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Article IX of EMAC Law outlines what is eligible or not eligible for reimbursement. States use the mission documentation (see REQ-A Frequently Asked Questions) to determine estimated costs, and reimbursement packages are derived from the mission documentation.

Below are frequently asked questions about reimbursement under EMAC.  These answers are general in nature; always check with your home state emergency management agency to obtain answers specific to your state.

  • What expenses are eligible for reimbursement? +

    By and large, expenses during deployment that are eligible for reimbursement include those specifically stated on the signed REQ-A, which covers personnel, travel, equipment, commodities, and “other” expenses.

    A complete list of eligible and ineligible expenses can be found within the online EMAC training courses and in documents found in the document library

  • Do states still pay for missions if there is a presidential disaster? +

    Yes.  Whether a federal declaration of emergency is made or not, a Requesting State is always responsible for the reimbursement of EMAC mission costs that were detailed on the EMAC REQ-A. 

  • Are EMAC reimbursements tied to FEMA PA eligibility? +

    If a Requesting State finds that it does not qualify for FEMA’s Public Assistance funding for a given emergency, is the Requesting State still obligated to reimburse Assisting States for the costs they have incurred during their response?

    All REQ-As that are processed appropriately and signed off on by EMAC Authorized Representatives are legal agreements must be paid by the Requesting State. 

    The state may apply for FEMA PA reimbursement but it should not delay their payment to the Assisting State and Resource Providers. 

  • What expenses are ineligible for reimbursement? +

    By and large, expenses during deployment that are eligible for reimbursement include those specifically stated on the signed REQ-A, which covers personnel, travel, equipment, commodities, and “other” expenses.

    Visit the EMAC library for guidance on eligible and ineligile expenses.

    You can also take an online course learn more about EMAC on this website!

  • How are hours and equipment rates determined? +

    In general, the actual pay rates for that equipment should be used. If actual rates are not known, the Resource Provider may choose to use a state published rate.  If there is no state published rate, they may utilize published FEMA equipment rates. 

    To estimate hours, the Resource Provider should assume a set number of equipment hours per day such as 8-12. 

    The equipment rates that are on the fully executed REQ-A set the rates and hours for what will be reimbursed. 

    Consistency is the key. Hours worked by personnel as well as equipment rates must align. 

  • What criteria are used to differ between response and recovery costs? +

    There is no distinction between response and recovery costs for mutual aid assistance under the Compact.

    When executed, the REQ-A constitutes a legally binding agreement.

    Once assistance is negotiated and agreed to in the REQ-A, the Requesting State is obligated to pay reasonable expenses directly related to the mission, including justified pre- and post-deployment costs.; but, it must be stated on the REQ-A.

  • What eligibility issues have to be addressed during reimbursement? +

    Issues that arise during the reimbursement process generally stem back to items that were either not on the REQ-A or were not documented. 

    Example: If equipment was damaged on the mission, it should be documented and the home state emergency management should be notified. Depending upon the extent of the damage, they may choose to amend the REQ-A. If it is not reported or documented but during the reimbursement process, there is a request to repair or replace damaged equipment, it will cause an issue and likely a delay. 

    Other items that must be clearly stated on the REQ-A include the payment of 24/7 duties, expenses associated with the backfill of positions for deployed personnel, unanticipated costs that far exceed the initial cost estimate, and claims for expenses that are not related to the mission being performed. 

    Two extreme, but actual, examples of issues encountered in the past are expenses for alcoholic beverages claimed "for morale purposes" and expenses for silk-screened T-shirts for deployed personnel. Neither of these items was necessary or directly related to the mission performed nor were they on the REQ-A; and therefore, neither expense was eligible for reimbursement.

  • Does the EMAC reimbursement process follow the FEMA reimbursement process? +

    The EMAC reimbursement process does not follow the FEMA reimbursement process, as the EMAC reimbursement process is based on General Accepted Accounting Principles (GAAP) applicable in Member States and in compliance with Member State laws.

    The Resource Provider may utilize their own jurisdictional policies and reimbursement procedures so long as their State allows this practice. 

  • Does EMAC reimbursement rates mirror FEMA equipment rates? +

    Resource Providers should use their actual operating equipment rates.  

    If the Resource Provider does not have an equipment rate, they can utilize state equipment rates. If there are no state equipment rates, they can utilize the federal rates. 

  • Is equipment depreciation an eligible reimbursement cost? +

    Generally, equipment costs are "use costs" by hour, day, or by event.

    The depreciation of equipment would be factored into the equipment rate of that specific piece of equipment.

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