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Emergency Management Assistance CompactCopyright © 2010 NEMA | All rights reserved.
Leon Shaifer, Senior EMAC Advisor
So, you want to deploy under EMAC…
But are you ready?
Copyright © 2010 NEMA | All rights reserved.
Puerto Rico
U.S. Virgin Islands
The 50
United States
Guam
District of Columbia
EMAC Membership
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Workshop Objectives
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The EMAC 5-Phase Process
ACTIVATION
REQUEST & OFFER
RESPONSE
REIMBURSEMENT
PRE-EVENT PREPARATIONThe EMAC Process:
� comprises five distinctive phases
� involves states affected by an
emergency as well as states
assisting them
� begins before emergency occurs
� ends when Requesting State
reimburses Assisting State
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PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
RESPONSE
Phase 1: Pre-Event Preparation Phase
EMAC Resource Providers should:
� Develop EMAC plans and procedures
� Complete EMAC training
� Exercise EMAC procedures
� Determine capabilities & needs
� Conduct gap analysis
� Determine resource shortfalls
� Develop Mission Ready Packages
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Mission Ready Packages Are …
� Specific response and
recovery resource capabilities
organized, developed,
trained, and exercised prior
to an emergency or disaster
� Based on—and the next
logical step after—NIMS
Resource Typing
� Developed in cooperation
with Resource Providers and
coordinated with state EMAs
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Developing the Mission Ready Package
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Discipline-Specific Mission Ready Package Guidance
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Discipline-SpecificMission Ready Package Guidance
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The MRP Worksheet
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Mission Ready Package Cost Development
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Mission Ready Package Worksheet
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Mission Ready Package Worksheet
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Mission Ready Package Worksheet
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Mission Ready Package Worksheet
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Personnel Tab Information
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Equipment Tab Information
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Commodity Tab Information
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Other Tab Information
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Mission Ready Package Worksheet
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Phase 2: Activation Phase
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENTGovernor declares state of emergency or disaster
RESPONSE
(Photo source: http://governor.s tate.texas.us)
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� Alert EMAC key personnel
� Brief the Assisting State’s
governor
� Assess own threat level to
determine if resources should
be deployed
� Anticipate resources that
might be requested
� Check if resources are
available and ready to move
(if needed)
Assisting States
Resource Providers’ Actions
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Assisting States
Resource Providers’ Actions
� Review Mission Ready Packages,
verifying data accuracy and
ensuring availability and
reliability of personnel and
equipment listed in the support
package
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Assisting States
Resource Providers’ Actions
� Complete Mission Ready Package
travel cost estimates based on
likely deployment location
� Advise personnel of possible
mobilization
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Phase 3: Request & Offer Phase
Resources are requested
and offered through the
state emergency
management agencies using
the Request for Assistance
(REQ-A) Form.
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The EMAC Request for Assistance Form (REQ-A)
�Official form used to request, offer, and
accept assistance through EMAC
�One mission per REQ-A
�A three-part form that constitutes a
legally binding contract when duly
executed by Authorized Representatives
�The basis for financial reimbursement
for resources deployed through the
EMAC system
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Local-to-State Resource Request Process
Impacted
(Requesting)
State
Impacted
Local
Jurisdiction
Sends resource
request to
impacted state’s
EMA
� Identifies potential
sources for requested
resource
� Determines resource
is best obtained
through EMAC
� Details the scope of
mission and
resources needed
� Compiles needed
resource specifics
� Prepares and
transmits REQ-A
Section I to potential
Assisting States
� Authorized
Representative views
REQ-A Section I and
determines if able to
assist
� Identifies and contacts
Resource Providers in
Assisting State to
determine availability
State-to-State Requests for EMAC AssistanceAssisting State Actions upon Receipt of Request
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Resource Provider Actions upon Request of
Availability
Assisting
State
Resource
Providers� Authorized
Representative views
REQ-A Section I and
determines if able to
assist
� Identifies and contacts
Resource Providers in
Assisting State to
determine availability
� Determine if mission is
doable and resource is
available
� Advise Assisting State of
availability and cost
estimate
Assisting State Actions upon Receipt of RequestResource Provider Actions upon Request of
Availability
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Assisting
State
Resource
Providers� Determine if mission is
doable and resource is
available
� Advise Assisting State of
availability and cost
estimate
Completes REQ-A
Section II and
transmits to
Requesting State for
action
Requesting
State
� Notifies Resource
Provider to
prepare for
deployment
� Issues Mission
Order
Resource Provider Actions upon Request of
Availability
Assisting State Actions upon Request of
AvailabilityRequesting and Assisting State Actions
� Accepts (or rejects)
offer based on
operational
considerations
� Transmits REQ-A
Section III accepting
offer of assistance
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Phase 4: Response Phase
Mobilization StagePRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
RESPONSE
Deployment Stage
Demobilization Stage
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Response Phase: Mobilization Stage
Mobilization Stage: Prepare to leave Assisting
State and go to Requesting State
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
RESPONSE
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Mobilization Stage Actions
� Follow agency-specific mobilization
policies and procedures
� Verify mission assignment through
Assisting State’s emergency
management agency
� Gather personal items, supplies,
and essential equipment
� Confirm assigned point-of-
arrival,staging area, or duty station
� Ascertain conditions in mission
environment
� Begin tracking & documenting
mission –related expenses
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� No one deploys until the REQ-
A is completed by both
Requesting & Assisting State
EMAC Authorized
Representatives
� Then, EMAC Mission Order is
issued, and mission details are
provided (REQ-A, minus
personnel cost details, may be
used in lieu of Mission Order)
� Pre-deployment briefing
scheduled
Pre-Deployment Briefing
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� Logistical support requirements are reviewed
� Operations environment issued discussed
� Health, safety, security issues discussed
� Cash advances or credit cards issued (if required/authorized)
� Record-keeping & reimbursement requirements discussed
� Other instructions, information provided
Pre-Deployment Briefing
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Credentialing:
Minimal Requirements for Personnel
Examples of “minimally acceptable” credentials:
�Passport
�Agency-issued identification card or
badge
�State-issued identification (for instance,
driver’s license)
Personnel must also show EMAC Mission Order Authorization
Form or REQ-A.
