FEMA New Recipients of Disaster Grants Guide

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Table of Contents

Table of Contents ........................................................................................................................ i

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List of Figures

List of Tables

Chapter 1: Introduction

Background 1

Purpose ....... 2

Scope and Applicability .............. 2

Authorities and Foundational Documents ................ 3

Document Management and Maintenance ............. 3

Chapter 2: Disaster Grant Program Preparations ................................................................

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Mitigation Plan ........................... 6

Other Needs Assistance Administrative Option Selection Form ............. 7

Administrative Plans .................. 8

Payment and Management System Setup ............... 8

Special Conditions and Requirements ..................... 8

Procurement Requirements .. 9

Special Designated Areas ...................................................................................................... 9

Chapter 3: Post-Declaration Requirements ............... 11

Post-Declaration ....................... 11

Pre-Assistance Requirements . 11

Sign FEMA-State/Territory/Tribe Agreement ..... 12

Apply for Disaster Grant Funding ........................ 12

Chapter 4: Public Assistance Program Requirements .............................. 13

Applicant Briefing ..................... 14

Request for Public Assistance . 14

Public Assistance Work Categories ......................... 14

Special Compliance Considerations ................... 16

Alternative Procedures ............ 16

Chapter 5: Individual Assistance Program Requirements ........................ 17

Individuals and Households Program ..................... 18

FEMA New Recipients of Disaster Grants Guide

Special Compliance Considerations ................................................................

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................... 18

Mass Care and Emergency Assistance ................... 18

Other IA Program Services ....... 19

Recipient Actions to Activate IA Program Functions .............................. 19

Chapter 6: Hazard Mitigation Grant Program Requirements .................... 23

Hazard Mitigation Planning ..... 24

Hazard Mitigation Funding ...... 24

Special Compliance Considerations ................................................................

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................... 25

Hazard Mitigation Planning Assistance .............. 25

Advance Assistance ............. 25

Chapter 7: New Recipient Checklist ........................... 27

Appendix A: List of Acronyms ..................................................................................................... A-1

Appendix B: Glossary .................................................................................................................. B-1

Appendix C: Authorities and Foundational Documents ............................................................ C-1

Appendix D: References ............................................................................................................ D-1

List of Figures

Figure 1: Required Recipient Actions Before Receiving Disaster Grant Funding from FEMA . 5

Figure 2: Key Recipient Actions for PA Grants ........... 13

Figure 3: Key Recipient Actions for IA Grants ............ 17

Figure 4: Key Recipient Actions for HMGP Grants ..... 23

List of Tables

Table 1: PA Work Categories and Work Examples ..... 15

Table 2: IA Program Functions and Recipient Requirements ................... 20

Table 3: Amount of Available HMGP Assistance ........ 25

Table 4: Tasks in Preparation for Stafford Act Program Funds ................ 27

Table 5: Post-Declaration Requirements for PA Program ......................... 30

Table 6: Post-Declaration Requirements for IA Program .......................... 35

Table 7: Post-Declaration Requirements for HMGP .. 40

Table 8: FEMA Disaster Assistance Grant Programs Guidance References.......................... D-1

Table 9: FEMA Disaster Assistance Grant Programs Form References ................................. D-2

FEMA New Recipients of Disaster Grants Guide

CHAPTER 1: INTRODUCTION

Background

The Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act)

authorizes the President to provide federal assistance when the magnitude of an incident or

threat of an incident exceeds the affected state, territorial, Indian tribal (tribal), and local

governments’ capability to respond or recover. To receive federal disaster assistance, a

governor or tribal chief executive must submit a request for an emergency or major disaster

declaration to the President through the Federal Emergency Management Agency (FEMA).

The Stafford Act (as amended) provides

federally recognized tribal governments the

option to request an emergency or major

disaster declaration directly from the

President. This enables tribal governments

to receive assistance in the form of grants

or cooperative agreements through FEMA

Public Assistance (PA), Individual

Assistance (IA), and Hazard Mitigation Grant

Programs (HMGP) as Recipients

independent of a state’s disaster

declaration. This provides tribal

governments more autonomy to determine

how they want to seek Stafford Act

assistance and which assistance to pursue.

In addition to this option, tribal

governments retain the authority to apply

for assistance as a Recipient or

Subrecipient (as allowed by state law)

under a state’s disaster declaration. Tribal

governments may not receive the same

type of assistance (i.e., PA, IA, or HMGP) for

both tribal and state declarations for the

same incident.

The declaration request, once approved by the President, designates disaster-impacted

areas and establishes the incident period, the type of incident, the type(s) of assistance

available, and the federal cost share amount for the provision of requested assistance, if

applicable. While an approved declaration authorizes FEMA disaster assistance grant

programs, the requesting state, territorial, or tribal government has additional requirements

Key Terminology

All terminology pertaining to the disaster

declaration process and PA, IA, and HMGP is

derived from FEMA doctrine and other

federal guidance. Key terms that appear

throughout this document are “Recipient,”

“Applicant,” and “Subrecipient.”

Recipient – A non-federal entity that

receives an award from a federal agency

(e.g., state, territorial, or tribal government)

to carry out an activity under a federal

program.

Applicant – A non-federal entity that applies

to be a Subrecipient of assistance under a

Recipient’s federal award (e.g., local

government agency, housing authority, or

private nonprofit organization).

Subrecipient – An Applicant that receives a

sub-award from a Recipient to carry out part

of a federal program.

FEMA New Recipients of Disaster Grants Guide

to complete before FEMA allocates and dispenses grant funds. The FEMA New Recipients of

Disaster Grants Guide describes the most critical requirements for Recipients in requesting

and receiving FEMA disaster assistance grant funding.

Purpose

The FEMA New Recipients of Disaster Grants Guide is intended to provide streamlined

guidance to state, territorial, and tribal governments on the essential elements of PA, IA, and

HMGP and required actions to request, initiate, and receive FEMA disaster assistance

grants.

Scope and Applicability

The FEMA New Recipients of Disaster Grants Guide outlines the critical statutory, policy, and

procedural requirements for Recipients of FEMA disaster assistance grants. The scope of

the FEMA New Recipients of Disaster Grants Guide includes pre-disaster preparations and

post-disaster actions and is tailored to an audience of current (or prospective) Recipients of

federal disaster grant funding. The information in the FEMA New Recipients of Disaster

Grants Guide is meant to supplement available programmatic guidance and assist new

Recipients with limited experience in navigating the FEMA disaster grant process.

The FEMA New Recipients of Disaster Grants

Guide describes Recipient requirements for

the three FEMA categories of disaster grant

assistance available to Recipients following a

Presidential emergency or major disaster

declaration: PA, IA, and HMGP. FEMA

provides specific guidance for state-led PA

and is developing state-led housing options

to allow Recipients to manage greater

portions of the recovery effort. Recipients

interested in pursuing these options should

consult with regional program staff for details

and requirements.

In addition to internal program requirements, the FEMA New Recipients of Disaster Grants

Guide highlights critical connections with FEMA’s National Flood Insurance Program (NFIP)

that impact eligibility for federal assistance.

Furthermore, the FEMA New Recipients of

Disaster Grants Guide includes a checklist (Chapter 7: New Recipient Checklist) to assist

For additional information on special designations and requirements that may impact your community, refer

to NFIP participation guidance at https://www.fema.gov/participation-national-flood-insurance-program.

Scope Limitations

The scope of the FEMA New Recipients

of Disaster Grants Guide

does not

include the Fire Management Assistance

Grant (FMAG) program. The scope also

does not include HMGP Post Fire, which

allows for mitigation assistance absent a

major disaster declaration, contingent on

the occurrence of an FMAG event. For

more information on the FMAG program,

refer to the FEMA

Fire Management

Assistance Grant Program Guide.

FEMA New Recipients of Disaster Grants Guide

new Recipients in pre-disaster preparations and post-disaster execution of key actions

required for facilitating the provision of FEMA disaster assistance grant program funds.

New Recipients should use the FEMA New Recipients of Disaster Grants Guide in

conjunction with the assistance of FEMA PA, IA, and HMGP representatives to ensure a

comprehensive understanding of all available program options and requirements.

For more detailed guidance on each disaster assistance program, coordinate with your

regional program representative and refer to the following program-specific documents:

• Public Assistance Program and Policy Guide (PAPPG)

) • Individual Assistance Program and Policy Guide (IAPPG

• Hazard Mitigation Assistance (HMA) Guidance

Authorities and Foundational Documents

The following are the foundational documents and authorities for the FEMA New Recipients

of Disaster Grants Guide:

• Robert T. Stafford Disaster Relief and Emergency Assistance Act (Public Law 93-288,

as amended, 42 U.S.C. § 5121-5207)

• Title 2 Code of Federal Regulations (CFR) § 200

• Title 44 CFR §§ 201 and 206

• Sandy Recovery Improvement Act of 2013 (Public Law 113-2)

• Tribal Declarations Pilot Guidance, January 2017

• Damage Assessment Operations Manual, April 2016

• FEMA National Disaster Recovery Framework (Second Edition), June 2016

• FEMA Individual Assistance Program and Policy Guide (IAPPG), March 2019

• FEMA Public Assistance Program and Policy Guide, April 2018

• FEMA Hazard Mitigation Assistance Guidance, February 2015

• FEMA Policy: State Mitigation Plan Review Guide (Guide), March 2015

• FEMA Policy: Tribal Mitigation Plan Review Guide, December 2017

Appendix C provides additional information about authorities and foundational documents.

Document Management and Maintenance

The FEMA Office of Response and Recovery, Doctrine and Policy Office is responsible for the

management and maintenance of this document. Comments and feedback from FEMA

personnel and stakeholders regarding this document should be directed to the Doctrine and

Policy Office at FEMA headquarters (HQ).

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FEMA New Recipients of Disaster Grants Guide

CHAPTER 2: DISASTER GRANT PROGRAM

PREPARATIONS

State, territorial, and tribal governments

should work to complete FEMA’s required

tasks and to achieve a thorough

understanding of their own internal grant

administration processes and federal

regulations prior to requesting a

Presidential declaration. FEMA requires

Recipients to complete each task before

releasing approved disaster grant funds.

Completion of these tasks before a

declaration request will expedite

disbursement of approved funds; addressing these tasks post-declaration will delay the

delivery of disaster grant funding. The status of each task will not affect a state, territorial, or

tribal government’s eligibility to request or be approved for a disaster declaration.

Figure 1 identifies required tasks that a Recipient must complete before it can receive FEMA

disaster assistance grant funds.

Figure 1: Required Recipient Actions Before Receiving Disaster Grant Funding from FEMA

Technical Assistance for Preparations

Completing certain preparatory tasks (e.g.,

preparing a Mitigation Plan) can be complex, time-

consuming, and require in-depth research and

analysis. FEMA staff are available to provide

technical assistance to state, territorial, and tribal

governments in completing each task. State,

territorial, and tribal representatives should

coordinate with a FEMA regional program

representative if they require technical assistance.

FEMA New Recipients of Disaster Grants Guide

Program-specific requirements for PA, IA, and HMGP can be found in subsequent chapters.

Refer to Chapter 7: New Recipient Checklist for additional details and deadlines for FEMA

disaster assistance grant program preparedness tasks. Refer to Appendix D: References for

a list of guidance documents and forms applicable to each of FEMA’s disaster assistance

grant programs.

