DIRECT ADMININSTRATIVE COST INFORMATION PACKAGE FEMA PUBLIC ASSISTANCE (PA) GRANTS
This package was prepared as an example of the direct administrative costs that should be reimbursable under FEMA's Public Assistance (PA) Grant Program. In FEMA's PA Grant Program you, the applicant, are typically referred to as the "subgrantee" while the State is referred to as the "grantee". As work is performed on the FEMA PA Grant projects it is critical that personnel who work on those projects properly track and describe their work. Direct Administrative Costs (DACs) must be charged to specific identified projects not to the disaster in general.
In order to porpoerly track your DAC should identify specific projects as soon as possible after the disaster as possible but no more than two weeks following the date of the disaster. DAC are reimbursed by FEMA at the closeout of each specific project. Note: Always check the latest FEMA guidance documents for the most recent information. This package includes: Daily Time Summary Direct Administration Cost Activity List 15-Minute Increment Daily Timesheet Daily Time Summary-Example PA Program Indirect and Direct Administrative Activity List Section 324: Management Costs and Direct Administrative Costs IQE Consultants LLC Revised: 12/07/2012
DIRECT ADMINISTRATIVE COST -- Daily Time Summary Name: Title:
Date of Work:
PW # or Temp #
Time Start
Time Stop
Hours
Work Description
0.00
INSTRUCTIONS : FILL OUT ONE SHEET PER DAY USE THE BEST FIT DESCRIPTIONS BELOW. MULTIPLE PW'S CAN BE DONE ON EACH SHEET -
Identifying and/or generating a list of damaged sites. Discussing the need for immediate funding and/or collected supporting documentation. Collecting damage data, invoices, estimates, and/or support documentation. Reviewing and/or supporting the compliance of the project with Public Assistance financial requirements. Documenting funding, scope of work, and/or other impacts resulting from mitigation, alternate, improved, or other funding requests. Visiting, surveying, and/or assessing sites. Developing detailed site-specific damage description. Developing the scope of work. Estimating/quantified project costs, collected supporting documentation, and/or calculated allowable fringe rates. Assembling and/or supporting requests from FEMA and the grantee related to an alternate project request. Assembling and/or supporting requests from FEMA and the grantee related to an improved project request. Producing and/or writing the project worksheet. Justifying and developing an alternate project plan and/or additional activities directly related to an alternate project request. Justifying and/or developing an alternate project plan and/or additional activities directly related to an improved project request. Developing, requesting, transmitting, and/or processing documents to request all or portion of the allocated project award amount. Assisting the grantee with assembling, transmitting, and/or developing final actual costs for grant closure related. Responding to grant review, inspection, and/or closure document requests from the State. Adjusting and/or estimating cost over/under runs for the purpose of project closeout. Supporting the development of a new version of the current project worksheet for the purpose of adjusting the project amount. Closing-out project worksheet. Remember: Travel expenses related to any of the direct administrative activities should be eligible for reimbursement.
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DIRECT ADMINISTRATION COST ACTIVITY LIST The following list the sub-grantee direct administrative activities that are eligible for reimbursement under FEMA's Public Assistance (PA) Grant Program. In order to be eligible the labor for these activities must be charged to a specific project. A complete listing of direct and indirect activities can be found on FEMA's "Public Assistance Program Indirect and Direct Administrative Activity List".
Project Listing Development
Sub-Applicant Site Identification Immediate Needs Data Collection & Dissemination Travel & Expenses
Project Formulation
Financial Compliance Reviews (PA) Other Funding Anticipation Site Visits Project Description Development Project Scope Development Project Cost Estimation & Documentation Alternate Site Project Request (if warranted) Site Improvement Project Request (if warranted) PW Writing Travel & Expenses
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Activities carried out to identify and generate a list of damaged sites for one specific project. Activities to discuss the need for immediate funding and collect supporting documentation for one specific project. Activities to collect damage data, invoices, estimates and support documentation related to one specific project. Travel expenses related to one specific project for any of the direct administrative activities listed in this phase. Activities to review or support the compliance of the project with Public Assistance financial requirements for one specific project. Activities to document funding, scope of work, and other impacts resulting from mitigation, alternate, improved, or other funding requests for one specific project. Activities related to visiting, surveying, and assessing sites for one specific project. Activities related to developing the detailed site-specific damage description component of one specific project worksheet. Activities related to developing the scope of work component for one specific project worksheet. Activities related to estimating/quantifying project costs, collecting supporting documentation, and calculating allowable fringe rates for one specific project. Activities to assemble and support requests from FEMA and the grantee related to an alternate project request for one specific project. Activities to assemble and support requests from FEMA and the grantee related to an improved project request for one specific project. Activities attributed to directly producing or writing the project worksheet for one specific project. Travel expenses related to one specific project for any of the direct administrative activities listed in this phase.
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DIRECT ADMINISTRATION COST ACTIVITY LIST The following list the sub-grantee direct administrative activities that are eligible for reimbursement under FEMA's Public Assistance (PA) Grant Program. In order to be eligible the labor for these activities must be charged to a specific project. A complete listing of direct and indirect activities can be found on FEMA's "Public Assistance Program Indirect and Direct Administrative Activity List".
