Report 2011-103 Recommendation 7 Responses
Report 2011-103: California's Mutual Aid System: The California Emergency Management Agency Should Administer the Reimbursement Process More Effectively (Release Date: January 2012)
Recommendation #7 To: Emergency Management Agency
If FEMA determines that the calculations and claims identified in the Office of Inspector General's audit report were erroneous, Cal EMA should modify the time sheets to track the actual hours that the responding agency works as well as the dates and times that the agency committed to the incident and returned from the incident.
Annual Follow-Up Agency Response From November 2017
Cal OES revised the Applicants Briefing materials to reflect FEMA's Public Assistance Program and Policy Guide (April 2017) revisions. Cal OES submits a compact disc (CD) that contains the most recent Major Declaration Applicants Briefing Materials/Handouts and the most recent Fire Management Assistance Grant Program Applicants Briefing Materials/Handouts. These documents are also available on Cal OES's website. Please review the links below.
Links:
Powerpoint for DR 4308: http://www.caloes.ca.gov/RecoverySite/Documents/4308%20CA%20Severe%20Winter%20Storms%20Flooding%20and%20Mudslides%20Presentation.pptm
Federal Disaster Assistance Information/Forms: http://www.caloes.ca.gov/cal-oes-divisions/recovery/public-assistance/federal-disaster-assistance
Public Assistance Forms (cost accounting, FEMA information, etc.): http://www.caloes.ca.gov/cal-oes-divisions/recovery/forms
FMAG Specific Information/Forms (cost accounting, applications, etc.): http://www.caloes.ca.gov/cal-oes-divisions/recovery/public-assistance/fire-management-assistance-grant
Applicants Briefings: http://www.caloes.ca.gov/cal-oes-divisions/recovery/public-assistance/applicants-briefings (note: documents for specific briefings are posted for a limited time)
- Completion Date: April 2017
California State Auditor's Assessment of Annual Follow-Up Status: Resolved
At the time of our audit, FEMA's recovery policy permitted the reimbursement of personnel costs up to 24 hours for each of the first two days, but only up to 16 hours for each of the following days, in the emergency response period. However, CAL FIRE scheduled firefighting resources for a 24-hour response and requested reimbursements for 24-hour periods after the first two days of a response. This was the subject of the Office of Inspector General's audit report. However, FEMA's policy changed to allow reimbursement for 24-hour shifts for up to 14 days from the start of the incident period. CAL OES provided examples of its Applicant Briefing materials for recent emergency responses which reference FEMA's revised policy. Therefore, we believe this recommendation is resolved.
Annual Follow-Up Agency Response From November 2016
FEMA issued a Public Assistance Program and Policy Guide in January 2016. This publication combines all Public Assistance policies in the 9500 series, superseding FEMA Policy 9525.7.
Cal OES will comply and revise our applicant briefing materials to reflect changes in the new guide. In addition, we will notify sub-recipients of these changes through the revised applicant briefing materials. Once revisions have been completed, we will forward supporting documentation reflecting these changes.
- Estimated Completion Date: December 31, 2016
California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented
Annual Follow-Up Agency Response From November 2016
FEMA issued the Public Assistance Program and Policy Guide in January 2016. This publication combines all Public Assistance policies in the 9500 series, superseding FEMA Policy 9525.7.
Cal OES is working to comply and revise our applicant briefing materials to reflect all the changes and updates in the new guide. In addition, we will notify sub-recipients of these changes through revised applicant briefing materials. These revisions will be completed by December 31, 2016, and we will forward the supporting documentation reflecting these changes.
- Estimated Completion Date: December 31, 2016
California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented
Annual Follow-Up Agency Response From October 2015
To date, the FEMA Policy 9525.7 proposed changes are still under review and a definitive decision has yet to be made. As soon as we receive the final word on the proposed changes we will comply appropriately.
- Estimated Completion Date: Unknown
California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented
Annual Follow-Up Agency Response From October 2014
To date, the FEMA Policy 9525.7 proposed changes are still under review and a definitive decision has yet to be made. As soon as we receive the final word on the proposed changes we will comply appropriately.
- Estimated Completion Date: Unknown
California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented
Annual Follow-Up Agency Response From November 2013
We have been working with the Federal Emergency Management Agency (FEMA) on making a determination on whether the calculations and claims identified by the Office of Inspector General's (OIG) audit report were erroneous. As of this time, they have not provided us an official decision. In addition, we have been made aware that FEMA and the National Emergency Management Association (NEMA) are reviewing the FEMA Labor Costs - Emergency Work Policy (Recovery Policy 9525.7) and will be revising the policy that addresses the reimbursement cost for employees performing emergency work, as well as the limitations on the 24-hour shift. As soon as a final decision is made or the policy approved we will comply appropriately.
- Estimated Completion Date: Unknown at this time
California State Auditor's Assessment of Annual Follow-Up Status: Not Fully Implemented
1-Year Agency Response
There was no change in the status of this recommendation since the 6-month response.
- Response Date: February 2013
California State Auditor's Assessment of 1-Year Status: Pending
6-Month Agency Response
On March 5, 2012, FEMA deobligated $5.7 million in funding related to hours claimed that were in excess of its recovery policy, which permits the reimbursement of personnel costs up to 24 hours for each of the first two days and up to 16 hours for each of the following days in the response period. However, Cal EMA did not specifically address whether or not it modified the time sheets to track the actual hours the responding agency works as well as the dates and times that the agency committed to the incident and returned from the incident. Instead, Cal EMA stated that it has worked with CAL FIRE to make the appropriate adjustments to CAL FIRE's accounting methodologies to ensure that the overtime costs CAL FIRE submits to it do not exceed FEMA's recovery policy. (See 2013-406, p. 73)
- Response Date: September 2012
California State Auditor's Assessment of 6-Month Status: Pending
All Recommendations in 2011-103
Agency responses received after June 2013 are posted verbatim.