Mitigation Plan

FEMA requires Recipients to have an

approved Mitigation Plan in place before

receiving disaster grant program funding

for HMGP or the Permanent Work

categories of PA.

2, 3

Recipients must

review and revise Mitigation Plans to

reflect changes in development,

progress in mitigation efforts, and

changes in priorities and resubmit for

approval to the appropriate Regional

Administrator (RA) every 5 years.

However, Recipients must also submit

an updated Mitigation Plan if the current

plan does not reflect the priorities of the

current disaster. The Mitigation Plan

requirement encourages Recipients to

engage in hazard mitigation planning to

identify risks and vulnerabilities associated with natural disasters and to develop long-term

strategies for protecting people and property against future hazards.

Development of a well-crafted and applicable Mitigation Plan requires significant foresight

and research to identify potential mitigation projects. Recipients should ensure they are

aware of all applicable eligibility conditions, laws, regulations, and insurance requirements

that impact the provision of PA and HMGP, including participation in the NFIP. Refer to

FEMA’s Mitigation Planning Guidance for more information, or contact FEMA Hazard

Mitigation staff to request technical assistance for developing a Mitigation Plan. Refer to

Chapter 6: Hazard Mitigation Grant Program Requirements for additional details on FEMA

44 CFR § 201.4 says that states must have an approved standard State Mitigation Plan (SMP) that meets the

requirements included in the section as a condition of receiving non-emergency Stafford Act assistance and

FEMA mitigation grants.

44 CFR § 201.7 says that Indian tribal governments applying to FEMA as a Recipient must have an approved

Tribal Mitigation Plan meeting the requirements included in the section as a condition of receiving non-

emergency Stafford Act assistance and FEMA mitigation grants.

Tribal Mitigation Plan Requirements

Tribal government Recipients must submit an

approved Mitigation Plan within 30 days of

signing the FEMA-Tribal Agreement (FTA) and

may request an extension for up to 90

additional days. The Regional Administrator

(RA) may grant exceptions to this requirement

in extraordinary circumstances. In these cases,

the Mitigation Plan must be completed within

12 months of the award of the mitigation grant.

If a plan is not provided within this

timeframe,

all mitigation projects funded through the grant

will be terminated and costs incurred after

notice of grant termination will not be

reimbursed, as described under the 44 CRF

§§

206.434(b)(2); 201.6(a)(3).

FEMA New Recipients of Disaster Grants Guide

support for hazard mitigation planning. FEMA also provides the following resources for

mitigation planning:

• State Mitigation Plan Review Guide

• Tribal Mitigation Plan Review Guide

Other Needs Assistance Administrative Option Selection Form

FEMA’s IA programs provide assistance to survivors through a variety of functions and

coordinated services, including Other Needs Assistance (ONA). ONA provides financial

assistance to survivors for disaster-related expenses and serious needs not covered by

insurance or another source.

FEMA requires Recipients to complete an ONA Administrative Option Selection Form (ONA

Administrative Form) before they can receive financial assistance under the ONA program.

Recipients use the ONA Administrative Form to indicate who will be responsible for

administering assistance under ONA. Recipients have the following options:

• FEMA-administered ONA,

• Recipient-administered ONA (requires an accompanying administrative plan), or

• Recipient and FEMA joint-administered ONA (requires an accompanying

administrative plan).

All Recipients must submit their ONA selections to FEMA annually, regardless of the

administrative option selected. With this annually updated form, the Recipient establishes

the maximum amount of assistance that may be awarded to eligible individuals for

transportation assistance, funeral assistance, and child care assistance. This process

requires an evaluation of the Recipient’s capacity to administer ONA and identifies cost

thresholds and item exemptions for certain categories of ONA.

In addition, the ONA Administrative Form provides an opportunity for the Recipient to make

adjustments to the established personal property line items. FEMA uses a standardized list

of personal property items to determine which disaster-damaged items may be eligible for

ONA. Recipients have the option to modify these lists. The Recipient may request the

addition of line items other than those on FEMA’s standard personal property line item list

when submitting or updating the ONA Administrative Form. All updates to the form must be

completed by the Recipient within 72 hours of authorization of the IA Program.

If the Recipient chooses to administer a part of ONA, FEMA requires it submit an ONA

Administrative Plan.

FEMA New Recipients of Disaster Grants Guide

Administrative Plans

To receive PA and HMGP funding, Recipients must develop and submit to FEMA an

administrative plan that describes how the Recipient intends to administer the grant

funding. Recipients must have a current administrative plan for each program approved by

FEMA before receiving PA and HMGP funds.

FEMA requires Recipients of disaster assistance grant funding to complete an ONA

Administrative Plan only if the Recipient elects to take on part or all of the administrative

role of the ONA process. Recipients must update their ONA Administrative Plan every 3

years. If the Recipient chooses the option in which FEMA maintains full administrative

responsibility for ONA, it does not need to complete an ONA Administrative Plan.

Payment and Management System Setup

State, territorial, and tribal governments must ensure proper registration in the federal

grants system by obtaining a Data Universal Number System (DUNS) number. The DUNS

number allows the Federal Government to track the allocation of federal funds. Recipients

must look up their organization’s existing DUNS number or register for a new number

through the Dun and Bradstreet (D&B) Website. It may take up to 2 business days for

Recipients to obtain a DUNS number.

To access federal funds, Recipients must have a direct deposit account via the Payment

Management System (PMS)/Smartlink. To establish an account, first-time Recipients must

create a PMS account online and submit a written request to the RA, including a completed

Direct Deposit Sign-Up Form (SF1199A). The PMS Access Form and Direct Deposit Sign-Up

Form are available at pms.psc.gov/. Recipients should allow up to 3 weeks to receive PMS

access and for Direct Deposit Sign-Up Form processing.

Special Conditions and Requirements

State, territorial, and tribal governments should ensure familiarity and compliance with all

program eligibility conditions, in addition to completing recommended tasks in preparation

for future incidents.

FEMA New Recipients of Disaster Grants Guide

Procurement Requirements

Federal procurement standards for

state and territorial governments

differ from those of tribal and local

governments, nonprofits, and other

non-federal entities. Recipients

should ensure that staff

responsible for coordinating the

request and administration of

disaster grant funding for IA, PA,

and HMGP have a complete

understanding of—and comply

with—all procurement standards

and regulations.

Special Designated Areas

Special eligibility restrictions and

conditions for PA, IA, and HMGP

may apply to communities located within special designated areas, including those in

special flood hazard areas (SFHA). To qualify for the full amount of assistance available

under each of FEMA’s disaster assistance programs, Recipients should be knowledgeable of

all special designations that may impact their communities and comply with applicable

FEMA and National Flood Insurance Reform Act (NFIRA) requirements. Refer to the FEMA

webpage on Participation in the National Flood Insurance Program for further information.

Procurement Requirements

State and territorial governments must follow the same

policies and procedures it uses for procurements from

its non-federal funds. In addition, they must also:

• Comply with 2 CFR §

200.322, “Procurement of

Recovered Materials”; and

• Ensure every purchase order or other contract

includes all clauses required by 2 CFR §

200.326, “Contract Provisions.”

Tribal and local governments, and private nonprofits

must conduct procurement transactions in a manner

that complies with 2 CFR §

200.318 to 2 CFR §

200.326 when procuring property and services under a

federal award.

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FEMA New Recipients of Disaster Grants Guide

CHAPTER 3: POST-DECLARATION REQUIREMENTS

To receive FEMA disaster assistance grant funds, state, territorial, or tribal governments

must request a declaration from the President through FEMA within 30 days of the incident.

State, territorial or tribal governments may also submit a declaration request prior to an

imminent incident (e.g., hurricane). FEMA may extend the request deadline if the governor or

tribal chief executive submits a written time extension request within 30 days of the

incident, stipulating the reason for the delay. Refer to the Guide to the Disaster Declaration

Process and Federal Disaster Assistance or the Tribal Declarations Pilot Guidance for

additional information on declaration requirements.

Post-Declaration

When the President approves a request for an emergency or major disaster declaration,

FEMA personnel may deploy to the impacted areas to support Recipient staff in response

and recovery activities. In the case of smaller incidents, FEMA may provide Recipients with

virtual support from a regional office or FEMA HQ. FEMA personnel will assist Recipients in

fulfilling post-declaration requirements, including the following:

• Signing the FEMA-State/Territory/Tribe Agreement (FSA/FTA), and

• Submitting the Application for Federal Assistance (SF-424) and other required

documentation to receive PA, IA, and HMGP funding.

Pre-Assistance Requirements

Immediately following a Presidential

disaster declaration, the Recipient must

sign an FSA/FTA and submit a formal

Application for Federal Assistance (SF-

424) to receive PA, IA, and HMGP funds.

In addition, FEMA requires the Recipient

to complete all tasks described in Chapter

2: Disaster Grant Program Preparations

before receiving FEMA disaster

assistance grant funding. Refer to

Chapter 7: New Recipient Checklist for

more detailed guidance on each task,

including important deadlines.

Legal Review for Federal Assistance Agreement

Recipients should enlist legal counsel to review

the FSA/FTA

prior to signing to ensure complete

understanding of the conditions associated with

the provision of disaster grant funding. Under 44

CFR §

205.44 (a), “this Agreement imposes

binding obligations on FEMA, states, their local

governments, and private nonprofit organizations

within the states in the form of conditions for

assistance which are legally enforceable.”

FEMA New Recipients of Disaster Grants Guide

Sign FEMA-State/Territory/Tribe Agreement

Recipients must sign an FSA/FTA for each disaster in order to document commitments and

conditions under which FEMA will provide assistance. The FSA/FTA must be signed by the RA

or his/her designee and the governor or tribal chief executive.

Apply for Disaster Grant Funding

To receive approved FEMA disaster assistance grant funds, a Recipient must submit an SF-

424 for each program. An SF-424 is required to formally request each type of assistance

made available in the approved declaration, based on the needs of the designated areas.

The Assurances for Construction Programs (SF-424D) accompanies the SF-424 for PA and

HMGP and provides additional certification of a Recipient’s compliance with construction

contracting practices and procedures per federal grant requirements. In addition, state,

territorial, tribal, and local government entities and private nonprofits seeking PA funding

must review and sign the Damage Description and Dimension, which FEMA uses to

determine what damages are eligible for PA.

FEMA New Recipients of Disaster Grants Guide

CHAPTER 4: PUBLIC ASSISTANCE PROGRAM

REQUIREMENTS

The PA Program is FEMA’s largest grant program, providing funds to assist communities

responding to and recovering from Presidential-declared major disasters or emergencies.

Figure 2 provides an overview of the key actions a Recipient must complete to receive and

manage PA grant funding. Refer to Chapter 2: Disaster Grant Program Preparations for

guidance on tasks FEMA requires Recipients to complete before applying for and receiving

disaster grant assistance. Refer to Chapter 7: New Recipient Checklist for more detailed

program requirements, including important deadlines for the PA Program.

Figure 2: Key Recipient Actions for PA Grants

Public Assistance Cost Share

The standard federal cost share for PA is 75-percent of the eligible costs. If the actual federal

obligations, excluding administrative costs, meet or exceed a qualifying threshold, then FEMA may

make a recommendation to the President to increase the federal share to up to 90-percent. In limited

cases, the President may increase the federal share for Emergency Work, if warranted.