PW Processing
Alternate Projects Development (if warranted) Improved Projects Development (if warranted) Travel & Expenses
PW Management & Close-Out Project Payment Requests
Project Cost Reconciliations Project Inspection Request Evaluating/Estimating Cost Overruns Preparing PW Versions for Cost Adjustments Other Program management/Close-out Activities Travel & Expenses
IQE Consultants LLC
Activities related to justifying and developing an alternate project plan and/or additional activities directly related to one specific alternate project request. Activities related to justifying and developing an alternate project plan and/or additional activities directly related to one specific improved project request. Travel expenses related to the processing of one specific project for any of the direct administrative activities listed in this phase. Activities related to developing, requesting, transmitting, and processing documents to request all or portion of the allocated project award amount for one specific project. Activities to assist the grantee with assembling, transmitting, and developing final actual costs for grant closure related to one specific project. Activities to respond to grant review, inspection, or closure document requests from the grantee for one specific project. Activities to adjust or estimate cost over/under runs for the purpose of project closeout for one specific project. Activities to support the development of a new version of the current project worksheet for the purpose of adjusting the project amount for one specific project. Activities related to the close-out process of a one specific project worksheet. Travel expenses related to one specific project for any of the direct administrative activities listed in this phase.
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15-Minute Increment Timesheet DATE: 7:00 AM 7:15 AM 7:30 AM 7:45 AM 8:00 AM 8:15 AM 8:30 AM 8:45 AM 9:00 AM 9:15 AM 9:30 AM 9:45 AM 10:00 AM 10:15 AM 10:30 AM 10:45 AM 11:00 AM 11:15 AM 11:30 AM 11:45 AM 12:00 PM 12:15 PM 12:30 PM 12:45 PM 1:00 PM 1:15 PM 1:30 PM 1:45 PM 2:00 PM 2:15 PM 2:30 PM 2:45 PM 3:00 PM 3:15 PM 3:30 PM 3:45 PM 4:00 PM 4:15 PM 4:30 PM 4:45 PM 5:00 PM 5:15 PM 5:30 PM 5:45 PM 6:00 PM 6:15 PM 6:30 PM 6:45 PM 7:00 PM IQE Consultants LLC
DATE: 7:00 AM 7:15 AM 7:30 AM 7:45 AM 8:00 AM 8:15 AM 8:30 AM 8:45 AM 9:00 AM 9:15 AM 9:30 AM 9:45 AM 10:00 AM 10:15 AM 10:30 AM 10:45 AM 11:00 AM 11:15 AM 11:30 AM 11:45 AM 12:00 PM 12:15 PM 12:30 PM 12:45 PM 1:00 PM 1:15 PM 1:30 PM 1:45 PM 2:00 PM 2:15 PM 2:30 PM 2:45 PM 3:00 PM 3:15 PM 3:30 PM 3:45 PM 4:00 PM 4:15 PM 4:30 PM 4:45 PM 5:00 PM 5:15 PM 5:30 PM 5:45 PM 6:00 PM 6:15 PM 6:30 PM 6:45 PM 7:00 PM
Public Assistance Program Indirect and Direct Administrative Activity List Phase
Post Declaration Activities
Project Listing Development
Administrative Task
Administrative Activity Description
Grantee / Sub-Grantee
Applicant Briefing
Activities related to attending and participating in the applicant's briefing for the overall program.
I
Grantee & Sub-Grantee
RPA Submission and Processing
Activities related to the subgrantee's submission of its Request for Public Assistance (RPA) for the overall program.
I
Grantee & Sub-Grantee
Other Pre-Award Activity
Any other activities related to general pre-award activities, including identifying and producing eligibility and other critical documents.
I
Grantee & Sub-Grantee
Sub-Applicant Site Identification
Activities carried out to identify and generate a list of damaged sites for one specific project.
D
Grantee & Sub-Grantee
Kick-Off Meeting
Activities related to attending and participating in the applicant kick-off meeting for the overall program.
I
Grantee & Sub-Grantee
Immediate Needs
Activities to discuss the need for immediate funding and collect supporting documentation for one specific project.
D
Grantee & Sub-Grantee
Preliminary Cost Estimate
Activities to refine the initial total damage cost estimate before the individual project worksheets are developed.
I
Grantee & Sub-Grantee
Data Collection & Dissemination
Activities to collect damage data, invoices, estimates and support documentation related to one specific project.
D
Grantee & Sub-Grantee
Travel & Expenses
Travel expenses related to one specific project for any of the direct administrative activities listed in this phase.
D
Grantee & Sub-Grantee
Travel & Expenses
All travel expenses related to general support and not tied directly to one specific project.
I
Grantee & Sub-Grantee
Special Considerations
Activities carried out to evaluate the impact of hazard mitigation measures, insurance coverage, historic preservation, environmental impact, and flood risk for one specific site or project.
D
Grantee
D
Grantee & Sub-Grantee
Financial Compliance Reviews Activities to review or support the compliance of the project with Public Assistance financial (PA) requirements for one specific project.
