This page provides Hazard Mitigation Grant Program information that is specific to state/local governments. The information is general and intended for mitigation staff that are relatively new to the HMGP process. Information contained in this section covers the HMGP lifecycle from a Presidential Major Disaster Declaration to Closeout.
HMGP Timeline Example
The following graphic shows the seven major HMGP steps with estimated timeline from project scoping to grant award closeout: project scoping, project development, project submission, project review, project award and obligation, project implementation and monitoring, and award close out. HMGP grant recipients will have 36 months from the close of the application period to complete projects.
HMGP Applicant/Subapplicant Process
HMGP Funding Determined
A Presidential Major Disaster Declaration provides for the availability of HMGP funds at the request of a Governor in eligible communities within a state, tribe, or territory.
The amount of HMGP funding available to the applicant is based on the estimated total federal assistance, subject to the sliding scale formula outlined in Title 44 of the Code of Federal Regulations (CFR) Section 206.432(b).
HMGP Funding Ceiling
The formula provides for up to 15 percent of the first $2 billion of estimated aggregate amounts of disaster assistance, up to 10 percent for amounts between $2 billion and $10 billion, and up to 7.5 percent for amounts between $10 billion and $35.333 billion. For states with Enhanced Mitigation Plans, the eligible assistance is up to 20 percent for estimated aggregate amounts of disaster assistance not to exceed $35.333 billion.
Immediately After Declaration
Regulations require the state, tribe, or territory to provide a Letter of Intent within 30 days after a disaster declaration that notifies FEMA whether or not the state will participate in HMGP.
Both the state or tribal Administrative Plan and the mitigation strategy may need to be updated and approved to secure funding.
The Preliminary Damage Assessment
A joint federal-state/tribal/territory Preliminary Disaster Assessment (PDA) is required to ensure a thorough assessment of the impacted area. The PDA will determine the amount and type of federal assistance needed. If the severity of the damage warrants a Presidential Major Disaster Declaration, the Individual Assistance (IA) or Public Assistance (PA) programs and mitigation programs such as HMGP become eligible funding options. PDAs can be used to identify potential mitigation opportunities that might be funded through HMGP or through the PA Program.
Project scoping and project development are two of the earliest steps in the overall project lifecycle and can have a significant impact on the course an application or subapplication takes through the HMGP grant process. Subapplicants can use project scoping to develop effective mitigation alternatives. Subapplicants should begin by identifying risks or problems and examining alternative solutions during the mitigation planning process. It is important to propose a project that will reduce or eliminate long-term risk.
The scoping process results in the development of a preferred project alternative that is then documented through the preparation of the application or subapplication. Applicants and subapplicants should consider the whole range of program requirements at the beginning stages of project development. Including these considerations into the scoping process can increase the efficiency of program review and ensure that all HMGP requirements are met.
Frontloading, or addressing program eligibility requirements at the earliest point in the decision-making process, will increase the efficiency of the overall HMGP project. It also reduces the need for requests for information (RFIs), which may result in quicker selections of projects for further review or approval.
To be eligible for HMGP funding, proposed measures must meet the minimum project criteria in 44 CFR Section 206.434(b).
The information gathered in the scoping process serves as the basis for the development of defined project scope and technical design, cost, and Environmental Planning and Historic Preservation (EHP) compliance components of the mitigation activity. During the project development process, the subapplicant may encounter project considerations, such as technical feasibility, cost-effectiveness, and EHP requirements, that necessitate refining or adjusting the mitigation activity. When these situations are encountered, the reason for the refinement or re-scoping should be fully documented in the subapplication.
The flowchart below explains the process individual homeowners, businesses, subapplicants, and applicants must go through to apply for HMGP and how this process leads to FEMA.
HMGP Application Flow
The following is a list of governments and organizations that can sponsor an application on behalf of individuals:
- States or territories
- Federally-recognized tribes
- Local communities
- Private nonprofit organizations
The applicant must submit all HMGP subapplications to FEMA within 12 months of the date of the Presidential Major Disaster Declaration. Upon written request and justification from the applicant, FEMA may extend the application submission timeline in 30- to 90-day increments, not to exceed a total extension of 180 days, in the event of extraordinary conditions. For additional information, see 44 CFR Section 206.436.
States, Federally-recognized tribes, and territories are eligible applicants for HMGP. The applicant is responsible for soliciting subapplications from eligible subapplicants and assisting in the preparation of, review, and submission of eligible, complete applications to FEMA.
If the applicant does not agree with an eligibility determination, they may appeal.
Project Award and Obligation
FEMA awards the HMGP funds to the recipient, which disburses those funds to its subrecipient, generally the local governments. Homeowners may start their projects once authorized by their state, tribal, territorial, or local government official. Work started prior to FEMA review and approval is ineligible for funding.
Project Implementation and Monitoring
The state, tribe, or territory will submit all selected applications to the Regional Administrator within 12 months after the disaster declaration.
The state, tribe, or territory is required to oversee the implementation of HMGP projects. Monitoring methods include site visits and updates via telephone, meetings, and progress reports. The state, tribe, or territory works with the local community to ensure the following:
- Grant terms and conditions are met
- Project is implemented according to approved scope of work, budget, and timeline
- Project is in compliance with EHP and floodplain management requirements
- Project is in compliance with the administrative requirements of 44 CFR Part 206 and 2 CFR Part 200
- Project is in compliance with audit requirements of 2 CFR Part 200 Subpart F
- Quarterly progress reports are submitted to FEMA on funded mitigation activities
For more information on quarterly reporting, see the HMGP Quarterly Progress Report Job Aid.
Sound project monitoring improves the efficiency of the project implementation process and the obligation of funds process.
Closeout is the process of determining that all applicable administrative actions (including compliance with terms and conditions of an award) and all required work (project or program objectives) of the award have been completed by the recipient and FEMA. Closeout must be completed within 90 days of the end of the Period of Performance (POP) or may occur earlier if a recipient completes all required work or expends all available federal funding in advance of the scheduled closeout timeline.
There are two types of Federal Prime Grant Award Closeout: Standard and Administrative.
Standard Closeout is the common and proper closeout process, which ensures that final reports are received and evaluated, final allowable costs are determined (although subject to adjustment as a result of a subsequent audit), any amounts due to FEMA or the recipient are determined and payment arrangements are made, and settlement in the disposition of property acquired or provided for use under the grant is finalized. Standard Closeout actions must conform to regulatory requirements and program guidance. If the Standard Closeout process is unable to be completed, for any reason, FEMA will pursue Administrative Closeout.
Administrative Closeout is closure of a Federal Prime Grant Award when the recipient is non-compliant, there is clear negligence on the part of the recipient, or the recipient is unwilling to complete the closeout requirements or submit required final reports. The agency decision may or may not result in further consequences via enforcement actions. (See 2 CFR Section 200.339(a)(1) and 2 CFR Section 200.343, especially Section 200.343(d) - (g).
To close out the Federal Prime Grant Award, all subawards must be closed. FEMA requirements for closing HMGP subawards, by project types, are outlined in the HMA Job Aids Closeout Toolkit: Checklist for Hazard Mitigation Grant Program and Closeout Toolkit: Hazard Mitigation Grant Program Sub-award Closeout FAQs.
The pass-through entity (recipient) has primary responsibility for the closeout tasks associated with both the Federal Prime Grant Award and subawards. The recipient must conduct final inspections for projects, reconcile subrecipient expenditures, resolve negative audit findings, obtain final reports from subrecipients, and reconcile the closeout activities of subrecipients with all award requirements.