Mission Assignment Billing and Reimbursement Checklist

Mission Assignment Billing and Reimbursement Checklist For Other Federal Agencies

  1. Invoice
    • Treasury Approved Form such as SF1080, SF1081, 4445R
  2. Mission Assignment Transmittal Form to include:
    • Agency Name and Remittance Address
    • Fiscal Point of Contact
    • MA #, Disaster # and State
    • Agency Bill Number
    • Bill Amount
    • Partial/Final Bill Designation
    • Agency Certifying Official (Program/Finance)
  3. Supporting Documentation to include:
    • Copy of RFA
    • Breakdown of costs by sub-object class code
    • Description of services performed
    • Period of Performance
    • Personnel Services
      1. Regular* or OT labor w/breakdown of hours
      2. Indirect Cost ** (%, description of costs included in cost pool)
    • Travel/Per Diem and Transportation
    • Contract Services (Contract #, name, cost, purpose)
    • Property/Equipment Purchase, provide the following information:
      1. Expendable Property <$1K, separate identification not required
      2. Non-expendable property or Sensitive items =>$1K, separate identification is required to include description of item, vendor name, unit cost
      3. Verification of Disposition for items listed in (b.), Property Disposition Form must be included to verify:
        1. If OFA is seeking full reimbursement from FEMA for purchases, the property must be in FEMA's possession.
        2. If OFA keeps any of the property purchased, the invoice must reflect a reduction for those items maintained by the OFA.
        3. If property is donated to an OFA or other third party, verification of such an agreement must be provided in writing and submitted to FEMA with invoice.
  4. Property/Equipment Leases: description of item, vendor name, unit cost
  5. Motor Vehicle Charges
  6. Other Offices/Agency charges
  7. "Other Costs" must be defined, Cost transfers must be defined and supported
  8. Special Requirements
    • For Direct Federal Assistance MA's, the OFA must indicate the date,time, and county where the work was actually performed.
    • Regular labor* of permanent federal agency personnel and overhead costs are not eligible for reimbursement except when costs incurred would normally be paid from a trust, revolving, or other fund. Agencies that qualify and may be seeking reimbursement must submit certified annual overhead ** rate proposals to FEMA OFM/DFD for approval prior to billing. OMB Circular A-87 should be used as a guide for this purpose. Indirect cost** pools must be defined to explain how the costs are derived and applied. Indirect rates should be negotiated with FEMA annually. The Financial Manager of the agency requesting reimbursement for these costs must provide written certification with the bill, stating that costs would normally be paid from a trust, revolving, or other fund.
    • The cost of federal assistance provided by agencies performing work pursuant to disaster assistance authorities independent of the Stafford Act are not eligible for reimbursement.
    • OFA's must provide monthly progress reports to FEMA when the completion of work is greater than 60 days. The progress report and instructions can be found on FEMA's website at www.fema.gov/maprogress/
  9. Billing Instructions
    • Reimbursement requests can be forwarded to FEMA monthly, regardless of the bill amount
    • Agencies should submit final bill no longer than 90 days after completion or upon termination of MA
    • Separate reimbursement requests are required for each disaster, MA
    • OPAC agencies should bill ALC 58-01-0020 until February 28, 2003. From March 1, 2003 and thereafter, bill ALC 70-07-0002 but ensure supporting documentation is promptly forwarded to support the amounts billed to FEMA Disaster Finance Division, PO Box 800, Bldg. 708, Berryville, VA 22611
    • For additional, specific billing information contact Tracey Oyler of the DFD at (540) 542-7406
    • Source documents should be retained for 6 years and 3 months after final payment
  10. References

Last Modified: Wednesday, 06-Jun-2007 12:47:52 EDT