T IDALBAS INGROUP.COM 7 Public Assistance Program Applicant Quick Guide Last Updated: November 13, 2018 Page | 1 Developing a Damage Inventory This Quick Guide explains how Applicants identify and report disaster-related damage and why a Damage Inventory is important to the success of FEMA Public Assistance grant development. What is a Damage Inventory? A Damage Inventory is a detailed list of debris removal, emergency work activities, and damaged facilities for which an Applicant is seeking Public Assistance reimbursement. Federal regulations require that all debris removal, emergency work activity, and disaster-related damage must be identified and reported within 60 days of the Recovery Scoping Meeting to be reimbursed. The Public Assistance Program Delivery Process Why is a Damage Inventory important? A Damage Inventory is the basis for Public Assistance grants. A FEMA Program Delivery Manager uses the Damage Inventory to logically group damage line items into Public Assistance projects, schedule site inspections for incomplete work, and determine what supporting documents an Applicant will need to provide. FEMA cannot continue the grant development process until items have been entered in the Damage Inventory. An Applicant has up to 60 days after the Recovery Scoping Meeting to identify and report disaster-related damage and emergency work activities. A Program Delivery Manager will work with an Applicant throughout the 60-day period to draft, develop, and finalize their Damage Inventory. How does an Applicant create a Damage Inventory? Applicants begin recording damage in the Damage Inventory template, an Excel spreadsheet that can be downloaded from Grants Portal or provided by the Program Delivery Manager. Applicants are encouraged to start documenting items in the spreadsheet as soon as possible, even if damage is still being identified. Applicants bring a draft Damage Inventory to the Recovery Scoping Meeting to discuss and develop it with their Program Delivery Manager. Once finalized, within 60 days of the Recovery Scoping Meeting, the Damage Inventory must be uploaded to Grants Portal. Applicant-Driven Operational Planning Document Damage Develop Project Have an Exploratory Call with FEMA Have a Recovery Scoping Meeting with FEMA and Recipient Approve Damage Description and Dimensions FEMA Staff or Applicant formulate Scope of Work and Cost Estimate FEMA staff and Recipient validate documents and conduct compliance reviews Approve final grant and agree to terms Disaster declared Attend Applicant briefing Submit Request for Public Assistance RPA Conduct a Site Inspection with FEMA and Recipient Develop and submit Damage Inventory within 60 Days Grants Portal will prompt an Applicant to sign the Damage Inventory at day 61 after the Recovery Scoping Meeting. Any changes after 60 days need to be approved by FEMA field leadership. Applicant State, local, tribal, or territorial government or eligible private non-profit entity submitting a request for assistance under the Recipient’s Federal award. Project A logical grouping of disaster damage, the scope of work an Applicant will complete to address the damage, and the estimated funding. 3
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