Management Costs: Under the “FEMA Recovery Policy, Public Assistance Management Costs

(Interim),” which applies retroactively to disasters declared on or after August 1, 2017, FEMA may

provide funding (up to 7-percent for Recipients and 5-percent for Subrecipients) for management

costs incurred by a Recipient or Subrecipient in administering a PA grant. There is no cost share

requirement for this policy. Contact your regional FEMA representative or regional tribal liaison for

more information about this policy.

Donated Resources: FEMA allows Recipients and Subrecipients to apply the value of donated

resources used during the performance of eligible Emergency and Permanent Work toward the non-

federal cost share of its eligible Emergency and Permanent Work projects. Recipients and

Subrecipients must meet certain conditions to apply the offset to specific Emergency and Permanent

Work. Refer to the FEMA Recovery Policy, “

Public Assistance Donated Resources,” for more

information. Permanent and Emergency Work are detailed in this chapter.

FEMA New Recipients of Disaster Grants Guide

Applicant Briefing

As soon as possible following a Presidential declaration, the Recipient conducts briefings for

all potential Applicants (i.e., state, territorial, tribal, and local government entities and

private nonprofits). The Recipient is responsible for notifying potential Applicants of the date,

time, and location of the Applicant briefing. Prior to the Applicant briefing, the FEMA regional

office will coordinate with the Recipient to ensure the Recipient has all necessary

information and materials to educate Applicants on the PA Program.

Request for Public Assistance

Recipients are responsible for ensuring that

entities who wish to seek assistance under the

PA Program submit a Request for Public

Assistance (RPA) to FEMA within 30 days of the

respective area designation in the declaration.

The RPA is an Applicant’s official notification to

FEMA of the intent to apply for PA funds. Using

the RPA, the Applicant provides general

information about its organization, including

physical location and point of contact.

Public Assistance Work Categories

FEMA processes PA grant funding based on the type of work the Applicant undertakes.

There are two main project types for PA: Emergency Work and Permanent Work.

• Emergency Work categories provide assistance for debris removal and emergency

protective measures to save lives and protect property.

• Permanent Work categories assist with permanently restoring community

infrastructure affected by a declared incident.

Table 1 identifies the categories of PA Emergency Work and Permanent Work and applicable

examples of each work category.

Mitigation Plan Requirement

FEMA requires Recipients to have an

approved, up-to-date Mitigation Plan in place

before receiving disaster grant program

funding for Permanent Work categories of PA.

Refer to Chapter 2: Disaster Grant Program

Preparations for additional details on

Mitigation Plan requirements. Refer to

Chapter 6: Hazard Mitigation Grant Program

Requirements for additional guidance on

mitigation planning assistance.

FEMA New Recipients of Disaster Grants Guide

Table 1: PA Work Categories and Work Examples

Category of Work

Examples

Emergency Work

A: Debris Removal

• Clearance, removal, and disposal of the following:

o Vegetation

o Construction and demolition debris

o Vehicle and vessel wreckage

B: Emergency

Protective Measures

•

Expenses related to operating a facility or providing an emergency service

• Firefighting and rescue activities

• Assistance to private nonprofit organizations

• Emergency Operations Center-related costs

• Evacuation and sheltering

Permanent Work

C: Roads and Bridges

•

Applies to components of paved, gravel, or dirt roads

• Covers bridge components, including the following:

o Guardrails

o Pavement

o Lighting, sidewalks, and signs

D: Water Control

Facilities

• Dams and reservoirs

• Levees and floodwalls

• Pumping facilities

• Engineered drainage channels

• Irrigation facilities

E: Public Buildings and

Contents

• All structural and non-structural components, including mechanical,

electrical, and plumbing

• Furnishings

F: Public Utilities

•

Water storage facilities, treatment plants, and delivery systems

• Power generation, transmission, and distribution facilities

• Natural gas transmission and distribution facilities

• Sewage collection systems and treatment plants

• Communication systems

G: Parks, Recreational,

and Other Facilities

•

Mass transit facilities (railways)

• Beaches

• Parks, playground equipment, and picnic tables

• Swimming pools, tennis courts, ball fields, golf courses

• Ports and harbors, boat docks, and piers

• Fish hatcheries

FEMA New Recipients of Disaster Grants Guide

Special Compliance Considerations

Special restrictions and conditions apply to PA funding for projects located within an SFHA

and other designated areas. FEMA must reduce the amount of assistance made available

when a facility is in an area that FEMA has identified as an SFHA for more than one year, has

been damaged by flooding, and is uninsured for flood loss through the NFIP. For additional

requirements and terms refer to the PAPPG or NFIP.

Alternative Procedures

Prior to beginning Permanent Work, Recipients should evaluate whether they intend to opt

for using the alternative procedures for administering Permanent Work under the PA

Program. Initiating Permanent Work activities before notifying FEMA of the intent to

participate in the PA Program will render the Recipient and all work ineligible for the

alternative procedures program.

The alternative procedures option for Permanent Work allows the Recipient (and

Subrecipient) to receive grant funding for Permanent Work projects based on fixed

estimates of the cost needed to complete the projects; however, costs above the awarded

amount must be paid for by the Recipient. Recipients should coordinate with FEMA recovery

staff at the regional office or in the Joint Field Office (JFO) (if established) to determine if the

alternative procedures option is suitable to address their Permanent Work requirements.

Refer to the Public Assistance Alternative Procedures Pilot Guide for Permanent Work for

additional details on alternative procedures for Permanent Work.

FEMA New Recipients of Disaster Grants Guide

CHAPTER 5: INDIVIDUAL ASSISTANCE PROGRAM

REQUIREMENTS

FEMA’s IA programs deliver support

to disaster survivors for unmet

needs caused by a Presidential-

declared incident. This chapter

describes the primary functions and

coordinated services available

under IA programs, including the

following:

• Individuals and Households

Program (IHP)

• Mass Care and Emergency

Assistance

• Other IA Program services

Figure 3 provides an overview of the actions that a Recipient must complete to receive IA

grant funding for survivor needs. Authorization of IA in the declaration automatically makes

many IA programs available. However, several IA programs require additional Recipient

actions before FEMA can allocate and disperse grant funding. Refer to Chapter 2: Disaster

Grant Program Preparations for guidance on tasks FEMA requires Recipients to complete

before applying for and receiving disaster grant assistance. For IA Program and subprogram

requirements, including important deadlines and cost share requirements for select IA

services, refer to Chapter 7: New Recipient Checklist.

Figure 3: Key Recipient Actions for IA Grants

100-Percent Funded Individual Assistance

Several IA programs are 100-percent federally funded

following a disaster declaration and an approved

request for IA, including the following:

• IHP housing assistance (time limitations may

apply), and

• Other IA Program services:

o Disaster Case Management (DCM),

o Crisis Counseling Assistance and Training

Program (CCP),

o Disaster Legal Services (DLS), and

o Disaster Unemployment Assistance (DUA).

FEMA New Recipients of Disaster Grants Guide

Individuals and Households Program

IHP provides financial and direct services

to eligible individuals and households

affected by a disaster who have

uninsured or underinsured necessary

expenses and serious needs. IHP is not a

substitute for insurance and cannot

compensate for all losses caused by a

disaster. IHP is intended to meet the

survivor’s basic needs and supplement

disaster recovery efforts. FEMA provides

two categories of IHP assistance: ONA and housing assistance.

Special Compliance Considerations

Certain restrictions and conditions may apply to FEMA’s provision of IHP assistance in SFHAs

and other designated areas. FEMA and NFIRA regulations require Applicants that receive

federal financial assistance for flood-damaged property, flood-insurable real property,

and/or personal property to purchase and maintain flood insurance. Flood insurance

requirements apply to real and personal property that is within or will be within an SFHA and

that can be insured under the NFIP. Refer to the IAPPG and NFIP for additional details on

special insurance requirements.

Mass Care and Emergency Assistance

During Presidential-declared disasters, most Mass Care and Emergency Assistance services

are Direct Federal Assistance (DFA), which is funded under the Stafford Act, § 403 (a)(3)(B)

(commonly referred to as a PA Category B). The federal share of such assistance cannot be

less than 75-percent of the eligible cost. Some examples include non-congregate sheltering

through Transitional Sheltering Assistance (TSA), personal assistance services (PAS) through

the Individual Assistance Support Contract (IASC), and reunification services through the

National Center for Missing and Exploited Children (NCMEC).

FEMA Mass Care and Emergency Assistance provides coordination and support to state,

territorial, tribal, and local governments or jurisdictions for the provision or direct delivery of

life-sustaining services to disaster survivors. All survivors impacted by a disaster are eligible

to receive Mass Care and Emergency Assistance services. There is no application process

for Mass Care and Emergency Assistance services because these are most often life

sustaining. Two notable exceptions to this general rule include TSA and the Blue Roof

Program (see Table 2). FEMA coordinates a group of supporting federal agencies and non-

governmental organizations (NGO) through Emergency Support Function (ESF) #6 to deliver

IHP Period of Assistance

IHP assistance is limited to 18 months following

the date of the Presidential disaster declaration.

The President may extend the period of

assistance because of extraordinary

circumstances. The governor or tribal chief

executive must request an extension in writing

through the Assistant Administrator for Recovery.

FEMA New Recipients of Disaster Grants Guide

services to disaster survivors and impacted communities, typically through state or local

partners and nonprofits, with technical assistance and resource support from FEMA.

FEMA field leadership, ESF #6 federal support agencies, and Voluntary Organizations Active

in Disasters support state,

territorial, tribal, and local

government management of

congregate sheltering,

feeding, emergency supplies,

and evacuation services for

impacted areas; these

services require limited effort

on the part of the Recipient.

Other services require greater

Recipient involvement. Most

notably, this includes

disability, access and

functional needs support, and

some non-congregate

sheltering options. Refer to

the IAPPG for more

information on Mass Care and

Emergency Assistance

services.

Other IA Program Services

Other IA Program services offered by FEMA to assist in disaster recovery include crisis

counseling, disaster legal services, disaster unemployment assistance, and disaster case

management. These services are completely federally funded. Refer to the IAPPG for more

information on each of these services.

Recipient Actions to Activate IA Program Functions

Table 2 provides a description of the assistance available under the IHP, Mass Care and

Emergency Assistance, other IA Program services, and the Recipient requirements to receive

assistance.

Individual Assistance Support Contract

The IASC is an optional contract intended to support

delivery of ESF #6 Mass Care and Emergency Assistance

services to disaster survivors. Activation of the IASC may

be appropriate where it is determined through market

research that no small business or local contract

possesses the resource capabilities to meet the

requirement. IASC provides support and services to

augment NGO and state, territorial, tribal, and local

government partner capabilities when there are gaps and

shortfalls with existing resources.

Recipients may request activation of an IASC using the

standard resource request form. FEMA evaluates and

validates all requests for IASC activation and will

coordinate with the Recipient to develop a scope of work

(SOW) and cost estimate to initiate the IASC. The IASC is

subject to a 25-percent state, territorial, or tribal

government cost share requirement.

