DIRECT ADMININSTRATIVE COST INFORMATION PACKAGE FEMA PUBLIC ASSISTANCE (PA) GRANTS This package was prepared as an example of the direct administrative costs that should be reimbursable under FEMA's Public Assistance (PA) Grant Program. In FEMA's PA Grant Program you, the applicant, are typically referred to as the "sub- grantee" while the State is referred to as the "grantee". As work is performed on the FEMA PA Grant projects it is critical that personnel who work on those projects properly track and describe their work. Direct Administrative Costs (DACs) must be charged to specific identified projects not to the disaster in general. In order to porpoerly track your DAC should identify specific projects as soon as possible after the disaster as possible but no more than two weeks following the date of the disaster. DAC are reimbursed by FEMA at the closeout of each specific project. Note: Always check the latest FEMA guidance documents for the most recent information. This package includes: Daily Time Summary Direct Administration Cost Activity List 15-Minute Increment Daily Timesheet Daily Time Summary-Example PA Program Indirect and Direct Administrative Activity List Section 324: Management Costs and Direct Administrative Costs IQE Consultants LLC Revised: 12/07/2012
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DIRECT ADMININSTRATIVE COST
INFORMATION PACKAGE
FEMA
PUBLIC ASSISTANCE (PA) GRANTS
This package was prepared as an example of the direct administrative costs that should be
reimbursable under FEMA's Public Assistance (PA) Grant Program.
In FEMA's PA Grant Program you, the applicant, are typically referred to as the "sub-
grantee" while the State is referred to as the "grantee".
As work is performed on the FEMA PA Grant projects it is critical that personnel who
work on those projects properly track and describe their work. Direct Administrative Costs
(DACs) must be charged to specific identified projects not to the disaster in general.
In order to porpoerly track your DAC should identify specific projects as soon as possible
after the disaster as possible but no more than two weeks following the date of the disaster.
DAC are reimbursed by FEMA at the closeout of each specific project.
Note: Always check the latest FEMA guidance documents for the most recent information.
This package includes:
Daily Time Summary
Direct Administration Cost Activity List
15-Minute Increment Daily Timesheet
Daily Time Summary-Example
PA Program Indirect and Direct Administrative Activity List
Section 324: Management Costs and Direct Administrative Costs
IQE Consultants LLC
Revised: 12/07/2012
Date of Work: Name:
Title:
PW # or Temp # Time Start Time Stop Hours Work Description
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INSTRUCTIONS : FILL OUT ONE SHEET PER DAY USE THE BEST FIT DESCRIPTIONS BELOW. MULTIPLE PW'S CAN BE DONE ON EACH SHEET-
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Responding to grant review, inspection, and/or closure document requests from the State.
Adjusting and/or estimating cost over/under runs for the purpose of project closeout.
Supporting the development of a new version of the current project worksheet for the purpose of adjusting the project amount.
Closing-out project worksheet.
Remember: Travel expenses related to any of the direct administrative activities should be eligible for reimbursement.
Producing and/or writing the project worksheet.
Justifying and developing an alternate project plan and/or additional activities directly related to an alternate project request.
Justifying and/or developing an alternate project plan and/or additional activities directly related to an improved project request.
Developing, requesting, transmitting, and/or processing documents to request all or portion of the allocated project award amount.
Assisting the grantee with assembling, transmitting, and/or developing final actual costs for grant closure related.
DIRECT ADMINISTRATIVE COST -- Daily Time Summary
Identifying and/or generating a list of damaged sites.
Discussing the need for immediate funding and/or collected supporting documentation.
Collecting damage data, invoices, estimates, and/or support documentation.
Reviewing and/or supporting the compliance of the project with Public Assistance financial requirements.
Assembling and/or supporting requests from FEMA and the grantee related to an alternate project request.
Assembling and/or supporting requests from FEMA and the grantee related to an improved project request.
Documenting funding, scope of work, and/or other impacts resulting from mitigation, alternate, improved, or other funding requests.
Project Listing Development Sub-Applicant Site IdentificationActivities carried out to identify and generate a list of damaged sites for
one specific project.
Immediate NeedsActivities to discuss the need for immediate funding and collect
supporting documentation for one specific project.
Data Collection & DisseminationActivities to collect damage data, invoices, estimates and support
documentation related to one specific project.
Travel & ExpensesTravel expenses related to one specific project for any of the direct
administrative activities listed in this phase.
Project Formulation Financial Compliance Reviews (PA)Activities to review or support the compliance of the project with Public
Assistance financial requirements for one specific project.
Other Funding Anticipation
Activities to document funding, scope of work, and other impacts
resulting from mitigation, alternate, improved, or other funding requests
for one specific project.
Site VisitsActivities related to visiting, surveying, and assessing sites for one
specific project.
