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DAE Information

Cover of On Call Newsletter

Role of SAE/DAEs in FEMA Operations

The Stafford Act authorizes the “Appointment of temporary personnel, experts, and consultants…” to get the work done during a disaster. These hires are known as Stafford Act Employees (SAEs), Disaster Assistance Employees (DAEs), or reservists.

Reservists are assigned as needed. All reservists are expected to display an overall level of expertise. However, specific assignments may or may not require the reservist’s strongest skill set. Work preferences of reservists are considered, but work requirements will always prevail.

Jobs for Public Affairs reservists cover the full range of journalism and public relations tasks including; reporting and writing, media and public relations, internal and external communications, customer service and management and many other duties as assigned.

Depending on circumstances, reservists will take the Policies and Procedures course prior to deployment.

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Deployment Assignments - ADD

Availability

Reservists who are available for deployment must call the Automated Deployment Database (ADD) system monthly at the toll-free number 1-888-853-9648 to let FEMA know whether or not you are available for deployment.

You can call and change your status as often as necessary, but you must call at least every 30 days. If you don't, your status in the database will automatically be changed to "not available." And that means you don't get called for disaster assignments.

Reservists listed as available in the database are expected to deploy to the disaster area in a timely manner. If you are available in the system but you cannot deploy to the assignment, it is considered a "refusal" and will be noted as such on your record.

New improvements that affect FEMA DAE deployment policies and procedures went into effect on August 1, 2002. These improvements require the following of you:

Assignments

When you are selected for assignment, the deployment is not official until you receive a call from ADD telling you where you have been deployed and the disaster number covering your assignment. Situations change. Do not make travel plans or other arrangements until you receive this call.

Due to constantly changing circumstances, your actual duties at your assignment may change from the time you are called to when you arrive.

Assignment may end at any time.

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Travel

Preparing for Deployment

Airfare, hotel and rental cars

If the assignment is local, ADD will authorize the use of your automobile. If you need to fly to another location, ADD will tell you if you are authorized a rental vehicle when you get there. If you are not authorized a vehicle, you will not be reimbursed vehicle expenses.

Upon receiving deployment information from ADD, you should contact National Travel at 1-800-294-8283 to arrange a one-way airline reservation to your destination as quickly as possible. They will also book your hotel and, if authorized, a rental car. These expenses need to be billed to your FEMA credit card so have it with you when making arrangements. National Travel’s website is: http://www.nationaltravel.com/fema.html.

Be sure to obtain receipts for all of these expenses as they are paid. Your airfare receipt will be emailed to you when your airline reservation is confirmed by National Travel.

Packing

Note that deployments are for a two week minimum. Your wardrobe should be adaptable from casual to business attire. Business casual is prevalent in the field.
Although you should try to limit your personal belongings to what you can carry, consider the following list of items when packing for deployment:

Arriving at Deployment

Checking In and Checking Out

Immediately upon arrival at your deployment site (i.e., DFO, training or meeting location), you are required to check in with ADD by phone and update your deployment information, such as where you are staying, your work and lodging phone number..

When you arrive at your assignment, you should check in with the person to whom you are assigned or the officer in charge of the site. You should then check in with your location timekeeper and/or secretary.

When released from the disaster response operation or reassigned to another one, always check out. This entails going to personnel, getting the checkout form and getting the appropriate signatures on it before you leave. Turn in time sheets and equipment such as cell phones and pagers. When released, you are also required to call ADD at 1-888-853-9648 and follow the instructions provided.

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Travel Vouchers & Per Diem

You are responsible for filling out and filing your travel vouchers. Normal items listed for reimbursement include:

A Travel Voucher Worksheet is available to use as a cover page when you turn in your receipts.

Per Diem

In addition, you are entitled to Per Diem which pays for food and other personal expenses while deployed. The amount of Per Diem varies from city to city. Current Per Diem rates are at: http://www.gsa.gov/. Per Diem status begins when you leave home and continues until you return home. On travel days, you only receive 3/4ths of the allowable Per Diem rate.

Depending on the size of the staff at your location, there may be someone to assist you in filling out these vouchers.

You should file a voucher at least every two weeks. Your local administrator may encourage you to turn in Travel Vouchers/Per Diem claims on the Fridays alternating with Fridays at the end of pay periods.

This means zeroing out your balance at your hotel and filing a voucher even though you are staying on. Use original receipts only. Smaller receipts should be taped or pasted to a sheet of 8 ½ X 11 paper with your name and social security number on each page. Copy and keep a set for yourself.

When you are at your assignment, travel vouchers are to be signed by someone who has signature authority. If you have to file a voucher and you are no longer at the DFO, mail it to your cadre manager.