FEMA New Recipients of Disaster Grants Guide

Table 2: IA Program Functions and Recipient Requirements

Available

Assistance

Description

Required Recipient Action

Individuals and Households Program (IHP)

Other Needs

Assistance

(ONA)

•

Financial assistance for specific disaster-

caused expenses and serious needs, including

the following:

o Personal Property Assistance

o Transportation Assistance

o Moving and Storage Assistance

o Group Flood Insurance Policy

o Funeral Assistance

o Medical and Dental Assistance

o Child Care Assistance

o Assistance for Miscellaneous Items

o Critical Needs Assistance (CNA)

o Clean and Removal Assistance (CRA)

•

Submit ONA

Administrative Option

Selection Form to

Individual Assistance (IA)

Division Director.

o Establish

reimbursement

maximums.

o Identify covered

personal property

line items.

• Submit ONA

administrative plan to the

Federal Coordinating

Officer (FCO) (if Recipient

elects to administer ONA

program funds).

• Coordinate with field

leadership, as needed.

Section 425

Transportation

Assistance

•

Supports relocation of individuals to and from

alternative locations for short- or long-term

accommodation or returning individuals to their

pre-disaster primary residence or alternative

location.

•

Coordinate with field

leadership, as needed.

Housing

Assistance

(Financial)

•

Funds provided to eligible Applicants for

temporary lodging expenses, rental of

temporary housing, or repair or replacement of

a damaged primary residence.

•

Activated by approved IA

declaration and signed

FEMA-

State/Territory/Tribe

Agreement.

Housing

Assistance

(Direct)

•

Housing solutions for Applicants unable to use

rental assistance because of a lack of available

housing resources.

• Includes temporary housing units, travel trailer

housing units, multi-family lease and repair,

direct lease, and repairs and new construction

when other housing options are not available,

feasible, or cost effective.

•

Submit a written request

to the Assistant

Administrator for

Recovery.

Mass Care and Emergency Assistance

Sheltering

Support

• Equipment, materials, supplies, and personnel

to support life-sustaining services in

congregate and non-congregate facilities for

displaced survivors.

• Coordinate with field

leadership, as needed.

Transitional

Sheltering

Assistance (TSA)

• Provides a short-term alternative to non-

congregate sheltering for displaced disaster

survivors in emergency shelter locations other

than their pre-disaster primary residence.

• Submit activation request

package.

o Refer to Chapter 7:

New Recipient

Checklist and FEMA

FEMA New Recipients of Disaster Grants Guide

Available

Assistance

Description

Required Recipient Action

•

TSA is funded under Section 403 of the

Stafford Act and is subject to Public Assistance

Program regulations on cost-share.

Mass Care Emergency

Assistance Disaster

Specific Guidance for

more specific

requirements for TSA.

Operation Blue

Roof Program

•

Free temporary roof for residential structures,

schools, daycares, and some publicly-owned

facilities; provides short-term relief until the

owner can make permanent repairs.

•

Coordinate with field

leadership, as needed.

Feeding Support

•

Equipment, materials, supplies, and personnel

to support state, territorial, tribal or local

governmental feeding services to evacuees,

disaster survivors, and emergency workers.

•

Coordinate with field

leadership, as needed.

Distribution of

Emergency

Supplies

• Targeted acquisition, storage, delivery, and

provision of life-sustaining resources, hygiene

items, and cleanup items to meet the

immediate, basic needs of evacuees and

disaster survivors.

• Coordinate with field

leadership, as needed.

Disability,

Access, and

Functional

Needs Support

• Services and resources for people with

disabilities and others with access and

functional needs, including the following:

o Durable medical equipment,

o Consumable medical supplies, and

o Personal assistance services to support

survivors with disabilities maintain their

health, safety, and independence in

temporary sheltering situations.

• Refer to Chapter 7: New

Recipient Checklist for

more specific

requirements for

requesting resources for

people with disabilities or

access and functional

needs.

Reunification

Services

• Facilitation for the reunification of

unaccompanied minors with their custodial

parents/legal guardians, as well as voluntary

reunification of adults with their families.

• Coordinate with field

leadership, as needed.

Household Pets

and Service

Animals Support

•

Coordination and support for the rescue,

transportation, shelter, reunification, essential

needs, and care of household pets and service

and assistance animals.

•

Coordinate with field

leadership, as needed.

Mass Evacuee

Support

• Provision of life-sustaining services and

resources to mass evacuees.

• Coordinate with field

leadership, as needed.

Other IA Program Services

Crisis

Counseling

Assistance and

Training

Program (CCP)

•

Provides financial assistance to state,

territorial, tribal, and local government

agencies through a grant or a cooperative

agreement to provide crisis counseling services

or contract with local mental service providers

familiar with the affected communities to

provide services.

o Includes Immediate Services Program (ISP)

and Regular Services Program (RSP).

•

Refer to Chapter 7: New

Recipient Checklist for

more specific

requirements for CCP

services.

FEMA New Recipients of Disaster Grants Guide

Available

Assistance

Description

Required Recipient Action

Disaster

Unemployment

Assistance

(DUA)

•

Provides unemployment benefits and

reemployment services to individuals who have

become unemployed as a direct result of the

incident.

•

Request in declaration or

coordinate with field

leadership, as need

arises.

Disaster Legal

Services (DLS)

•

Provides confidential legal assistance to low-

income individuals who are unable to secure

legal services to meet their disaster-related

needs.

•

Request in declaration or

coordinate with field

leadership, as need

arises.

Disaster Case

Management

(DCM)

•

Provides supplemental federal financial

assistance to Recipients to provide case

management services to disaster survivors.

• Non-governmental organizations may be

Recipients of DCM and have full

responsibility

to comply with all applicable requirements.

•

Refer to Chapter 7: New

Recipient Checklist for

more specific

requirements for the DCM

program.

FEMA New Recipients of Disaster Grants Guide

CHAPTER 6: HAZARD MITIGATION GRANT

PROGRAM REQUIREMENTS

FEMA Hazard Mitigation Assistance

(HMA) disaster assistance grants

though HMGP provide funding for

eligible activities that reduce

community vulnerability from

disasters and their effects, promote

individual and community safety

and resilience, and promote

community vitality after an incident.

HMGP assistance aims to reduce

response and recovery resource

requirements in the wake of a

disaster or incident, which results in

a safer community that is less

reliant on future federal assistance.

Figure 4 provides an overview of

actions that a Recipient must

complete to receive HMGP funding.

Refer to Chapter 2: Disaster Grant

Program Preparations for guidance on tasks FEMA requires Recipients to complete before

applying for and receiving disaster grant assistance. Refer to Chapter 7: New Recipient

Checklist for more detailed program requirements, including important deadlines.

Figure 4: Key Recipient Actions for HMGP Grants

Hazard Mitigation Grant Program Award Cost Share

HMGP awards are required to have at least a 25-

percent non-federal cost share. Exceptions to the

standard cost share may be made for insular areas

when the non-federal share meets certain

requirements or when other special considerations

are met. Refer to the HMA Guidance for cost share

details.

Under the interim policy, “Hazard Mitigation Grant

Program Management Costs,” which applies

retroactively to disasters declared on or after August

1, 2017, FEMA may provide funding, up to 10-

percent for Recipients and 5-percent for

Subrecipients, for management costs incurred by a

Recipient or Subrecipient in administering an HMGP

grant. There is no cost share requirement for this

policy. Contact your FEMA regional hazard mitigation

officer for more information about this policy.

FEMA New Recipients of Disaster Grants Guide

Hazard Mitigation Planning

FEMA requires Recipients to have an

approved, up-to-date Mitigation Plan in

place before receiving HMGP disaster

grant funding and assistance for

Permanent Work categories of PA. Refer

to Chapter 2: Disaster Grant Program

Preparations for additional details on

Mitigation Plan requirements.

Recipients are responsible for

determining their mitigation priorities

through mitigation planning. The State

Hazard Mitigation Officer or equivalent

territorial or tribal representative should

identify hazards that pose the greatest threat and develop an appropriate mitigation

strategy. The mitigation strategy, a required component of the Mitigation Plan, identifies the

specific mitigation activities the Recipient has determined can reduce vulnerability and

includes information on the methodology used to identify, prioritize, and implement the

range of mitigation actions considered. If the mitigation priorities and strategies identified in

the Mitigation Plan do not align with conditions for implementation following a disaster, the

Recipient must update the plan before receiving approved funding.

Following a declaration, Recipients may submit applications for projects to FEMA for

determination of eligibility, feasibility, mitigation planning, cost effectiveness, and

environmental planning and historic preservation considerations. Applicants that wish to

apply for mitigation funding must submit selected mitigation projects to the Recipient for

review. The Recipient is responsible for prioritizing applications for submission to FEMA

based on criteria that align with its approved mitigation strategy with regard to funding and

project type.

Hazard Mitigation Funding

The amount of HMGP funding available to the Applicant is based on the estimated total

federal disaster assistance and is subject to a sliding scale formula outlined in Table 3.

Refer to Chapter 7: New Recipients Checklist for more detailed HMGP requirements,

including important deadlines.

44 CFR § 206.432(b).

Enhanced Mitigation Plan Incentives

FEMA provides additional funding to Recipients

that develop enhanced Mitigation Plans following

a disaster declaration. To receive FEMA approval

of an enhanced Mitigation Plan, a Recipient must

demonstrate that it has developed a

mprehensive mitigation program and is

capable of managing increased funding to

achieve its mitigation goals. Refer to FEMA’s

Hazard Mitigation Planning Frequently Asked

Questions for additional details regarding hazard

mitigation planning.

FEMA New Recipients of Disaster Grants Guide

Table 3: Amount of Available HMGP Assistance

Disaster Assistance Amount

Amount of HMGP

Funding

Up to $2 Billion

Up to 15-percent

$2 Billion to $10 Billion

Up to 10-percent

$10 Billion to $35.333 Billion

Up to 7.5-percent

Special Compliance Considerations

FEMA and NFIRA restrictions and conditions may impact HMGP eligibility. Applications for

HMGP projects located within an SFHA are eligible for funding only if the respective

jurisdiction participates in the NFIP. For additional requirements and details, refer to the

HMA Guidance.

Hazard Mitigation Planning Assistance

The Stafford Act authorizes financial assistance for Recipients to support hazard

identification and risk assessments leading to the development of a comprehensive

Mitigation Plan and strategy for reducing risks to life and property.

FEMA’s Pre-Disaster Mitigation (PDM) Grant Program is designed to assist Recipients in

implementing a sustained pre-disaster natural hazard mitigation program to reduce overall

risk to the population and structures from future hazard events, while also reducing reliance

on federal funding in future disasters

. The PDM Grant Program is separate from HMGP

under HMA; as such, Recipients can use funds to support assessment of mitigation

requirements, project and strategy identification, and mitigation planning without an active

Presidential declaration. Refer to the HMA Guidance for more information on PDM.

Advance Assistance

Advance Assistance provides Recipients with resources to develop mitigation strategies and

obtain data to prioritize, select, and develop HMGP applications. Advance Assistance,

authorized by the Stafford Act (as amended), allows advancement of up to 25-percent of the

HMGP ceiling or $10 million, whichever is less, to accelerate implementation of HMGP.

Refer to the HMA Guidance for more information on Advance Assistance.

Stafford Act, 42 U.S.C. 5133 authorizes PDM.