Project Description DevelopmentActivities related to developing the detailed site-specific damage
description component of one specific project worksheet.
Project Scope DevelopmentActivities related to developing the scope of work component for one
specific project worksheet.
Project Cost Estimation &
Documentation
Activities related to estimating/quantifying project costs, collecting
supporting documentation, and calculating allowable fringe rates for one
specific project.
Alternate Site Project Request (if
warranted)
Activities to assemble and support requests from FEMA and the grantee
related to an alternate project request for one specific project.
Site Improvement Project Request (if
warranted)
Activities to assemble and support requests from FEMA and the grantee
related to an improved project request for one specific project.
PW WritingActivities attributed to directly producing or writing the project
worksheet for one specific project.
Travel & ExpensesTravel expenses related to one specific project for any of the direct
administrative activities listed in this phase.
The following list the sub-grantee direct administrative activities that are eligible for reimbursement under FEMA's Public Assistance (PA) Grant
Program. In order to be eligible the labor for these activities must be charged to a specific project.
A complete listing of direct and indirect activities can be found on FEMA's "Public Assistance Program Indirect and Direct Administrative Activity List".
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DIRECT ADMINISTRATION COST ACTIVITY LIST
The following list the sub-grantee direct administrative activities that are eligible for reimbursement under FEMA's Public Assistance (PA) Grant
Program. In order to be eligible the labor for these activities must be charged to a specific project.
A complete listing of direct and indirect activities can be found on FEMA's "Public Assistance Program Indirect and Direct Administrative Activity List".
PW ProcessingAlternate Projects Development (if
warranted)
Activities related to justifying and developing an alternate project plan
and/or additional activities directly related to one specific alternate
project request.
Improved Projects Development (if
warranted)
Activities related to justifying and developing an alternate project plan
and/or additional activities directly related to one specific improved
project request.
Travel & ExpensesTravel expenses related to the processing of one specific project for any
of the direct administrative activities listed in this phase.
Activities related to developing, requesting, transmitting, and processing
documents to request all or portion of the allocated project award amount
for one specific project.
Project Cost Reconciliations
Activities to assist the grantee with assembling, transmitting, and
developing final actual costs for grant closure related to one specific
project.
Project Inspection RequestActivities to respond to grant review, inspection, or closure document
requests from the grantee for one specific project.
Evaluating/Estimating Cost OverrunsActivities to adjust or estimate cost over/under runs for the purpose of
project closeout for one specific project.
Preparing PW Versions for Cost
Adjustments
Activities to support the development of a new version of the current
project worksheet for the purpose of adjusting the project amount for one
specific project.
Other Program management/Close-out
Activities
Activities related to the close-out process of a one specific project
worksheet.
Travel & ExpensesTravel expenses related to one specific project for any of the direct
administrative activities listed in this phase.
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15-Minute Increment Timesheet
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Applicant Briefing Activities related to attending and participating in the applicant's briefing for the overall program. I Grantee & Sub-Grantee
RPA Submission and
Processing
Activities related to the subgrantee's submission of its Request for Public Assistance (RPA) for the
overall program.I Grantee & Sub-Grantee
Other Pre-Award ActivityAny other activities related to general pre-award activities, including identifying and producing eligibility
and other critical documents.I Grantee & Sub-Grantee
Sub-Applicant Site
Identification Activities carried out to identify and generate a list of damaged sites for one specific project. D Grantee & Sub-Grantee
Kick-Off Meeting Activities related to attending and participating in the applicant kick-off meeting for the overall program. I Grantee & Sub-Grantee
Immediate NeedsActivities to discuss the need for immediate funding and collect supporting documentation for one
specific project.D Grantee & Sub-Grantee
Preliminary Cost Estimate Activities to refine the initial total damage cost estimate before the individual project worksheets are
developed.I Grantee & Sub-Grantee
Data Collection &
Dissemination
Activities to collect damage data, invoices, estimates and support documentation related to one
specific project.D Grantee & Sub-Grantee
Travel & ExpensesTravel expenses related to one specific project for any of the direct administrative activities listed in
this phase.D Grantee & Sub-Grantee
Travel & Expenses All travel expenses related to general support and not tied directly to one specific project. I Grantee & Sub-Grantee
Special ConsiderationsActivities carried out to evaluate the impact of hazard mitigation measures, insurance coverage,
historic preservation, environmental impact, and flood risk for one specific site or project.D Grantee
Financial Compliance Reviews
(PA)
Activities to review or support the compliance of the project with Public Assistance financial
requirements for one specific project.D Grantee & Sub-Grantee
Other Funding AnticipationActivities to document funding, scope of work, and other impacts resulting from mitigation, alternate,
