Developing your MRP Cost Estimates
When completing an MRP, it’s essential to remember that a good cost estimate results in a good reimbursement package.
When all expenses have been considered while preparing an MRP and adjusted as needed when a request arrives, both Requesting and Assisting States understand the scope of the mission and its costs. To prepare for reimbursement, you should be aware of your employer’s internal guidelines and understand your responsibilities
for maintaining good supporting documentation for expenses incurred during your deployment.
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Preparing
Resource providers will receive a mission order authorization form which contains all mission related information and the costs. Any unexpected costs that occur during your mission may require the assisting and requesting state emergency management agencies to amend costs within the mission paperwork. You must report these costs to your resource provider as soon as they are apparent.
During deployment, deployed personnel must maintain original copies of all invoices, receipts, and other documentation related to expenses incurred while performing the EMAC mission. This documentation will be submitted to your resource provider as the basis for your reimbursement claim.
Lodging
If lodging is provided by or direct billed to the requesting state, or if lodging is not available and personnel are self-sufficient in primitive conditions, or are in a base camp at no cost, those expenses are not eligible for reimbursement. Eligible costs within this category include: per diem using gsa rates or actual costs for lodging.
Supported documentation for lodging includes a copy of agency or state policy showing lodging rates, a copy of GSA lodging rates for the area of deployment, original lodging receipts showing zero balance.
Meals
The mission order should reflect if meal expenses will be calculated at per diem or calculated cost. As with lodging, any meals provided by or directly provided by or billed directly to the requesting state are not eligible for reimbursement.
Supported documentation for lodging includes a copy of agency or state policy showing per diem rates, a copy of GSA meal rates for the area of deployment, or actual meal receipts
Commodities
Eligible costs within this category include consumables, supplies, and other materials that are used during the conduct of the mission. Expendable resources such as office supplies, ice, snacks, fuel, and other one-time-use items and should be charged based on their cost per item and quantity of items purchased.
Supported documentation for reimbursement includes actual receipts for purchases and records substantiating their need.
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Developing your MRP Cost Estimates
Preparing
Lodging
Meals
Commodities
Other