FEMA New Recipients of Disaster Grants Guide

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FEMA New Recipients of Disaster Grants Guide

CHAPTER 7: NEW RECIPIENT CHECKLIST

This chapter provides a checklist of relevant programmatic dates, requirements, and Recipient tasks prior to—and following—

provision of Stafford Act program assistance (e.g., PA, IA, and HMGP). The checklist is not comprehensive of all program

requirements, options, and responsibilities. Recipients should execute the checklist with assistance from FEMA staff. Refer to

Appendix D: References for a list of guidance documents applicable to each of FEMA’s disaster assistance grant programs.

Table 4 provides an overview of the tasks a Recipient must perform before FEMA provides Stafford Act program assistance.

Table 4: Tasks in Preparation for Stafford Act Program Funds

Completed

Task

Policy (P) or

Regulatory (R)

Description of Requirements



Develop and maintain a

state, territorial, or tribal

Mitigation Plan.

• All Recipients must have a FEMA approved Mitigation Plan in place before receiving

disaster grant funding for the Hazard Mitigation Grant Program (HMGP) or the

Permanent Work Categories of PA. Mitigation Plans must be updated every five

years.

o Recipients must submit an updated Mitigation Plan to reflect any changes made

within the five-year period

• Recipients should identify risks and vulnerabilities associated with natural disasters

to protect against future hazards. Refer to the following planning guidance for more

information:

o Hazard Mitigation Planning Process.



Complete/review other

needs assistance (ONA)

Administrative Option

Selection Form and

submit it to FEMA.

•

All Recipients should indicate their option selection every year using Form FF 010-0-

11.

o The ONA Administrative Option Selection Form must be completed and

submitted to the FEMA Regional Administrator (RA) by

November 30th

o For more information on the ONA Administrative Option Selection Form and

process, refer to the Individual Assistance Program and Policy Guide (IAPPG).



Acquire a Data Universal

Number System (DUNS)

number for your

organization.

• First-time Recipients must look up their organization’s existing DUNS number or

https://www.dnb.com/duns-number.html.

44 CFR §§ 201.4(d), 201.6(d)(3); 201.7(d); 206.434(b)(2)

44 CFR § 206.120(b) and 120(c)(1).

FEMA New Recipients of Disaster Grants Guide

Completed

Task

Policy (P) or

Regulatory (R)

Description of Requirements



Establish a direct deposit

account (Payment

Management System

[PMS]/Smartlink).

•

First-time Recipients must go to https://pms.psc.gov/ and select the “Request

Access to PMS” button to create a PMS account. Once registered, Recipients may

• New Recipients must also submit a request letter and the Direct Deposit Sign-Up

Form (SF-1199A) to the RA to establish a direct deposit account.



Develop and maintain an

administrative plan for

Public Assistance (PA).

•

Recipients should renew their administrative plans for PA on an annual basis.

o For a new incident that occurs within the year, the Recipient must also submit

amendments to its administrative plan to address specifics of the new incident.

• Refer to the following guidance for more information on developing a plan:

o Sample Components of a Post-Declaration Administrative Plan .



Develop and maintain an

administrative plan for

HMGP.

•

Recipients should review and update their administrative plan for HMGP on an

annual basis.

• Recipients must review and update the plan following a Presidential major disaster

declaration to meet current policy guidance or changes to the administration of the

program.



Develop and maintain an

administrative plan for

ONA.

•

If a Recipient plans to administer a part of ONA, it must submit an ONA

administrative plan to the RA every 3 years.



Execute a FEMA-

State/Territory/Tribe

Agreement (FSA/FTA).

• Recipients must review and sign the FSA/FTA prior to receiving disaster grant

funding.

• Recipients may be required to submit programmatic addendums to the FSA/FTA,

depending on the assistance designated in the declaration and whether additional

terms and conditions for implementation of specific assistance are needed.

44 CFR § 206.207(b)(3).

44 CFR § 206.437.

44 CFR § 206.120(c)(1).

44 CFR § 206.44.

FEMA New Recipients of Disaster Grants Guide

Completed

Task

Policy (P) or

Regulatory (R)

Description of Requirements



Apply for Disaster Grant

Funding.

•

Recipients must submit an Application for Federal Assistance (SF-424) to FEMA to

formally request disaster grant funding following a declaration.

o Recipients may submit one SF-424 Form for all PA programs and designate

which PA programs they would like to receive.

o Recipients may submit individual SF-424 Forms for specific Individual Assistance

(IA) programs, as needed, including the Individuals and Households Program,

Crisis Counseling Assistance and Training Program (e.g., Immediate Services

Program and Regular Services Program), and the Disaster Case Management

Program.



(As

Needed)

Update Mitigation Plan. P

• Recipient must submit updates to the Mitigation Plan to FEMA before HMGP funds

are disbursed if the current plan does not reflect the priorities of the current disaster.



(As

Needed)

Update administrative

plan for PA.

• Recipient must submit updates to the administrative plan to FEMA before PA funds

are disbursed.



(As

Needed)

Update ONA

Administrative Option

Selection Form.

•

Recipient must submit updates within

72 hours

of IA Program authorization.

44 CFR §§ 206.202(e); 206.120(e); and 207.171(g)(2).

44 CFR § 206.207(b)(3).

44 CFR § 206.120(c)(3)(i) and (ii).

FEMA New Recipients of Disaster Grants Guide

Table 5 provides a description of post-declaration PA Program requirements.

Table 5: Post-Declaration Requirements for PA Program

Completed

Public Assistance (PA)

Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements

PA Program Startup



Develop or update

Mitigation Plan.

Required before

delivery of PA funding.

Note:

Tribal government

Recipients must submit

an approved Mitigation

Plan within 30 days of

signing the FEMA-Tribal

Agreement.

•

Recipients should identify risks and vulnerabilities associated

with natural disasters to protect against future hazards.

• Tribal government Recipients may request an extension for

up to 90 days.

• Refer to the Hazard Mitigation Planning

Process for additional

information.



Develop or update an

administrative plan for

PA.

Required before

delivery of PA funding

•

Recipients should renew their administrative plan for PA on

an annual basis.

• For a new incident that occurs within the year, the Recipient

must also submit amendments to its administrative plan to

address specifics of the new incident.

• Refer to the following guidance for more information on

developing a plan:

o Sample Components of a Post-Declaration Administrative

Plan.

PA Initial Collaboration



Conduct Applicant

briefing.

Within 30 days of the

disaster declaration

date.

•

Recipient is responsible for conducting a briefing to provide

Applicants with high-level information regarding the PA

Program.

44 CFR §§ 201.4(d), 201.6(d)(3); 201.7(d); and 206.434(b)(2)

44 CFR § 206.207(b)(3).

FEMA New Recipients of Disaster Grants Guide

Completed

Public Assistance (PA)

Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



(As

Needed)

Submit Request for

Public Assistance (RPA).

Within 30 days after

designation of the area

where the damage

occurred

•

The Recipient is responsible for ensuring Applicants submit

RPAs (

FEMA Form 90-49) through the PA Grants Portal to

apply for federal assistance through FEMA’s PA Program.

o If denied, Applicant must submit an appeal in writing to

the Recipient within 60 days of receipt of the notification.

Recipient must forward the appeal with its written

recommendation to the Regional Administrator (RA)

within 60 days of receipt.

o If the appeal is denied, Applicants have an additional

60 days to submit a second (and final) appeal to the

Recipient. The Recipient must send the appeal with its

written recommendation to the Assistant Administrator

for Recovery within 60 days.

Project Formulation



Contact Applicant to

schedule Recovery

Scoping Meeting (RSM).

Within 10 days of

receiving notice of RPA

approval.

•

The Recipient is responsible for scheduling an RSM with the

Applicant to discuss details of the Applicant’s impacts from

the incident.

•



Conduct RSM for

approved RPAs.

Within 21 days of

approval of the RPA.

•

The Recipient is responsible for hosting with FEMA an RSM

with the Applicant to provide an overview of requirements

and expectations.



Identify and report

damage inventory.

Within 60 days of RSM. R

•

The Recipient must identify and submit a list to FEMA of all

disaster-related damage, Emergency Work, and debris

quantities.

• For more information on reporting and documentation

requirements, refer to the

Public Assistance Program and

Policy Guide (PAPPG).

44 CFR § 206.202(c).

44 CFR § 206.206.

44 CFR § 206.202(d)(ii).

FEMA New Recipients of Disaster Grants Guide

Completed

Public Assistance (PA)

Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements

 Conduct Exit Briefing.

When project

formulation is

complete, and all

claimed damage is

documented.

•

The Recipient must conduct an Exit Briefing with the

Applicant when project formulation is complete, and all

claimed damage is documented.

• For more information on reporting and documentation

requirements, refer to the PAPPG.

Grant Management and Administration



Complete all Emergency

Work.

Within 6 months of

disaster declaration

date.

• The Recipient should ensure completion of all Emergency

Work PA projects, including debris removal.



(As

Needed)

Request additional time

to complete Emergency

Work.

Within 6 months of

disaster declaration

date.

•

If an Applicant determines that it requires additional time to

complete a project, including direct administrative tasks

related to a project, it must submit a written request for a

time extension to the Recipient with supporting information.

The Recipient may grant a 6-month extension under

extenuating circumstances.

• If an extension greater than 6 months is necessary, the

Recipient must submit a written request for a time extension

to the RA with supporting information.



Complete all

Permanent Work.

Within 18 months of

disaster declaration

date.

•

The Recipient should ensure should ensure completion of all

Permanent Work PA projects.



(As

Needed)

Request additional time

to complete Permanent

Work.

Within 18 months of

disaster declaration

date.

•

If an Applicant determines that it requires additional time to

complete a project, including direct administrative tasks

related to a project, it must submit to the Recipient a written

request for a time extension, with supporting information. The

Recipient may grant a 30-month extension under extenuating

circumstances.

• If an extension greater than 30 months is necessary, the

Recipient must submit a written request for a time extension

to the RA, with supporting information.

44 CFR § 206.204(c)(1).

44 CFR § 206.204(c)(2)(ii) and (d).

44 CFR § 206.204(c)(1).

44 CFR § 206.204(c)(2)(ii) and (d).

FEMA New Recipients of Disaster Grants Guide

Completed

Public Assistance (PA)

Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



Submit quarterly

progress reports.

No later than 30 days

after the end of each

quarter.

•

Recipient must submit quarterly reports on open and

uncompleted large projects by the following dates:

Q1 = Oct. 1

to Dec. 31

(Due Jan. 30

)

Q2 = Jan. 1

to Mar. 31

(Due Apr. 30

)

Q3 = Apr. 1

to Jun. 30

(Due Jul. 30

)

• Q4 = Jul. 1

to Sep. 30

(Due Oct. 30

)

Closeout



(As

Needed)

Submit a net small

project overrun

appeal.

Within 60 days of the

completion of the last

small project.

• The Recipient must submit a “net small project overrun

appeal” to support Subrecipient requests for additional

funding when the total actual costs of its small projects

combined exceed the total amount obligated for all of its

small projects.

• For more information on appeals requirements, refer to the

PAPPG.



Submit supporting

documentation to

Recipient.

Within 90 days of

completion of the last

small project.

•

Subrecipient must provide Recipient with supporting

documentation for all work completed.

