Report 2011-103 Recommendations and Responses in 2015-041

Report 2011-103: California's Mutual Aid System: The California Emergency Management Agency Should Administer the Reimbursement Process More Effectively

Department Number of Years Reported As Not Fully Implemented Total Recommendations to Department Not Implemented After One Year Not Implemented as of 2014-041 Response Not Implemented as of Most Recent Response
California Office of Emergency Services 3 8 6 5 5

Recommendation To: Emergency Management Agency

To make certain that emergency response agencies receive reimbursements on time, Cal EMA should establish procedures to ensure that paying entities do not delay reimbursements.

Response

Since our last annual follow up, all signatories have signed the 2015-2019 California Fire Assistance Agreement and is currently in use. However, with the negotiation process, new procedures were required and implemented for Local Government to receive reimbursement. Cal OES Fire and Rescue staff is working diligently to implement the required changes to expedite our processing, and we continue to work cooperatively with the reimbursing entities to minimize any potential delays. Cal OES will begin to plan Phase II of the new mutual aid reimbursement program soon. Cal OES appreciates the State Auditor's time and attention to this matter, and we will continue to provide updates as we make progress toward full implementation.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: Unknown
  • Response Date: October 2015

Recommendation To: Emergency Management Agency

To make certain that local agencies calculate correctly their average actual hourly rates, Cal EMA should audit a sample of invoices each year and include in the review an analysis of the accuracy of the local agencies' average actual hourly rates reported in the agencies' salary surveys.

Response

Cal OES has completed four audit reports on local fire agencies salary surveys and provided them to the State Auditor. Cal OES will continue to include the salary survey audits in its annual plan and will complete them as our audit schedule permits.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: December 2016
  • Response Date: October 2015

Recommendation To: Emergency Management Agency

To make certain that local agencies calculate correctly their average actual hourly rates, if Cal EMA determines that the local agencies' rates are incorrect, it should advise the agencies to recalculate the rates reported in their salary survey. Local agencies that fail to submit accurate average actual hourly rates should be subject to the base rates.

Response

Cal OES has completed four audit reports on local fire agencies salary surveys and provided them to the State Auditor. Cal OES will continue to include the salary survey audits in its annual plan and will complete them as our audit schedule permits.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: December 2016
  • Response Date: October 2015

Recommendation 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.

Response

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.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: Unknown
  • Response Date: October 2015

Recommendation 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 ensure that the replacement for its current invoicing system can calculate the maximum number of reimbursable personnel hours under both FEMA's policy and the CFAA.

Response

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.

  • California State Auditor's Assessment of Status: Not Fully Implemented
  • Completion Date: Unknown
  • Response Date: October 2015

Current Status of Recommendations

All Recommendations in 2015-041