resources
      • Remittance address
      • Any special instructions for the Assisting State that may assist with review of the reimbursement package
    • Completed IRS Form W-9
    • Copies of all source documentation, as outlined under “Cost Eligibility”
    • Policy documents to support claims (salary, overtime, per diem rates, etc.)

Assisting States:
  • Audit the reimbursement package from the Resource Provider, reconcile any issues
  • Develop the Assisting State reimbursement package per the EMAC Operations Manual Guidelines
  • Submit the reimbursement package to the Requesting State within 45 days of receiving reimbursement package from Resource Providers


Requesting States:
  • Audit the reimbursement package from the Assisting State and reconcile any issues
  • Issue payment to the Assisting State with 45 days of receipt of the reimbursement package


Notes:
  • A state’s obligation to pay EMAC reimbursements is not contingent upon the receipt of federal funds
  • The EMAC RSA, the legally binding agreement completed for every EMAC mission, is based upon estimated costs. Reimbursement costs should mirror; but will not exactly match the RSA
  • A state may donate services, in part or in whole 

Eligible Expenses & Source Documentation Requirements

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Eligible costs include expenses that are typically incurred when conducting or traveling on an EMAC mission.

Expenses should align to the EMAC Resource Support Agreement (RSA). 

Eligible categories for cost reimbursement are as follows: Personnel, Travel (such as air and ground transportation). Lodging, Meals, Equipment, Commodities and Other.

Learn more about each category by selecting a topic from below. 

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Learn what personnel costs are eligible and how expenses should be documented.

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Learn about eligible air travel expenses and how they should be documented.

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Learn what meal costs are eligible (receipt method and per diem) and how expenses should be documented.

Per Diem Meals
Receipt Meals
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Learn about eligible lodging expenses and how they should be documented.

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Learn about eligible ground transportation expenses and how they should be documented.

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Learn about expenses for parking and tolls and how they should be documented.

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Learn what equipment expenses are eligible for reimbursement and how they should be documented.

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Learn what commodity expenses are eligible for reimbursement and how they should be documented.

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Learn what "Other" expenses are eligible for reimbursement and how they should be documented.

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Learn what costs are not eligible for reimbursement

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Learn what costs may be negotiated between states

Suggested Reimbursement Timelines

While delays in the reimbursement process can happen, all parties to the reimbursement process should strive to accomplish their responsibilites within the suggested reimbursement timelines. 

It is also critically important to communicate delays to all parties as soon as they are identified.
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Reimbursement Resources

Deploying personnel should remember to establish
a "paperwork system" and become knowledgable
of reimbursement policy and procedures prior to their deployment.

During the deployment, maintain documentation and alert the home state emergency management agency to any changes in the mission that may impact the costs. 

Upon returning home, organize and submit travel vouchers and documentation to your home agency (Resource Provider) and be prepared to assist in perparing the reimbursement package to send to the home state emergency management agency.

Reimbursement starts before the mission begins and doesn't end until everyone - Deployed Personnel, Resource Providers, and Assisting States have been reimbursed. The speed at which the reimbursement process moves is also dependent upon everyone within the process. Make sure you understand you understand your responsibilities. Together we can make reimbursement an efficient process.