• For more information on reporting and documentation

requirements, refer to the PAPPG.



Submit certification of

small project

completion.

Within 180 days of

project deadline.

•

Recipient must submit certification of completion for each

small project to FEMA, including a final payment of the claim

and supporting documentation.

• Recipient must submit certification that all incurred costs

associated with the approved statement of work (SOW) and

all work was completed in accordance with FEMA regulations

and policies.

• For more information on reporting and documentation

requirements, refer to the PAPPG.



Submit supporting

documentation to

Recipient.

Within 90 days of

completion of last large

project.

•

Subrecipient must provide Recipient with supporting

documentation for all work completed.

• For more information on reporting and documentation

requirements, refer to the PAPPG.

44 CFR § 206.204(f).

44 CFR § 206.204(e)(2).

2 CFR § 200.343(a).

2 CFR § 200.343(b).

2 CFR § 200.343 (a).

FEMA New Recipients of Disaster Grants Guide

Completed

Public Assistance (PA)

Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



Submit certification of

large project

completion.

Within 180 days of

project deadline.

•

Recipient must submit certification of completion for each

large project to FEMA, including a final payment of the claim

and supporting documentation.

• Recipient must submit certification that all incurred costs

associated with the approved SOW and all work were

completed in accordance with FEMA regulations and policies.

• For more information on reporting and documentation

requirements, refer to the PAPPG.

2 CFR § 200.343(b).

FEMA New Recipients of Disaster Grants Guide

Table 6 provides a description of post-declaration IA Program requirements.

Table 6: Post-Declaration Requirements for IA Program

Completed

Individual Assistance

(IA) Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements

IA Program Startup



Review and update

Other Needs Assistance

(ONA) Administrative

Option Selection

Form.

Prior to receiving ONA

funds.

•

Regardless of the administrative option selected, all

Recipients should indicate their option selection every year

using Form

FF 010-0-11.

o The ONA Administrative Form must be completed and

submitted to the Regional Administrator (RA) by

November 30th

o The Recipient has 72 hours following IA Program

authorization to update and submit the ONA

Administrative Form.

• For more information on the ONA Administrative Option

Selection Form and process, refer to the

Individual Assistance

Program and Policy Guide (IAPPG).



(As

Needed)

Develop or update a

state, territorial, or

tribal government ONA

Administrative Plan.

Prior to receiving ONA

funds to be

administered by the

Recipient.

•

If a Recipient plans to administer ONA or to jointly administer

with FEMA, it must submit an ONA Administrative Plan to the

RA every 3 years.



(As

Needed)

Submit Immediate

Services Program (ISP)

application for Crisis

Counseling.

Within 14 days of the

disaster declaration.

•

Recipient must submit an ISP application package to the RA.

o If denied, Recipient may appeal by submitting a written

letter to the IA Division Director, Federal Coordinating

Officer (FCO), or appropriate FEMA entity (Assistant

Administrator for Recovery or RA if the Joint Field Office

[JFO] has been demobilized) within 60 days of notification.

• For more information on submission requirements and

appeals, refer to the IAPPG and

Crisis Counseling Assistance

and Training Program Online Toolkit.



(As

Needed)

Request Critical Needs

Assistance (CNA).

Within 14 days of the

disaster declaration.

•

Recipient must submit a written request to IA Division Director

through the RA.

• For more information on requirements, refer to the IAPPG.

44 CFR §§ 206.120(b) and 120(c)(1).

44 CFR § 206.120(c)(1).

44 CFR § 206.171.

FEMA New Recipients of Disaster Grants Guide

Completed

Individual Assistance

(IA) Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



(As

Needed)

Request Transitional

Sheltering Assistance

(TSA).

Up to 30 days after a

major disaster

(suggested).

•

Refer to FEMA Mass Care and Emergency Assistance Disaster

Specific Guidance or additional information on TSA

requirements and activation procedures, implementation

information, and tools.

• Unless waived, TSA is subject to a 25-percent Recipient cost

share requirement.



(As

Needed

Request Operation Blue

Roof Program

No deadline P

•

Submit a Resource Request Form to the RA, and coordinate

with field leadership for additional requirements (e.g.,

statement of work, and independent government cost

estimates).

• Mass care and Emergency Assistance support services are

subject to a 25-percent Recipient cost share requirement.



(As

Needed)

Request extension of

the IA registration

period.

Prior to the end of the

initial registration

period.

• Recipient may request the RA extend the registration period up

to 60 days when additional time is required to collect

registrations from the affected population. All subsequent

requests for extension must be submitted to the IA Division

Director.



Submit ISP mid-

program report.

Within 60 days of

disaster declaration

date. (with RSP

application)

• If ISP assistance is provided, Recipient must submit a mid-

program report to the appropriate RA when an RSP award

application is being prepared and submitted.



(As

Needed)

Notify FEMA/

Substance Abuse and

Mental Health Services

Administration

(SAMHSA) of intent to

apply for Regular

Services Program (RSP)

for Crisis Counseling.

Within 45 days of

disaster declaration

date.

• The Recipient must notify FEMA and SAMHSA if it is planning

to submit an application for the RSP award during the ISP

period of performance.

FEMA New Recipients of Disaster Grants Guide

Completed

Individual Assistance

(IA) Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



(As

Needed)

Submit RSP

application.

Within 60 days of

disaster declaration

date.

•

Recipients must submit an RSP application package to the

RA/SAMHSA.

o If denied, Recipients must submit a written letter to the IA

Division Director within 60 days of notification.

• Request for extensions to the period of performance or for

additional funds must be submitted to the RA.

o If denied, Recipients must submit a written letter to the IA

Division Director within 60 days of notification.

o For more information on submission requirements, refer

to the IAPPG and

Crisis Counseling Assistance and

Training Program Online Toolkit.



(As

Needed)

Request Clean and

Removal Assistance

(CRA).

Within 60 days of

disaster declaration

date.

•

Recipient must submit a written request to the FCO.

• For more information on submission requirements, refer to the

IAPPG



(As

Needed)

Apply for Disaster Case

Management (DCM)

Program.

Within 90 days of

disaster declaration

date.

•

Recipients should submit a DCM application package with

their IA declaration request.

o If denied, Recipients must submit a written letter of

appeal to IA Division Director within 60 days of the

notification.

o For more information on submission requirements, refer

to the IAPPG.



(As

Needed)

Request Section 425

Transportation

Assistance.

No deadline. P

•

Recipient must submit a written request to the Assistant

Administrator for Recovery through the RA.

• For more information on requirements, refer to the IAPPG.



(As

Needed)

Activate National

Center for Missing and

Exploited Children

(NCMEC) and the

National Emergency

Child Locator Center

(NECLC).

No deadline.

• A limited range of assistance is available to meet needs.

o Recipient must complete a Resource Request Form.

o Refer to American Red Cross Safe and Well.

44 CFR § 206.171.

FEMA New Recipients of Disaster Grants Guide

Completed

Individual Assistance

(IA) Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



(As

Needed)

Request Mass Care and

Emergency Assistance

support services.

No deadline. P

•

Submit Resource Request Form to the RA, and coordinate with

field leadership for additional requirements (e.g., statement of

work, and independent government cost estimates).

• Mass Care and Emergency Assistance support services are

subject to a 25-percent Recipient cost share requirement.



(As

Needed)

Request Direct Housing

Assistance.

No deadline. P

•

Submit a written request for Direct Housing Assistance to the

Assistant Administrator for Recovery following direct housing

assistance team determination that there is a lack of available

housing resources for survivors.



(As

Needed)

Request continued

Direct Housing

Assistance.

No less than 60 days

prior to the end period

of assistance or 16

months post-

declaration.

• If Recipients require an extension for Direct Housing

Assistance they must submit a written request from the State

Coordinating Officer, Territorial or Tribal Coordinating Officer,

tribal chief executive, or Governor’s Authorized Representative

to the RA.

Project Management and Reporting



(As

Needed)

Submit DCM quarterly

reports.

Within 30 days of the

end of each quarterly

reporting period.

• If DCM assistance is provided, Recipient must submit quarterly

reports by the following dates:

Q1 = Oct. 1

to Dec. 31

(Due Jan. 30

)

Q2 = Jan. 1

to Mar. 31

(Due Apr. 30

)

Q3 = Apr. 1

to Jun. 30

(Due Jul. 30

)

• Q4 = Jul. 1

to Sep. 30

(Due Oct. 30

)



Submit DCM financial

report.

Within 30 days of the

end of each quarterly

reporting period.

•

If DCM assistance is provided, Recipient must submit SF-425

for every quarter of the period of performance (POP) until the

end of the POP. The due dates are within 30 days of the

following:

Q1 = Oct. 1

to Dec 31

(Due Jan. 30th)

Q2 = Jan. 1

to Mar. 31

(Due Apr. 30th)

Q3 = Apr. 1

to Jun. 30

(Due Jul. 30th)

• Q4 = Jul. 1

to Sep. 30

(Due Oct. 30th)

42 U.S.C. § 5174(c)(1)(B)(iii) and 44 CFR § 206.117(b)(1)(ii)(F).

FEMA New Recipients of Disaster Grants Guide

Completed

Individual Assistance

(IA) Program Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



Submit RSP quarterly

report.

Within 30 days of the

end of each quarterly

reporting period.

•

If RSP assistance is provided, Recipient must submit SF-425

for every quarter of the POP to the FEMA headquarters (HQ)

program specialist, the JFO specialist (or regional specialist if

the JFO is demobilized), and the SAMHSA project officer.

• The due dates are

within 30 days of the following:

Q1 = Oct. 1

to Dec 31

(Due Jan. 30

)

Q2 = Jan. 1

to Mar. 31

(Due Apr. 30

)

Q3 = Apr. 1

to Jun. 30

(Due Jul. 30

)

• Q4 = Jul. 1

to Sep. 30

(Due Oct. 30

)

Closeout



Request a DCM

extension.

No later than 90 days

prior to the end of the

current POP.

•

When DCM assistance is provided, if the original POP is

deemed inadequate because of disaster severity, the

Recipient may submit a written request to FEMA for an

additional 90-day (no-cost) extension.



Closeout of DCM

program.

Within 90 days of the

end of POP.

•

When DCM assistance is provided, Recipient must submit an

annual report and final

SF-425 detailing accomplishments of

the DCM program.



Closeout of ISP

program.

Within 90 days of the

end date of ISP award

POP.

•

When DCM assistance is provided, Recipient must submit a

final fiscal report,

SF-425, program report, and final voucher to

the RA.



Closeout of RSP

program.

Within 90 days of the

end date of RSP award

POP.

• When RSP assistance is provided Recipient must submit a

final fiscal report, SF-425 and program report to the

RA/SAMHSA.

44 CFR § 206.171(f)(3)(2).

44 CFR § 206.171(g)(3)(ii) and (iii).

FEMA New Recipients of Disaster Grants Guide

Table 7 provides a description of post-declaration HMGP requirements.

Table 7: Post-Declaration Requirements for HMGP

Completed

Hazard Mitigation Grant

Program (HMGP) Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements

HMGP Program Startup



Develop or update

Mitigation Plan.

Required before

delivery of HMGP

funding.

Note:

Tribal government

Recipients must submit

an approved Mitigation

Plan within 30 days of

signing the FEMA-Tribal

Agreement.

