T IDALBAS INGROUP.COM 3 Activities falling under Emergency Costs may include: Loss mitigation measures (sandbagging, pumping water, etc.) Emergency debris removal Temporary relocation costs Emergency equipment purchases or rentals Emergency transportation costs Emergency communication costs EOC activities Outreach activities Since these activities are either ongoing or completed, a Subrecipient will be able to prove these loss elements with records of actual costs. In doing so, a Subrecipient needs to collect and maintain items such as: Timesheets, payroll documents, etc., for staff members Contracts, invoices and payment information Leases, rental records, etc. Before and after inventories if available Equipment logs Volunteer logs Outside agency assistance records Records of disposition of hazardous items or materials Emergency costs are incurred when a Subrecipient is under some measure of duress that is often hard to document in a suitable fashion. FEMA and insurers, however, require an accurate demonstration of these costs for renumeration or reimbursement. Therefore, any measures that can be implemented for a smooth compilation of related records will enhance and expedite this portion of your recovery. Equipment/Stock: One of the most difficult and timeconsuming segments of claim preparation is that involving property and equipment. Both FEMA and the insurer will want to know what was lost, when it was purchased, for howmuch and the current replacement cost. Ideally an organization has an established inventory control system for capitalized items valued at or above a certain amount. With this in hand, a post-loss inventory can be conducted and compared to establish the basis for loss. This, in tandemwith any photo-documentation for the larger items and any department head inventories for the non-capitalized items, such as consumables, should be sufficient. In many cases, however, an inventory system is not available, or is not properly maintained. In this instance, an organization is forced to compile a complete listing of the items being claimed
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