Based on current circumstances, it may take as long as a month to get your first Travel Voucher processed and paid. Be prepared to deal with this situation.

The preferred payment method is direct deposit into your checking account. Be sure you have filled out a form for BOTH direct deposit of your Travel Expenses and another form for direct deposit for your pay. If you do not have this set up, your checks will be mailed to your home address until the paperwork gets processed. This could take up to two weeks. Once you have your payment account set up for direct deposit, it will remain in effect as long as you are an active DAE/SAE.

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Government Credit Card

Your Government Credit Card accepts payment from FEMA for your airfare, hotel and car rental expenses and from you for charges not paid by FEMA. The FEMA payment to your government credit card is authorized by your Travel Voucher. Without a travel voucher, FEMA will not pay these expenses on your card.

You can put other deployment-related charges on your Government Credit Card such as restaurant bills and ATM withdrawals. (See Travel Vouchers above) The card is NOT accepted everywhere a personal credit card is accepted, so be prepared.

Do not use your card for personal use or to withdraw cash unless you are on official travel or have been deployed. Be very careful about your Government Credit Card bill. Some DAEs have been terminated for abuse of their government card, and the credit card company is now informing credit bureaus of accounts more than 90 days past due.

You are responsible to the credit card company for your Government Credit Card bill, regardless of when you get reimbursed. This is why it is important to file a travel voucher every two weeks. If you know you are going to be unable to pay your Government Credit Card bill on time, call them regularly to discuss the situation. Their number is on the back of your card.

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Time Sheets

Use a Time and Attendance Worksheet for Disaster Field Offices supplied by your local timekeeper. These are normally turned in on the Friday before, or the Monday after the pay period. Ask your local timekeeper about using the FEMA on-line Quicktimeprogram to submit your time sheets.

When traveling to deployment, you can claim time worked in active duty status beginning from the time you leave home to travel to your assignment (up to 8 hours). Time may not be claimed for the return trip when you leave your assignment to return home or for travel to and from training.

Pay Periods

Pay periods are based on a set bi-weekly system, beginning on Sunday and ending the following second Saturday. There are 26 numbered pay periods during the year. Based on your arrival and departure, you could work from one to 14 days during a set pay period.

A sample Time Sheet Worksheet is available to use to compute your time. When you enter the Pay Period, the form will automatically fill the dates in the left hand column. These dates may not EXACTLY correspond to this year’s dates – they may be off by a day or so. Your timekeeper should know this. The worksheet does accurately compute and code your daily and weekly overtime. It will automatically compute a 30 minute lunch hour. If you take longer, you can make this change and the form will compute your day accordingly.

The preferred payment method is direct deposit into your checking account. Be sure you have filled out a form for BOTH direct deposit of your pay and another form for direct deposit for your Travel Expenses. If you do not have this set up, your checks will be mailed to your home address until the paperwork gets processed. This could take up to two weeks. Once you have your payment account set up for direct deposit, it will remain in effect as long as you are an active DAE/SAE.