•

Recipients should identify risks and vulnerabilities associated

with natural disasters to protect against future hazards.

• Tribal government Recipients may request an extension of up

to 90 days.

• Refer to the Hazard Mitigation Planning

Process for additional

information.



Develop and maintain

an Administrative Plan

for HMGP.

Required before

delivery of HMGP

funding.

• Recipients should review and update the Administrative Plan

for HMGP on an annual basis.

• Recipients must review and update the administrative plan

following a major disaster declaration, if necessary, to meet

new policy guidance or changes to the administration of the

program.



Submit application for

HMGP.

Within 12 months of

the date of Presidential

declaration.

•

Applicants must submit applications for HMGP through the

Application Development Module of the National Emergency

Management Information System (NEMIS) to create project

applications and submit them to the appropriate FEMA region.

o If denied, Applicants must submit a written appeal to the

RA within 60 days of notification.

44 CFR §§ 201 and 206.437.

44 CFR § 206.437.

44 CFR § 206.436.

44 CFR § 206.440(c).

FEMA New Recipients of Disaster Grants Guide

Completed

Hazard Mitigation Grant

Program (HMGP) Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements



(As

Needed)

Extend application

deadline.

Within 12 months of

the date of Presidential

declaration.

•

Recipients may request extension of the application deadline

in 30- to 90-day increments, not to exceed 180 days, with

written justification in the event of extraordinary conditions.



Submit sub-applications

(including management

costs).

Within 12 months of

date of disaster

declaration.

• The Recipient must submit all HMGP sub-applications to

FEMA.

Project Management and Reporting



Submit quarterly

performance reports.

No later than 30 days

after the end of each

quarter.

•

Recipient must submit quarterly performance reports on

projects by the following dates:

Q1 = Oct. 1

to Dec. 31

(Due Jan. 30

)

Q2 = Jan. 1

to Mar. 31

(Due Apr. 30

)

Q3 = Apr. 1

to Jun. 30

(Due Jul. 30

)

Q4 = Jul. 1

to Sep. 30

(Due Oct. 30

)



Submit quarterly

financial report.

No later than 30 days

after the end of each

quarter.

• Recipient must submit quarterly financial reports (SF-425) via

Smartlink by the following dates:

Q1 = Oct. 1

to Dec. 31

(Due Jan. 30

)

Q2 = Jan. 1

to Mar. 31

(Due Apr. 30

)

Q3 = Apr. 1

to Jun. 30

(Due Jul. 30

)

Q4 = Jul. 1

to Sep. 30

(Due Oct. 30

)

• The final SF-425 is due no later than 90 days after the end of

the period of performance (POP).

44 CFR § 206.436(e).

44 CFR § 206.436(d).

44 CFR § 206.438(c).

FEMA New Recipients of Disaster Grants Guide

Completed

Hazard Mitigation Grant

Program (HMGP) Task

Program Deadline

Policy (P) or

Regulatory (R)

Description of Requirements

Closeout



Submit request for

extension to award

POP.

No later than 60 days

prior to expiration of the

award POP.

•

Recipient must submit a written request to the RA with

justification for the extension request.

•

Note:

The POP may be extended for up to 12 months with the

approval of the Regional Administrator.

• Any additional extension requests must be approved by FEMA

HQ.



Submit all financial,

performance, and other

reports.

No later than 90 days

after the end of the

POP.

•

The final SF-425 is due via Smartlink.

• The final performance report is due to FEMA.



Liquidate all

obligations.

No later than 90 days

after the end of the

POP.

• The Recipient is required to liquidate all obligations incurred

under the award and return all unobligated funds to FEMA via

Smartlink.



Submit a closeout

letter.

No later than 90 days

after the end of the

POP.

•

The Recipient is required to submit a closeout letter, signed by

the tribal chief executive or Governor’s Authorized

Representative, to FEMA with supporting documentation.

• For more information on reporting and documentation

requirements, refer to the

Hazard Mitigation Assistance

Guidance or Closeout Toolkit: Checklists for Hazard Mitigation

Grant Program.

2 CFR § 200.343.

44 CFR § 206.438(d).

FEMA New Recipients of Disaster Grants Guide

A-1

APPENDIX A: LIST OF ACRONYMS

CCP Crisis Counseling Assistance and Training Program

CFR Code of Federal Regulations

CNA Critical Needs Assistance

COB Close of Business

CRA Clean and Removal Assistance

CRMT Community Recovery Management Toolkit

D&B Dun and Bradstreet

DCM Disaster Case Management

DLS Disaster Legal Services

DUA Disaster Unemployment Assistance

DUNS Data Universal Number System

ESF Emergency Support Function

FEMA Federal Emergency Management Agency

FMAG Fire Management Assistance Grant

FSA Federal-State Agreement

FTA FEMA-Territory/Tribe Agreement

GAR Governor’s Authorized Representative

HMA Hazard Mitigation Assistance

HMGP Hazard Mitigation Grant Program

HQ Headquarters

IA Individual Assistance

IAPPG Individual Assistance Program and Policy Guide

IASC Individual Assistance Support Contract

IHP Individuals and Households Program

ISP Immediate Services Program

JFO Joint Field Office

NCMEC National Center for Missing and Exploited Children

NECLC National Emergency Child Locator Center

FEMA New Recipients of Disaster Grants Guide

A-2

NEMIS National Emergency Management Information System

NFIP National Flood Insurance Program

NFIRA National Flood Insurance Reform Act

NGO Non-governmental Organization

ONA Other Needs Assistance

PA Public Assistance

PAPPG Public Assistance Program and Policy Guide

PAS Personal Assistance Services

PDM Pre-Disaster Mitigation

PMS Payment Management System

POP Period of Performance

RA Regional Administrator

RPA Request for Public Assistance

RSM Recovery Scoping Meeting

RSP Regular Services Program

SAMHSA Substance Abuse and Mental Health Services Administration

SCO State Coordinating Officer

SFHA Special Flood Hazard Area

SMP State Mitigation Plan

SOW Statement of Work

TSA Transitional Sheltering Assistance

U.S.C. United States Code

FEMA New Recipients of Disaster Grants Guide

B-1

APPENDIX B: GLOSSARY

Access and Functional Needs. Provision of services and resources for people with

disabilities or access and functional needs.

Administrative options. FEMA requires state, territorial, and Indian tribal (tribal) governments

to complete an ONA Administrative Option Selection Form to establish the maximum amount

of assistance that may be awarded to eligible individuals. All Recipients must submit their

ONA selections to FEMA yearly, regardless of the administrative option selected. This

process requires an evaluation of a Recipient’s capacity to administer ONA and identifies

cost thresholds and item exemptions for certain categories of ONA.

Administrative Plan. Recipients must develop and submit to FEMA an administrative plan to

receive PA and HMGP funding. The administrative plan must describe how the Recipient

intends to use the grant funding. Recipients must have a current administrative plan for

each program approved by FEMA before they are able to receive PA or HMGP funds.

Advance Assistance. Advance assistance provides Recipients with resources to develop

mitigation strategies and obtain data to prioritize, select, and develop HMGP impacted

applications. Advance assistance, authorized by the Stafford Act (as amended), allows

advancement of up to 25-percent of the HMGP ceiling or $10 million, whichever is less, to

accelerate implementation of the HMGP.

Applicant. A non-federal entity that applies to be a Subrecipient of assistance under a

Recipient’s federal award (e.g., local government agency, housing authority, and private

nonprofit organizations).

Cost Share. An adjustment to the public assistance cost, with the authority to adjust residing

with the President. FEMA will recommend an increase in the federal share to not more than

90-percent for public assistance when a disaster is so extraordinary that actual federal

obligations under the Stafford Act, excluding administrative costs, meet or exceed a

qualifying threshold.

Data Universal Number System (DUNS). Recipients must obtain a DUNS number to receive

disaster assistance grant funding from FEMA. The DUNS number allows the Federal

Government to track the allocation of federal funds.

Declaration Award. The declaration request, once approved by the President, designates

disaster-impacted areas and establishes the incident period, the type of incident, the type(s)

of assistance available, and the federal cost share amount for the provision of requested

assistance, if applicable.

Direct Federal Assistance: When the impact of an incident is so severe that the state,

territorial, tribal, and local governments lack the capability to perform or contract eligible

FEMA New Recipients of Disaster Grants Guide

B-2

Emergency Work, the Recipient may request that the Federal Government provide this

assistance directly. FEMA may task another Federal agency to perform or contract the work

provided it is an eligible activity. FEMA issues a Mission Assignment to task the work and

refers to it as Direct Federal Assistance. FEMA cannot task work that another Federal

agency has its own authority to perform. Direct Federal Assistance has the same cost-share

provisions applicable to the declaration.

Disaster Grant Funding. Funding that authorizes FEMA disaster assistance grant programs

and results from a Presidential declaration.

Emergency Work: Emergency Work categories provide emergency assistance to save lives

and protect property.

Federal-State/Territory/Tribe Agreement (FSA/FTA). This agreement states the

understandings, commitments, and conditions for assistance under which FEMA disaster

assistance will be provided. The FSA/FTA imposes binding obligations on FEMA, states and

their local governments, tribes, and private nonprofit organizations within the states in the

form of conditions for assistance that are legally enforceable.

Hazard Mitigation Grant Program (HMGP). Assistance to state, territorial, tribal, and local

governments and certain private nonprofit organizations for actions taken to prevent or

reduce long-term risk to life and property from natural hazards.

Individual Assistance (IA). IA is provided by FEMA to individuals and families who have

sustained losses because of disasters. This type of assistance comes in the form of housing

assistance and other needs assistance, such as medical and dental expenses, funeral

costs, or clothing.

Individual Household Program (IHP). IHP provides financial and direct services to eligible

individuals and households affected by a disaster who have uninsured or underinsured

necessary expenses and serious needs. IHP is intended to meet the survivor’s basic needs

and supplement disaster recovery efforts. FEMA provides two types of IHP assistance: other

needs assistance (ONA) and housing assistance.

Large Project. A project for which the final obligated (federal and non-federal) amount is

greater than the annually adjusted cost threshold for small project grants.

Mitigation Plan. The plan that Recipients must have in place before receiving disaster grant

program funding for HMGP or the Permanent Work categories of PA. The Mitigation Plan

requirement encourages Recipients to engage in hazard mitigation planning to identify risks

and vulnerabilities associated with natural disasters and to develop long-term strategies for

protecting people and property against future hazards.

FEMA New Recipients of Disaster Grants Guide

B-3

Payment Management System. The direct deposit account system that Recipients must

have to access federal funds. Recipients must submit a written request to the RA to

establish an account, including completing a Direct Deposit Form SF-1199A.

Permanent Work. Permanent Work categories assist with permanently restoring community

infrastructure affected by a declared incident.

Pre-Disaster Mitigation (PDM) Grant Program. FEMA’s PDM Grant Program is designed to

assist Recipients implement a sustained pre-disaster natural hazard mitigation program to

reduce overall risk to the population and structures from future hazard events, while also

reducing reliance on federal funding in future disasters.

Presidential Disaster Declaration. A declaration by the President, including major disaster

and emergency, that allows for the different levels of government to request federal

assistance.

Public Assistance (PA). A grant program provided by FEMA that provides federal assistance

to government organizations and certain private nonprofit organizations following a

Presidential disaster declaration.

