DIRECT ADMININSTRATIVE COST INFORMATION …

1 DIRECT ADMININSTRATIVE cost . INFORMATION PACKAGE. fema . PUBLIC ASSISTANCE (PA) GRANTS. This package was prepared as an example of the DIRECT administrative costs that should be reimbursable under fema 's Public Assistance (PA) Grant Program. In fema 's PA Grant Program you, the applicant, are typically referred to as the "sub- grantee" while the State is referred to as the "grantee". As work is performed on the fema PA Grant projects it is critical that personnel who work on those projects properly track and describe their work. DIRECT Administrative Costs (DACs) must be charged to specific identified projects not to the disaster in general. In order to porpoerly track your DAC should identify specific projects as soon as possible after the disaster as possible but no more than two weeks following the date of the disaster. DAC are reimbursed by fema at the closeout of each specific project. Note: Always check the latest fema guidance documents for the most recent INFORMATION .

2 This package includes: Daily Time Summary DIRECT Administration cost Activity List 15-Minute Increment Daily Timesheet Daily Time Summary-Example PA Program Indirect and DIRECT Administrative Activity List Section 324: Management Costs and DIRECT Administrative Costs IQE Consultants LLC. Revised: 12/07/2012. DIRECT ADMINISTRATIVE cost -- Daily Time Summary Date of Work: Name: Title: PW # or Temp # Time Start Time Stop Hours Work Description INSTRUCTIONS : FILL OUT ONE SHEET PER DAY USE THE BEST FIT DESCRIPTIONS BELOW. MULTIPLE PW'S CAN BE DONE ON EACH SHEET. - Identifying and/or generating a list of damaged sites. - Discussing the need for immediate funding and/or collected supporting documentation. - Collecting damage data, invoices, estimates, and/or support documentation. - Reviewing and/or supporting the compliance of the project with Public Assistance financial requirements. - Documenting funding, scope of work, and/or other impacts resulting from mitigation, alternate, improved, or other funding requests.

3 - Visiting, surveying, and/or assessing sites. - Developing detailed site-specific damage description. - Developing the scope of work. - Estimating/quantified project costs, collected supporting documentation, and/or calculated allowable fringe rates. - Assembling and/or supporting requests from fema and the grantee related to an alternate project request. - Assembling and/or supporting requests from fema and the grantee related to an improved project request. - Producing and/or writing the project worksheet. - Justifying and developing an alternate project plan and/or additional activities directly related to an alternate project request. - Justifying and/or developing an alternate project plan and/or additional activities directly related to an improved project request. - Developing, requesting, transmitting, and/or processing documents to request all or portion of the allocated project award amount. - Assisting the grantee with assembling, transmitting, and/or developing final actual costs for grant closure related.

4 - Responding to grant review, inspection, and/or closure document requests from the State. - Adjusting and/or estimating cost over/under runs for the purpose of project closeout. - Supporting the development of a new version of the current project worksheet for the purpose of adjusting the project amount. - Closing-out project worksheet. Remember: Travel expenses related to any of the DIRECT administrative activities should be eligible for reimbursement. IQE Consultants LLC 2 of 5. DIRECT ADMINISTRATION cost ACTIVITY LIST. The following list the sub-grantee DIRECT administrative activities that are eligible for reimbursement under fema 's Public Assistance (PA) Grant Program. In order to be eligible the labor for these activities must be charged to a specific project. A complete listing of DIRECT and indirect activities can be found on fema 's "Public Assistance Program Indirect and DIRECT Administrative Activity List". Activities carried out to identify and generate a list of damaged sites for Project Listing Development Sub-Applicant Site Identification one specific project.

5 Activities to discuss the need for immediate funding and collect Immediate Needs supporting documentation for one specific project. Activities to collect damage data, invoices, estimates and support Data Collection & Dissemination documentation related to one specific project. Travel expenses related to one specific project for any of the DIRECT Travel & Expenses administrative activities listed in this phase. Activities to review or support the compliance of the project with Public Project Formulation Financial Compliance Reviews (PA). Assistance financial requirements for one specific project. Activities to document funding, scope of work, and other impacts Other Funding Anticipation resulting from mitigation, alternate, improved, or other funding requests for one specific project. Activities related to visiting, surveying, and assessing sites for one Site Visits specific project. Activities related to developing the detailed site-specific damage Project Description Development description component of one specific project worksheet.

6 Activities related to developing the scope of work component for one Project Scope Development specific project worksheet. Activities related to estimating/quantifying project costs, collecting Project cost Estimation &. supporting documentation, and calculating allowable fringe rates for one Documentation specific project. Alternate Site Project Request (if Activities to assemble and support requests from fema and the grantee warranted) related to an alternate project request for one specific project. Site Improvement Project Request (if Activities to assemble and support requests from fema and the grantee warranted) related to an improved project request for one specific project. Activities attributed to directly producing or writing the project PW Writing worksheet for one specific project. Travel expenses related to one specific project for any of the DIRECT Travel & Expenses administrative activities listed in this phase. IQE Consultants LLC 3 of 5.

