Page 369

Administrative Considerations

The local agency will be faced with other considerations. These include:

• How the need for extension of the D-SNAP will be assessed and request made, if warranted. • How information necessary for daily reports will be gathered. • How and by whom reports will be submitted. • How program operation will be assessed. • How adjustments to program operations will be made. • How to handle employee applications; it is recommended that specific supervisory personnel be designated to take and process employee applications.

Reimbursement of Expenses

The local agency should keep detailed records of expenses that may be submitted for reimbursement. During the most recent disaster, the criteria for reimbursement were:

• The expenditure must be the result of the declared disaster. • The expenditure must be a cost incurred for an activity for which the agency is directly responsible. • The expenditure must have been incurred within the locality’s jurisdiction. • The expenditure must be a cost incurred in excess of what the insurance covers.

Applicable disaster-related expenditures include overtime costs, food for staff, staff travel to additional work sites, staff lodging and any special equipment purchases. All reported expenditures must include all backup documentation. Documentation may include, but is not limited to receipts, timesheets, copies of purchase orders and warrant registers.

Appendix II 5 TRANSMITTAL #35

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Page 369

Official source

Administrative Considerations

The local agency will be faced with other considerations. These include:

• How the need for extension of the D-SNAP will be assessed and request made, if warranted. • How information necessary for daily reports will be gathered. • How and by whom reports will be submitted. • How program operation will be assessed. • How adjustments to program operations will be made. • How to handle employee applications; it is recommended that specific supervisory personnel be designated to take and process employee applications.

Reimbursement of Expenses

The local agency should keep detailed records of expenses that may be submitted for reimbursement. During the most recent disaster, the criteria for reimbursement were:

• The expenditure must be the result of the declared disaster. • The expenditure must be a cost incurred for an activity for which the agency is directly responsible. • The expenditure must have been incurred within the locality’s jurisdiction. • The expenditure must be a cost incurred in excess of what the insurance covers.

Applicable disaster-related expenditures include overtime costs, food for staff, staff travel to additional work sites, staff lodging and any special equipment purchases. All reported expenditures must include all backup documentation. Documentation may include, but is not limited to receipts, timesheets, copies of purchase orders and warrant registers.

Appendix II 5 TRANSMITTAL #35