EMAC Reimbursement
Get Reimbursed Faster for Your EMAC Mission.
You provided assistance. Now make it easier to bring mission costs back to your budget. Track costs, build a complete R-2 package, and submit it to your Assisting State as soon as it is ready.
Reimbursement toolkit
Start here: Download the R-2 form, use the checklist, and complete the interactive tutorial. Use the job aids when you need extra guidance.
R-2 Form
Start your reimbursement package and summarize mission costs your organization paid.
Download R-2 FormR-2 Package Checklist
Confirm your form, attachments, policy support, and proof are ready before you submit.
Download ChecklistR-2 Interactive Tutorial
Follow a guided walkthrough for organizing and submitting a complete reimbursement package.
Start TutorialR-2 Package Job Aid
Use detailed instructions, package checklists, and cover-letter guidance when you need more support.
Open Job AidFringe Benefits Job Aid
Understand how to calculate and document fringe benefit costs.
Open Fringe Benefits AidEligible Expenses Guide
Check what may be claimed and what proof is needed for each cost type.
View Cost RulesYour reimbursement path
Three steps to move your reimbursement forward.
Reimbursement is easiest when you treat it as part of the mission—not a task to start weeks later. Keep the records, organize the costs, and send a complete R-2 package to your Assisting State.
Track it
During the mission, keep timesheets, receipts, mileage logs, invoices, equipment records, proof of payment, and documentation of mission changes or damage organized.
Build it
Complete the R-2 form, cover letter, W-9, policy support, payment records, and source documents for one EMAC mission.
Send it
Submit the complete package to your Assisting State as soon as it is ready. Do not wait for a deadline if the package is complete today.
Every earlier, complete handoff helps payment move faster.
When a package is accurate and complete, reviewers can begin their work immediately. When documentation is missing or unclear, time is spent finding records, answering questions, and correcting the package before it can move forward.
Reimbursement timeline
Every earlier handoff helps reimbursement move faster.
Each organization has a recommended 45-day window to complete its part of the process. These are maximum targets—not holding periods. A complete package submitted sooner can be reviewed and paid sooner.
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Mission ends
Begin the paperwork handoff immediately. Confirm where Deployed Personnel should send receipts, records, logs, and required forms.
DAY 45
Personnel submit records
Deployed Personnel submit complete mission cost documentation to their Resource Provider after returning home.
DAY 90
Resource Provider submits R-2
The Resource Provider completes accounting, builds one complete R-2 package, and submits it to the Assisting State.
STEPS
State review, payment, and return to provider
The Assisting State reviews and submits its R-1 package; the Requesting State processes payment; funds return through the Assisting State to the Resource Provider.
Do not wait for Day 45 - or Day 90.
Start during the mission. The sooner a complete R-2 package reaches the Assisting State, the sooner it can be reviewed, submitted forward, and paid. If payroll reports or another legitimate issue will cause delay, communicate with the Assisting State as soon as possible.
Before you submit
A complete package moves. An incomplete package stops.
Your R-2 is not just a form. It is a complete, organized explanation of the mission costs your organization paid—backed by proof and policy.
Ready to submit?
Use the full Excel checklist before sending your reimbursement package to the Assisting State.
- One package for one EMAC mission
- R-2 completed and signed
- Records attached and labeled
- Rates supported by policy
- Internal review complete
Five things to check before you send.
Use this short review, then complete the full R-2 Package Checklist.
The mission is correct
Dates, scope, and claimed costs align with the RSA, Mission Order, and approved amendments.
The R-2 is complete
All applicable worksheets are complete, totals are accurate, and the workbook is certified and signed.
The required documents are attached
Include a signed cover letter on your organization’s letterhead, a current W-9, remittance information, the EMAC mission number, and other required materials.
Every cost has proof
Attach timesheets, payroll reports, receipts, invoices, logs, vouchers, proof of payment, and other source documents.
Your claimed rates follow policy
Include the relevant policy or rate schedule supporting salary, overtime, fringe, travel, mileage, equipment, and other claimed costs.
Do not submit a partial package.
Fix missing documents, unclear costs, and policy questions before submission. Incomplete packages require follow-up and can slow review for your organization and other reimbursement packages in the process.
Interactive R-2 tutorial
Build a complete R-2 package—step by step.
Use the interactive tutorial to organize records, complete the R-2, attach the right supporting documents, and submit a package ready for Assisting State review.
Start with the mission
Confirm the RSA, mission number, dates, scope, and approved amendments before building the reimbursement package.
Match costs to proof
Learn which source documents, proof of payment, and policy support belong with each cost type.
Submit with confidence
Complete a final package check before submitting the R-2 reimbursement package to the Assisting State.
Prefer a focused, full-screen learning experience? Open the tutorial on its own page and return here for the R-2 form, checklist, and other reimbursement tools.
Match personnel costs to proof.
Add personnel costs to the R-2, then attach records that show the hours worked, actual rate paid, proof of payment, and the policy that supports the claimed rate.
Before you deploy
Your policies that support your claim.
Your reimbursement package must follow the written policies your organization uses for pay, travel, equipment, procurement, and other mission costs.
Bring policy support with your package.
Use the written policy that applies to your organization. Include the relevant pages—not necessarily the entire policy—along with the organization name and adoption date.
- Use your jurisdictional or agency policy when it applies.
- If no applicable local policy exists, use the relevant state, territory, district, or federal policy.
- Match the reimbursement method and rate to the policy you provide.
- Ask the Assisting State early if you are unsure which policy applies.
Quick eligibility test
Before including a cost, check four things.
Authorized
Does the cost align with the approved RSA or an approved amendment?
Mission-related
Was the cost directly needed to perform the EMAC mission?
Paid and documented
Has your organization paid the cost and kept the records that prove it?
Reasonable and allowable
Is the cost legal, reasonable, and allowed under the applicable policy?
Do not create reimbursement rules after deployment. Identify the policies and rates your organization will use before deployment whenever possible, then retain the supporting pages for your R-2 package.
Need help?
Use the right tool at the right time.
If you have a missing record, policy question, or unusual mission cost, ask early. Resolving questions before submission is faster than sending a package back for correction.
Questions about your R-2 package?
Contact your State Emergency Management Agency if you need help identifying the right reimbursement contact, understanding state-specific submission guidance, or resolving documentation questions before you submit.
Contact Your State Emergency Management AgencyKey resources
Keep these tools close while you build your package.
EMAC R-2 Form
Official intrastate reimbursement summary workbook.
Download FormPackage Checklist
Full Excel quality-control checklist before submission.
Download ChecklistR-2 Package Job Aid
Detailed instructions, checklists, and cover-letter guidance.
Open Job AidFringe Benefits Job Aid
Guidance for calculating and documenting fringe benefits.
Open Job AidR-2 Interactive Tutorial
Use the focused standalone tutorial page for full-screen learning.
Open TutorialBring the money back to your budget
Your mission is complete. Your reimbursement package is the next step.
Start early, use the R-2 tools, and submit one complete reimbursement package to your Assisting State as soon as it is ready.
Remember: a complete package submitted early can move forward early.