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Equal Rights & EEO

Director's Policy

No. 2-05 Date: November 8, 2005

SUBJECT: Harassment and Retaliation

  1. The Department of Homeland Security (DHS), Federal Emergency Management Agency (FEMA), prohibits harassment, reprisal, and all other forms of discrimination in employment in accordance with Title VII of the Civil Rights Act of 1964, as amended; the Age Discrimination in Employment Act of 1967; the Rehabilitation Act of 1973; the Americans with Disabilities Act of 990; and, the Civil Rights Act of 1991.
  2. This Director’s Policy statement supersedes Under Secretary’s Policy Statement No. 1-04, Harassment and Retaliation, September 30, 2004.
  3. This policy applies to all FEMA employees, managers, supervisors, non-employees, and contractors, while engaging in business at or visiting any FEMA facility/jurisdiction.
  4. Harassment is any unwelcome verbal or physical conduct based on one of the Equal Employment Opportunity (EEO) protected bases (race, color, religion, sex, national origin, age (over 40), disability, and reprisal), that is so objectively offensive as to alter the conditions of one's employment where the conduct culminates in a tangible employment action or is sufficiently severe or pervasive so as to create a hostile work environment. In addition to the EEO protected bases, claims of harassment based on sexual orientation, parental status and genetic information will be eligible for counseling and investigation; however, they are not statutorily covered under Title VII EEO regulations. Any decisions rendered in conjunction with the additional bases will be made by the Department of Homeland Security, Office of Civil Rights and Civil Liberties. Examples of some forms of prohibited harassment include, but are not limited to:
    1. Making inappropriate comments or remarks regarding an individual because of their religion or national origin.
    2. Continually scrutinizing, criticizing, or requiring tasks of an individual because of a protected basis while not treating a similarly situated employee in the same manner.
    3. Making derogatory or intimidating references to an individual's mental or physical impairment.
    4. Using racially derogatory words, phrases, or epithets or making gestures or demonstrations using pictures or drawings that would offend a particular racial or ethnic group.
  5. FEMA subscribes to and implements to the fullest, the requirements of Title VII of the Civil Rights Act of 1964, as amended; the Age Discrimination in Employment Act of 1967; the Rehabilitation Act of 1973; the Americans with Disabilities Act of 1990; and the Civil Rights Act of 1991.
  6. Public Law 107-174, Notification and Federal Employee Anti-Discrimination and Retaliation (NO FEAR) Act of 2002, also prohibits retaliation in discrimination and requires agencies to be accountable for anti-discrimination and whistleblower laws, while ensuring adequate posting regarding rights and responsibilities.
  7. It is unlawful to retaliate in any way against individuals who have articulated concerns regarding unlawful harassment. Such prohibited conduct exposes not only FEMA, but individuals involved in retaliatory conduct to significant liability under the laws.
  8. Managers and supervisors are responsible for exercising reasonable care to prevent and promptly correct any harassment. Failure to do so may increase liability for responsible officials and the Directorate.
  9. To seek redress, employees who believe they have been subjected to harassment or retaliation regarding any prohibited basis may report their allegation(s) directly to the FEMA Office of Equal Rights, Employee and Labor Relations staff within the Human Resources Division, or any Management Official. Management Officials that are notified regarding alleged harassment are obligated to notify the FEMA Office of Equal Rights.
  10. Management has the responsibility to take prompt and effective remedial action when reports of harassment are received.
  11. Employees who wish to pursue the EEO process are entitled to seek EEO counseling and should contact the FEMA Office of Equal Rights at (202) 646-3535, within 45 days from the time they knew or became aware of such discrimination.
  12. Managers and employees will be expected to work together to ensure that harassment and retaliation have no place within FEMA. I am committed to the prevention of harassment and retaliation within the Directorate and will pursue this policy vigorously.

S/ R. David Paulison, Acting Director, FEMA

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Working Environments

Working environments vary greatly from working and sleeping out of your car and eating MREs, to living in a hotel, working in an office and eating at restaurants.

Here are some options:

Travel: by foot, hitchhike on anything, rental car, train, trolley, boat, horseback, airplane, shuttle, taxi, your own car, etc.

For assignments close to your home, you may be authorized to use your own car and receive payment of mileage. Depending on location, you may be authorized to rent a car or vehicle suitable for your assignment. If a rental car is not authorized, if you decide to rent one, all rental car expenses are your own. With an authorized rental, you do get reimbursed for gas and other travel expenses. You should keep your receipts to record amounts on your request for Per Diem Travel Voucher, but you do not have to turn in receipts for expenses under $25.

Office: Cell phone, Blackberry, laptop, anywhere, in a hotel room, tent, storefront, office building, with or without a FEMA Operations crew set-up and working utilities.

In field locations, you may be issued communications electronic gear. This might include a cell phone, Blackberry or laptop. These items are normally issued at the deployment site as needed and need to be returned to the place from which you received them when you get reassigned. Established centers have integrated phone systems, desktops, fax machines, copiers, etc.

Many employees also bring their own cell phones. Remember, some field locations – and hotels -- may be without power for extended periods. Consider carrying extra batteries depending on your assignment. USB flash memory sticks with phone numbers and document templates pre-loaded are also popular.

Lodging: Car, couch, emergency shelter cots, dormitories, hotels with/without all utilities, rental homes, your house, etc.

When you are deployed more than 50 miles from your home, you are paid Per Diem to cover your living expenses. Receipts for hotel, motel, or house rental must be submitted. See Per Diem rates at http://www.gsa.gov/ to find out what the maximum allowable rate is for the area of the country you are in. You may spend nights in shelters, your car, or at the homes of family or friends but your cannot claim Per Diem lodging for those nights.

Meals: Snacks at shelters, MREs, volunteer agency emergency food stations, grocery stores, restaurants, families and friends, etc.

Meals are also covered by Per Diem up to the daily maximum allowed for the area of the country you are in. You do not have to submit receipts for expenses under $25.

Attitude: In a disaster, everyone depends on everyone else. In this environment, your greatest asset will be a positive attitude. Everyone will be stressed. Everyone will have more work than they can accomplish which leads to frustration. Ask for help from your fellow FEMA workers when you need it. Offer help whenever you can. When tasks look overwhelming, go to your supervisor for priorities. Counseling resources are available if an individual has difficulty dealing with their circumstances.

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