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Second Appeal Summary
PA ID# 000-92003; Virginia Department of Transportation
DSR ID# 80177, 97527; Emergency Snow Removal Costs
Citation: Virginia Department of Transportation, P.A.I.D. #000-92003, Emergency Snow Removal Costs, FEMA-1086-DR-VA, DSRs 80177, 97527.
Cross-reference: Subject: Snow removal costs, required documentation, Office of Inspector General (OIG) Audit. FEMA Record: DSR 80177, 97527.
Summary: The Virginia Department of Transportation (VDOT) requested reimbursement for emergency snow removal costs for a January 1996 series of snowstorms. When the DSR was prepared, an estimate of what was expended was made and used as the basis for the DSR, even though VDOT was unable to produce the records to substantiate it. The DSR was approved, and VDOT was informed that auditable records would have to be produced later. An audit was conducted by the OIG, with a report issued on August 3, 1999 in which the OIG recommended that $4,565,408 be deobligated because of a lack of documentation, and because of evidence that a portion of the requested amount to be reimbursed was likely for ineligible work such as salt spreading, supervision, mobilization, and administration, and another portion was double-counted. VDOT agreed that $1,859,210 was ineligible, but appealed the disallowance of $2,706,198. The Virginia Department of Emergency Services (VDES) (later called Department of Emergency Management) supported the appeal in part and suggested that the eligible total should be "between $10,672,500 to $10,927,368." Region III conducted a detailed analysis of the appeal, and concluded that they concurred with the OIG Audit conclusions, and denied the appeal. In the second appeal, VDOT requested reimbursement of $2,706,198.
Issues: Are undocumented snow removal costs eligible for reimbursement?
Rationale: 44 CFR Part 13; Memorandum: Snow Policy and County Designations dated
February 1, 1996.