7 DIRECT ADMINISTRATION cost ACTIVITY LIST. The following list the sub-grantee DIRECT administrative activities that are eligible for reimbursement under fema 's Public Assistance (PA) Grant Program. In order to be eligible the labor for these activities must be charged to a specific project. A complete listing of DIRECT and indirect activities can be found on fema 's "Public Assistance Program Indirect and DIRECT Administrative Activity List". Activities related to justifying and developing an alternate project plan Alternate Projects Development (if PW Processing and/or additional activities directly related to one specific alternate warranted). project request. Activities related to justifying and developing an alternate project plan Improved Projects Development (if and/or additional activities directly related to one specific improved warranted). project request. Travel expenses related to the processing of one specific project for any Travel & Expenses of the DIRECT administrative activities listed in this phase.

8 Activities related to developing, requesting, transmitting, and processing PW Management & Close-Out Project Payment Requests documents to request all or portion of the allocated project award amount for one specific project. Activities to assist the grantee with assembling, transmitting, and Project cost Reconciliations developing final actual costs for grant closure related to one specific project. Activities to respond to grant review, inspection, or closure document Project Inspection Request requests from the grantee for one specific project. Activities to adjust or estimate cost over/under runs for the purpose of Evaluating/Estimating cost Overruns project closeout for one specific project. Activities to support the development of a new version of the current Preparing PW Versions for cost project worksheet for the purpose of adjusting the project amount for one Adjustments specific project. Other Program management/Close-out Activities related to the close-out process of a one specific project Activities worksheet.

9 Travel expenses related to one specific project for any of the DIRECT Travel & Expenses administrative activities listed in this phase. IQE Consultants LLC 4 of 5. 15-Minute Increment Timesheet DATE: DATE: 7:00 AM 7:00 AM. 7:15 AM 7:15 AM. 7:30 AM 7:30 AM. 7:45 AM 7:45 AM. 8:00 AM 8:00 AM. 8:15 AM 8:15 AM. 8:30 AM 8:30 AM. 8:45 AM 8:45 AM. 9:00 AM 9:00 AM. 9:15 AM 9:15 AM. 9:30 AM 9:30 AM. 9:45 AM 9:45 AM. 10:00 AM 10:00 AM. 10:15 AM 10:15 AM. 10:30 AM 10:30 AM. 10:45 AM 10:45 AM. 11:00 AM 11:00 AM. 11:15 AM 11:15 AM. 11:30 AM 11:30 AM. 11:45 AM 11:45 AM. 12:00 PM 12:00 PM. 12:15 PM 12:15 PM. 12:30 PM 12:30 PM. 12:45 PM 12:45 PM. 1:00 PM 1:00 PM. 1:15 PM 1:15 PM. 1:30 PM 1:30 PM. 1:45 PM 1:45 PM. 2:00 PM 2:00 PM. 2:15 PM 2:15 PM. 2:30 PM 2:30 PM. 2:45 PM 2:45 PM. 3:00 PM 3:00 PM. 3:15 PM 3:15 PM. 3:30 PM 3:30 PM. 3:45 PM 3:45 PM. 4:00 PM 4:00 PM. 4:15 PM 4:15 PM. 4:30 PM 4:30 PM. 4:45 PM 4:45 PM. 5:00 PM 5:00 PM. 5:15 PM 5:15 PM. 5:30 PM 5:30 PM. 5:45 PM 5:45 PM.

10 6:00 PM 6:00 PM. 6:15 PM 6:15 PM. 6:30 PM 6:30 PM. 6:45 PM 6:45 PM. 7:00 PM 7:00 PM. IQE Consultants LLC. Public Assistance Program Indirect and DIRECT Administrative Activity List Indirect (I) /. Phase Administrative Task Administrative Activity Description Grantee / Sub-Grantee DIRECT (D). Applicant Briefing Activities related to attending and participating in the applicant's briefing for the overall program. I Grantee & Sub-Grantee Post Declaration RPA Submission and Activities related to the subgrantee's submission of its Request for Public Assistance (RPA) for the I Grantee & Sub-Grantee Activities Processing overall program. Any other activities related to general pre-award activities, including identifying and producing eligibility Other Pre-Award Activity I Grantee & Sub-Grantee and other critical documents. Sub-Applicant Site Activities carried out to identify and generate a list of damaged sites for one specific project. D Grantee & Sub-Grantee Identification Kick-Off Meeting Activities related to attending and participating in the applicant kick-off meeting for the overall program.