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Response Phase: Deployment Stage
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
RESPONSE
Deployment Stage: Perform mission or render
services in Requesting State
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Deployment Stage Provisions
Deployed personnel:
� Are under the operational control of the Requesting State’s
assigned agency
� Remain under the command and control of their normal
authority
� Take mission requests through the Requesting State’s
Incident Command Structure
� Are subject to recall at any time
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Deployment Stage: What to Expect
� Limited communications
� Possible self-sustaining conditions
� Traumatized residents/coworkers
� Long working hours
� Limited sleeping accommodations
� Extreme/unfamiliar weather
conditions
� Primitive field conditions
� Potential cash-only capabilities
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Response Phase: Demobilization Stage
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
RESPONSE
Demobilization Stage: Complete mission or
services and return to Assisting State
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Demobilization Stage Actions
�Verify completion of mission
�Coordinate demobilization with
Requesting and Assisting States
� Inventory and check in
response equipment used
� Verify and document mission
expenses
� Verify travel arrangements for
trip home
�Notify Assisting State’s emergency
management agency upon arrival
home
�Submit expense vouchers,
receipts, and other evidence of
expenses paid to Resource Provider
�Facilitate or participate in post-
deployment briefings
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Phase 5: Reimbursement Phase
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
RESPONSE
Involves the process of maintaining mission
expenses & supporting documentation , auditing
reimbursement packages, and reimbursing
Resource Providers for services rendered to
Requesting States
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All deployment costs
incurred in direct support of
the mission defined in the
REQ-A and found on the
Mission Order Authorization
Form (and REQ-A
amendments) are eligible for
reimbursement
The Basis for Reimbursement:The REQ-A and Mission Order
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Resource Provider Responsibilities
Assisting:
Audit
reimbursement
packages and
resolve problems
prior to
submission
� Understand home state
travel policies
� Fully audit reimbursement
package before sending to
(Resource Provider’s) state
emergency management
agency for reimbursement
� Keep copies of all
documentation sent to the
Assisting State
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Eligible Reimbursement Categories
� Personnel
� Travel
� Equipment
� Commodities
� Other costs
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Reimbursement Tips
� If the REQ-A does not include a cost for a
particular item, you may not be reimbursed
for it
� Capital equipment billed to the Requesting
State shall remain the property of the
Requesting State
� Costs incurred by self-deployed personnel are
not eligible
� Backfill personnel costs are not eligible
(unless agreed upon upfront in the REQ-A)
� There is no such thing as “too much”
documentation
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� Requesting States may be
eligible for Public Assistance
funds provided under the
Stafford Act.
� Eligible costs are specified in
FEMA Disaster Assistance
Policy 9523.6.
� Regardless of eligibility for
receiving Public Assistance,
the Requesting State is
obligated to first pay Assisting
States.
Reimbursement Tips
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The Reimbursement Package: R-2
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� Copy of fully executed REQ-A
� Form R-2 (one per REQ-A)
� Supporting documentation
� Cover letter
The R-2 Reimbursement Package
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Copyright © 2010 NEMA | All rights reserved.
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
Requesting State
Assisting State
Resource Providers
Deployed Personnel
RESPONSE
Reimbursement Phase
Copyright © 2010 NEMA | All rights reserved.
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
Requesting State
Assisting State
Resource Providers
Deployed Personnel
RESPONSE
Reimbursement Phase
Copyright © 2010 NEMA | All rights reserved.
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
Requesting State
Assisting State
Resource Providers
Deployed Personnel
RESPONSE
Reimbursement Phase
Copyright © 2010 NEMA | All rights reserved.
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
Requesting State
Assisting State
Resource Providers
Deployed Personnel
RESPONSE
Reimbursement Phase
Copyright © 2010 NEMA | All rights reserved.
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
Requesting State
Assisting State
Resource Providers
Deployed Personnel
RESPONSE
Reimbursement Phase
Copyright © 2010 NEMA | All rights reserved.
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
Requesting State
Assisting State
Resource Providers
RESPONSE
Deployed Personnel
Reimbursement Phase
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Copyright © 2010 NEMA | All rights reserved.
Reimbursement Phase
PRE-EVENT PREPARATION
ACTIVATION
REQUEST & OFFER
REIMBURSEMENT
Requesting State
Assisting State
Resource Providers
Deployed Personnel
RESPONSE
Emergency Management Assistance CompactCopyright © 2010 NEMA | All rights reserved.
Need more information on
EMAC ?
ContactYour State Emergency Management Agency
Or
Angela Copple, EMAC Program Director
859-244-8217