Tracking other Expenses FGCU Emergency Management Department - PowerPoint Presentation

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Tracking other Expenses

FGCU Emergency Management Department

As of 3.16.20

COVID-19 Category B Public Assistance for Governmental Entities

Emergency protective measures conducted before, during, and after an event are eligible under Public Assistance as Category B expenses

if the measures eliminate or lesson immediate threats to lives, public health, or safety.

FEMA is legally prohibited from duplicating benefits from other sources, such as from insurance or other federal awards.

Public Assistance is funding of last resort.

Requirements for Reimbursement

You MUST:

Tie the cost to an

eligible activity

Properly document the activity (who, what, where, when, how much)

Be legally responsible for performing that activity

For supplies already in inventory

For supplies used that were already on and used for COVID – 19 preparation, response, and/or recovery:

Complete the Materials Summary Record form

Provide a copy of the original invoice, receipts, account transactions, Purchase Orders, P-card statement

Send an electronic copy of documentation to:

Willie Baca at wbaca@fgcu.edu

gl-accounting@fgcu.edu

Maryan Egan at megan@fgcu.edu

For supplies purchased

For supplies purchased and used for COVID – 19 preparation, response, and/or recovery:

Complete the Materials Summary Record form

Provide a copy of the original invoice, receipts, account transactions, Purchase Orders, P-card statement.

Go to department budget manager for approval of purchase

Use FOAPAL 200115/10001

Send an electronic copy of information to:

Willie Baca at wbaca@fgcu.edu

gl-accounting@fgcu.edu

Maryan Egan at megan@fgcu.edu

For items made or created on campus

If your department created or made a product for use on campus or donation to COVID-19 response. (Such as hand sanitizer)

In addition to

the above information, it will be important to document the following on a spreadsheet:

amount of finished goods produced 

amount of finished goods provided to campus

amount of finished goods that are donated to hospitals or other entities 

Materials Summary Record Form

Most of the information required can be recorded on the Materials Summary Record Form.

Materials Summary Record Form

Instructions for Specific Fields On Form

4. Disaster Name: 4486DR-FL COVID-19

6. Building(s) supplies or materials used within

8. Description of Work Performed must capture:

The when’s, where’s, how was worked

Performed, and why it was performed.

Required Information for Owned Equipment

FGCU receives credit for use of vehicles and generators used in COVID- 19 response

. Find

vehicle logs

here.

Send copies of vehicle logs or generator logs used during COVID-19 activities to:

wbaca@fgcu.edu

megan@fgcu.edu

NOTE: Be sure to track employee time related to COVID-19 activities associated with vehicle and generator use on the Emergency Time Tracking Sheet.

Other owned Equipment

For other types of equipment, the following information should be provided on the Equipment Expense Summary Form.

Type of Equipment and Attachments used (Ex: 3D printers, medical equipment, sewing machines)

Include year, make, and model of equipment

Size/capacity

Locations Equipment Used

Days and Hours Used

Usage Logs

Operator Name

Schedule of rates, including rate components

Send the Equipment Expense Summary Form to Willie Baca at

wbaca@fgcu.edu

.

NOTE: Be sure to track employee time related to COVID-19 activities associated with vehicle and generator use on the Emergency Time Tracking Sheet.

Equipment Expense Summary

Required Information for Rented or Purchased Equipment

For each piece of equipment:

Complete a Materials Summary Record Form

A copy of the contract procuring

the equipment

Relevant solicitation documentation

FGCU Items Donated to Outside Entity

Donated Resources to an external organization(company/non-federal organization).

In order for it to be considered a donated resource the service (labor) or item (material/supplies/equipment) must be used for the performance of eligible emergency work and it has to be tracked.

For donated items (equipment, supplies, or materials) please track the items; why they were used, where the items were provided (locations) and who the items were provided to.

For donated labor, please track the volunteers hours, specific location and description of volunteer tasks on the Emergency Time Tracking Sheet.

Use the Materials Summary Form to record this information. Send to Willie Baca at wbaca@fgcu.edu

Donated Resources to FGCU

Donated Resources are considered resources from a third party (company/non-federal organization) or individual (volunteer or unpaid employees from university that volunteer their labor) to the university.

In order for it to be considered a donated resource the service (labor) or item (material/supplies/equipment) must be used for the performance of eligible emergency work and it has to be tracked.

For donated items (equipment, supplies, or materials) please track the items; why they were used for, where the items were provided (locations) and who the items were provided to.

For donated labor, please track the volunteers hours, specific location and description of volunteer tasks on the Emergency Time Tracking Sheet.

Use the Materials Summary Form to record this information. Send to Willie Baca at wbaca@fgcu.edu

Losses related to FGCU travel

Travel insurance purchased

If travel insurance was purchased for an FGCU trip and was cancelled due to COVID-19, contact Willlie Baca at wbaca@fgcu.edu to determine travel insurance eligibility and the

expenses that were not covered by the travel insurance.

No travel insurance associated with the travel

If you have travel that was cancelled due to COVID- 19 and have outstanding expenditures, please contact Willie Baca at wbaca@fgcu.edu to have these expenditures documented.

Information to send includes:

- TAR

- Receipts

- Invoices