Project Formulation
Indirect (I) / Direct (D)
Other Funding Anticipation
Activities to document funding, scope of work, and other impacts resulting from mitigation, alternate, improved, or other funding requests for one specific project.
D
Grantee & Sub-Grantee
Site Visits
Activities related to visiting, surveying, and assessing sites for one specific project.
D
Grantee & Sub-Grantee
Project Description Development
Activities related to developing the detailed site-specific damage description component of one specific project worksheet.
D
Grantee & Sub-Grantee
Project Scope Development
Activities related to developing the scope of work component for one specific project worksheet.
D
Grantee & Sub-Grantee
Project Cost Estimation & Documentation
Activities related to estimating/quantifying project costs, collecting supporting documentation, and calculating allowable fringe rates for one specific project.
D
Sub-Grantee
Project Formulation
PW Processing
Alternate Site Project Request (if warranted)
Activities to assemble and support requests from FEMA and the grantee related to an alternate project request for one specific project.
D
Sub-Grantee
Site Improvement Project Request (if warranted)
Activities to assemble and support requests from FEMA and the grantee related to an improved project request for one specific project.
D
Sub-Grantee
PW Writing
Activities attributed to directly producing or writing the project worksheet for one specific project.
D
Grantee & Sub-Grantee
PW Review & Final Approval
Activities related to supporting the review of one specific project, including the final review and approval of the project worksheet by FEMA and the grantee.
D
Grantee
PW Exit Briefing
Activities related to participation in the exit briefing for the overall program.
I
Grantee & Sub-Grantee
FEMA/Grantee Meetings & Responses
Activities related to attending, coordinating, and responding to correspondence and meeting requests from FEMA and grantee officials for the overall program and not specific to one project.
I
Grantee & Sub-Grantee
Travel & Expenses
Travel expenses related to one specific project for any of the direct administrative activities listed in this phase.
D
Grantee & Sub-Grantee
Travel & Expenses
All travel expenses related to general support and not tied directly to one specific project.
I
Grantee & Sub-Grantee
Program Funding Request Formulation
Activities related to organizing total loss for damaged sites into logical groups.
I
Grantee & Sub-Grantee
PA Programmatic Compliance Reviews
Activities to review and/or support compliance with Public Assistance programmatic requirements.
I
Grantee
Eligibility Review
Actions carried out to support FEMA and the grantee's determination of the sub-applicant, facility, work, and cost eligibility for one specific project.
D
Grantee
Program Funding Request Documentation
Activities to reproduce documents and files for use in supporting the project worksheet's funding request for one specific project.
D
Grantee
Program Funding Request Processing
Activities to assemble, transmit, and process program funding documents to request disbursement of funds for one specific project.
D
Grantee
Additional FEMA/Grantee Documentation Requests
Activities related to collecting and processing document requests from FEMA and the grantee for one specific project.
D
Sub-Grantee
Alternate Projects Development Activities related to justifying and developing an alternate project plan and/or additional activities (if warranted) directly related to one specific alternate project request.
D
Grantee & Sub-Grantee
Improved Projects Development (if warranted)
D
Grantee & Sub-Grantee
Activities related to justifying and developing an alternate project plan and/or additional activities directly related to one specific improved project request.
PW Processing
PW Management & Close-Out
Travel & Expenses
Travel expenses related to the processing of one specific project for any of the direct administrative activities listed in this phase.
D
Grantee & Sub-Grantee
Travel & Expenses
All travel expenses related to general support and not tied directly to one specific project.
I
Grantee & Sub-Grantee
Project Payment Requests
Activities related to developing, requesting, transmitting, and processing documents to request all or portion of the allocated project award amount for one specific project.
D
Grantee & Sub-Grantee
Project Cost Reconciliations
Activities to assist the grantee with assembling, transmitting, and developing final actual costs for grant closure related to one specific project.
D
Grantee & Sub-Grantee
Project Inspection Request
Activities to respond to grant review, inspection, or closure document requests from the grantee for one specific project.
D
Grantee & Sub-Grantee
Evaluating/Estimating Cost Overruns
Activities to adjust or estimate cost over/under runs for the purpose of project closeout for one specific project.
D
Grantee & Sub-Grantee
Preparing PW Versions for Cost Adjustments
Activities to support the development of a new version of the current project worksheet for the purpose of adjusting the project amount for one specific project.
D
Grantee & Sub-Grantee
Other Program management/Close-out Activities
Activities related to the close-out process of a one specific project worksheet.
D
Grantee & Sub-Grantee
Travel & Expenses
Travel expenses related to one specific project for any of the direct administrative activities listed in this phase.
D
Grantee & Sub-Grantee
Travel & Expenses
All travel expenses related to general support and not tied directly to one specific project.
I
Grantee & Sub-Grantee
Note: The categorization of administrative tasks on this list represent the most likely scenarios for the typical PA program and there may be exceptions to the "rules of thumb" represented. Also, even though this list indicates possible Grantee involvement throughout activities in all phases, not all Grantees will participate in all PA program phases and respective administrative activities.
