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VEM's Guidance on Documentation to Support Costs Claimed for FEMA Public Assistance

The Applicant should submit the following to support costs claimed (not an all-inclusive list):

For Each Individual

  • Name
  • Job title and function
  • Type of employee (i.e., full-time exempt, full-time non-exempt, part-time, temporary, prisoner, etc.)
  • Days and hours worked
  • Pay rate(s) and fringe benefits
  • Description of work performed with representative sample of daily logs/activity reports, if available
  • Representative sample of timesheets
  • Fringe benefit calculations
  • Pay policy

Applicant-owned (Force Account) Equipment

  • Type of equipment and attachments used, including year, make, and model
  • Size/capacity (e.g., horsepower, wattage)
  • Locations and days and hours used with usage logs
  • Operator name
  • Schedule of rates, including rate components

Rented or Purchased Equipment

  • Rental or lease agreements, invoices, receipts
  • Days used

Supplies from Stock

  • Historical cost records
  • Inventory records
  • Type of supplies and quantities used, with support documentation such as daily logs

Purchased Supplies

  • Receipts or invoices

Contracts

  • Procurement policy
  • Procurement and bid documents
  • For procurements in excess of simplified acquisition threshold, a cost/price analysis
  • Contracts, change orders, and invoices
  • Dates worked
  • For time and materials (T&M) contracts, monitoring documentation

Mutual Aid

  • Written agreement
  • Services requested and received
  • Same information listed for labor, equipment, and supplies above (as applicable)
  • Invoices