improved, or other funding requests for one specific project.D Grantee & Sub-Grantee
Site Visits Activities related to visiting, surveying, and assessing sites for one specific project. D Grantee & Sub-Grantee
Project Description
Development
Activities related to developing the detailed site-specific damage description component of one specific
project worksheet.D Grantee & Sub-Grantee
Project Scope Development Activities related to developing the scope of work component for one specific project worksheet. D Grantee & Sub-Grantee
Project Cost Estimation &
Documentation
Activities related to estimating/quantifying project costs, collecting supporting documentation, and
calculating allowable fringe rates for one specific project.D Sub-Grantee
Project Formulation
Public Assistance Program Indirect and Direct Administrative Activity List
Administrative TaskIndirect (I) /
Direct (D)Grantee / Sub-GranteeAdministrative Activity DescriptionPhase
Project Listing
Development
Post Declaration
Activities
Alternate Site Project Request
(if warranted)
Activities to assemble and support requests from FEMA and the grantee related to an alternate project
request for one specific project.D Sub-Grantee
Site Improvement Project
Request (if warranted)
Activities to assemble and support requests from FEMA and the grantee related to an improved project
request for one specific project.D Sub-Grantee
PW Writing Activities attributed to directly producing or writing the project worksheet for one specific project. D Grantee & Sub-Grantee
PW Review & Final ApprovalActivities related to supporting the review of one specific project, including the final review and
approval of the project worksheet by FEMA and the grantee.D Grantee
PW Exit Briefing Activities related to participation in the exit briefing for the overall program. I Grantee & Sub-Grantee
FEMA/Grantee Meetings &
Responses
Activities related to attending, coordinating, and responding to correspondence and meeting requests
from FEMA and grantee officials for the overall program and not specific to one project.I Grantee & Sub-Grantee
Travel & ExpensesTravel expenses related to one specific project for any of the direct administrative activities listed in
this phase.D Grantee & Sub-Grantee
Travel & Expenses All travel expenses related to general support and not tied directly to one specific project. I Grantee & Sub-Grantee
Program Funding Request
FormulationActivities related to organizing total loss for damaged sites into logical groups. I Grantee & Sub-Grantee
PA Programmatic Compliance
ReviewsActivities to review and/or support compliance with Public Assistance programmatic requirements. I Grantee
Eligibility ReviewActions carried out to support FEMA and the grantee's determination of the sub-applicant, facility, work,
and cost eligibility for one specific project.D Grantee
Program Funding Request
Documentation
Activities to reproduce documents and files for use in supporting the project worksheet's funding
request for one specific project.D Grantee
Program Funding Request
Processing
Activities to assemble, transmit, and process program funding documents to request disbursement of
funds for one specific project.D Grantee
Additional FEMA/Grantee
Documentation Requests
Activities related to collecting and processing document requests from FEMA and the grantee for one
specific project.D Sub-Grantee
Alternate Projects Development
(if warranted)
Activities related to justifying and developing an alternate project plan and/or additional activities
directly related to one specific alternate project request.D Grantee & Sub-Grantee
Improved Projects
Development (if warranted)
Activities related to justifying and developing an alternate project plan and/or additional activities
directly related to one specific improved project request.D Grantee & Sub-Grantee
Project Formulation
PW Processing
Travel & ExpensesTravel expenses related to the processing of one specific project for any of the direct administrative
activities listed in this phase.D Grantee & Sub-Grantee
Travel & Expenses All travel expenses related to general support and not tied directly to one specific project. I Grantee & Sub-Grantee
Project Payment RequestsActivities related to developing, requesting, transmitting, and processing documents to request all or
portion of the allocated project award amount for one specific project.D Grantee & Sub-Grantee
Project Cost ReconciliationsActivities to assist the grantee with assembling, transmitting, and developing final actual costs for grant
closure related to one specific project.D Grantee & Sub-Grantee
Project Inspection RequestActivities to respond to grant review, inspection, or closure document requests from the grantee for
one specific project.D Grantee & Sub-Grantee
Evaluating/Estimating Cost
Overruns
Activities to adjust or estimate cost over/under runs for the purpose of project closeout for one specific
project.D Grantee & Sub-Grantee
Preparing PW Versions for
Cost Adjustments
Activities to support the development of a new version of the current project worksheet for the purpose
of adjusting the project amount for one specific project.D Grantee & Sub-Grantee
Other Program
management/Close-out
Activities
Activities related to the close-out process of a one specific project worksheet. D Grantee & Sub-Grantee
Travel & ExpensesTravel expenses related to one specific project for any of the direct administrative activities listed in
this phase.D Grantee & Sub-Grantee
Travel & Expenses All travel expenses related to general support and not tied directly to one specific project. I Grantee & Sub-Grantee
Note: The categorization of administrative tasks on this list represent the most likely scenarios for the typical PA program and there may be exceptions to the "rules of thumb"
represented. Also, even though this list indicates possible Grantee involvement throughout activities in all phases, not all Grantees will participate in all PA program phases and