Recipient. A non-federal entity that receives an award from a federal agency (e.g., state,

territorial, or tribal government) to carry out an activity under a federal program.

Small Project. A project for which the final obligated (federal and non-federal) amount is less

than the annually adjusted cost threshold for small project grants.

Subrecipient. An Applicant that receives a sub-award from a Recipient to carry out part of a

federal program.

Tribal Chief Executive. The person who is the chief, chair, chairman, chairwoman, governor,

president, or similar executive official of a tribal government.

FEMA New Recipients of Disaster Grants Guide

B-4

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FEMA New Recipients of Disaster Grants Guide

C-1

APPENDIX C: AUTHORITIES AND FOUNDATIONAL

DOCUMENTS

Robert T. Stafford Disaster Relief and Emergency Assistance

Act (Public Law 93-288, as amended, 42 U.S.C. 5121-5207)

The Stafford Act, signed into law on November 23, 1988, amended the Disaster Relief Act of

1974 (Public Law 93-288). The Stafford Act constitutes the statutory authority by which the

Federal Government provides disaster and emergency assistance to state, territorial, and

local governments; tribal nations; eligible private nonprofit organizations; and individuals

affected by a declared major disaster or emergency. The Stafford Act covers all hazards,

including natural disasters and terrorist events. The Stafford Act is the primary law governing

all new Recipient requests for federal assistance.

Title 2 Code of Federal Regulations (CFR) § 200

2 CFR § 200 is an Office of Management and Budget (OMB) reform of regulations that apply

to federal financial assistance, streamlining the language from eight existing OMB circulars

into one consolidated set of guidance in the Code of Federal Regulations. 2 CFR § 200

provides guidance on the administrative aspects of federal grants (e.g. how grants are

awarded, managed, audited, and closed-out).

Title 44 CFR §§ 201 and 206

44 CFR §§ 201 and 206 contain requirements and procedures to implement hazard

mitigation planning provisions and federal disaster assistance under the Stafford Act.

Tribal Declarations Pilot Guidance, January 2017

The Tribal Declarations Pilot Guidance, released January 10, 2017, describes the process

which tribal governments will use to request Stafford Act declarations and the criteria FEMA

will use to evaluate direct tribal declaration requests and make recommendations to the

President. The Tribal Declarations Pilot Guidance is a culmination of over 3 years of tribal

consultation and development of a Stafford Act declarations process specifically for tribal

nations. The Tribal Declarations Pilot Guidance incorporates key changes based on

comments FEMA received from tribes. The release of the Tribal Declarations Pilot Guidance

marks the official beginning of the pilot period for federally recognized tribal governments to

use the authority provided by the Stafford Act (as amended) to directly request a Presidential

FEMA New Recipients of Disaster Grants Guide

C-2

emergency or major disaster declaration in order to receive federal grant funds for IA, PA,

and HMGP.

FEMA Damage Assessment Operations Manual, April 2016

The Damage Assessment Operations Manual is part of a greater effort to provide a user-

friendly, streamlined post-disaster damage assessment process that builds on the existing

knowledge and expertise of state, territorial, or tribal governments and local partners to

identify damage after a natural or man-made disaster. The Damage Assessment Operations

Manual is aimed at clarifying FEMA damage assessment guidance, promoting standardized

information collection, and assisting in the development of requests for disaster grant

funding. The Damage Assessment Operations Manual will inform the damage assessment

processes and procedures that must be completed in order for new Recipients to receive

individual assistance grant funding.

FEMA National Disaster Recovery Framework (Second

Edition), June 2016

The National Disaster Recovery Framework is a guide that enables effective recovery

support to disaster-impacted states, territories, tribes, and local jurisdictions. The National

Disaster Recovery Framework provides a flexible structure that enables disaster recovery

managers to operate in a unified and collaborative manner; it focuses on how best to

restore, redevelop and revitalize the health, social, economic, natural, and environmental

fabric of the community and build a more resilient nation.

FEMA Individual Assistance Program and Policy Guide, March

2019

The Individual Assistance Program and Policy Guide (IAPPG) combines all IA policy into a

single volume and provides an overview of the IA Program implementation process with links

to other publications and documents that provide additional process details, requirements,

and deadlines outlined in Chapter 7: New Recipient Checklist.

FEMA Public Assistance Program and Policy Guide, April

2018

The Public Assistance Program and Policy Guide (PAPPG) combines all PA policy into a single

volume and provides an overview of the PA Program implementation process with links to

other publications and documents that provide additional process details, requirements,

and deadlines outlined in Chapter 7: New Recipient Checklist.

FEMA New Recipients of Disaster Grants Guide

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FEMA Hazard Mitigation Assistance Guidance, February 2015

The Hazard Mitigation Assistance (HMA) Guidance is a comprehensive document that

details the specific criteria of the three Hazard Mitigation Assistance (HMA) programs

(Hazard Mitigation Grant Program, Flood Mitigation Assistance, and Pre-Disaster Mitigation

Grant Program). The HMA Guidance consolidates the common requirements for all HMA

programs and explains the unique elements of the programs. Additionally, the HMA

Guidance provides information for federal, state, and territorial governments; federally

recognized tribes; and local officials on how to apply for and manage HMA funding for a

mitigation project, as outlined in Chapter 7: New Recipient Checklist.

State Mitigation Plan Review Guide, FP 302-094-2, March

2015

The State Mitigation Plan Review Guide is FEMA’s official policy on and interpretation of the

requirements for state standard and enhanced mitigation planning found at 44 Code of

Federal Regulations (CFR) § 201, “Mitigation Planning.” The intended use of the State

Mitigation Plan Review Guide is to facilitate consistent evaluation and approval of State

Mitigation Plans (SMP), as well as to facilitate state compliance with the mitigation planning

requirements when updating plans.

Tribal Mitigation Plan Review Guide, FP 306-112-1,

December 2017

The Tribal Mitigation Plan Review Guide is FEMA’s updated policy on and interpretation of

the requirements for tribal standard and enhanced mitigation planning found at 44 CFR §

201, “Mitigation Planning.” The intended use of the Guide is to facilitate consistent

evaluation and approval of tribal mitigation plans, as well as to facilitate compliance with the

mitigation planning requirements when developing or updating plans. The Tribal Mitigation

Plan Review Guide became effective as FEMA’s official policy for FEMA Tribal Mitigation Plan

Review on December 5, 2018.

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FEMA New Recipients of Disaster Grants Guide

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APPENDIX D: REFERENCES

Table 8 provides a list of guidance documents applicable to each of FEMA’s disaster

assistance grant programs.

Table 8: FEMA Disaster Assistance Grant Programs Guidance References

Document Title

Summary

Public Assistance Program and

Policy Guide (PAPPG)

•

Provides an overview of the Public Assistance (PA) Program

implementation process with links to other publications and

documents that provide additional process details.

Public Assistance Donated

Resources Policy

• Authorizes Applicants to apply the value of donated

resources used during the performance of eligible

Permanent Work toward the non-federal cost share of its

eligible Permanent Work projects.

Public Assistance

Administrative Plan Template

•

Provides a sample format for Recipients to use to develop

their Administrative Plan for PA.

Public Assistance Alternative

Procedures Pilot Guide for

Permanent Work

• Provides guidance to FEMA, Recipients, and Subrecipients

for implementing the alternative procedures for Permanent

Work.

Individual Assistance Program

and Policy Guide (IAPPG)

• Provides an overview of the Individual Assistance Program

with links to other publications and documents that provide

additional process details.

Crisis Counseling Assistance

and Training Program Toolkit

• Includes guides and training materials to help state,

territorial, and Indian tribal (tribal) governments apply for

and establish a Crisis Counseling Assistance and Training

Program.

Personal Assistance Services

Frequently Asked Questions

• Provides answers to frequent Recipient questions on

personal assistance service contracts.

Hazard Mitigation Assistance

Guidance (HMA Guidance)

•

Provides an overview of the Hazard Mitigation Assistance

programs, including the Hazard Mitigation Grant Program,

with links to other publication and documents that provide

additional process details.

Hazard Mitigation Planning

Process

• Describes the general process to develop or update a

hazard mitigation plan.

Tribal Mitigation Plan Review

Guide

•

Facilitates consistent evaluation and approval of tribal

Mitigation Plans, as well as to facilitate compliance with the

mitigation planning requirements when developing or

updating plans.

Hazard Mitigation Planning

Frequently Asked Questions

• Provides answers to frequent Recipient questions on hazard

mitigation planning.

Fire Management Assistance

Grant Program Guide

• Describes the FMAG program basic provisions, application

procedures, and other related program guidance.

Community Recovery

Management Toolkit (CRMT)

•

Compilation of guidance, case studies, tools, and training to

assist local communities to manage long-term recovery post-

disaster.

State Mitigation Plan Review

Guide

•

FEMA’s official policy on and interpretation of natural hazard

mitigation planning requirements.

FEMA New Recipients of Disaster Grants Guide

D-2

Document Title

Summary

Restrictions on Grant

Obligations to State, Tribal and

Local Governments without a

FEMA-Approved Mitigation Plan

• Describes the implications to state, tribal, and local

governments that do not have a FEMA-approved hazard

mitigation plan relative to receiving assistance under eligible

FEMA grant programs.

MT-PL#1: Disaster Declaration

Procedures After May 1, 2005

for States Without an Approved

State Mitigation Plan

• Guidance for FEMA regional offices and Federal

Coordinating Officers on procedures for processing requests

for major disaster declarations

from states and territories

that do not have

a FEMA-approved State Mitigation Plan

(SMP).

MT-PL #1A: Implementation

Procedures for States,

Territories, & Indian Tribal

Governments Without

Approved State Mitigation Plan

• Supplemental guidance to MT-PL #1 that applies to major

disaster declarations and fire management assistance

declarations for all state, territorial, and tribal governments

that do not have an approved SMP, including state-level

plans for tribes.

Table 9 provides a list of forms and Websites applicable to each of FEMA’s disaster assistance grant

programs.

Table 9: FEMA Disaster Assistance Grant Programs Form References

Form/Website Title

Purpose

Direct Deposit Form (SF-

1199A)

•

Complete to sign up for direct deposit to receive federal

disaster grant funds.

Individuals and Households -

Other Needs Assistance

Administrative Option Selection

Form (FF 010-1-11)

• Complete and submit to indicate Other Needs Assistance

administrative option selections.

Application for Federal

Assistance (SF-424)

•

Standard form that all Applicants must complete to apply for

federal funding.

SF-424D/OMB Number 4040-

0009

• Accompanies the application for federal assistance for

Public Assistance (PA) and Hazard Mitigation Grant

Programs.

• Provides assurances for construction projects or programs.

Request for Public Assistance

(FF 90-49)

• FEMA form used to request public assistance through the PA

Program.

Resource Request Form (FF

010-0-7)

•

FEMA form used to request resources.

Federal Financial Report (SF-

425)

• Standard form that all Recipients must complete to report

on financial status for disaster grants.

Data Universtal Number

System (DUNS) Number

Search/Request

•

Dun and Bradstreet site to search for existing DUNS number

or to register for new DUNS number.

Payment Management System

Program Support System

•

Access to payment management system to manage disaster

grant funds.