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Cities of Dublin and Pleasanton | Disaster Debris Management Plan | 2022 <br />64 <br /> <br /> Small project threshold review <br /> Essential assistance <br /> Individual assistance factors <br /> Recommendations for reducing costs of future disasters <br /> <br />5.1.4 Other Funding Options <br />Public entities may be eligible for other federal assistance programs for disaster debris <br />management including: <br /> <br /> Federal Highway Administration Emergency Relief Program <br /> Natural Resources Conservation Commission Emergency Watershed Protection Program <br /> U.S. Department of Agriculture Farm Services Agency Emergency Programs <br /> <br />Each disaster assistance program has different documentation requirements. <br /> <br />5.2 Documentation <br /> <br />Accurate and complete cost tracking is critical to obtain assistance for disaster-related costs. <br />Emergency protective measures can be eligible for reimbursement. If the incident allows for warning, <br />public entities should begin tracking costs once the threat has been identified. If there is no warning, <br />public entities should begin tracking costs as soon as possible. Accounting best practices for <br />tracking costs includes the following: <br /> <br /> Identify a person that will be responsible for compiling disaster-related costs for the <br />jurisdiction. <br /> Establish a cost code for disaster-related costs ahead of time. <br /> Establish a file structure for each site where recovery work has been or will be performed. <br /> Maintain accurate disbursement and accounting records to document the work performed <br />and the cost incurred. <br /> Obtain and review applicable local, state, and federal policies and regulations. <br /> Document administrative costs. <br /> Begin compiling recovery project documentation, including: <br />- Executed contracts, bids, periods of performance, and locations worked <br />- Property insurance <br />- Donated resources (labor, equipment, and materials) <br />- Mutual aid – Mutual aid agreements must be in place before the disaster <br />- Force account labor <br />- Force account equipment <br />- Equipment rental agreements <br />- Fuel logs <br />- Materials including meals and gas purchases <br />- Description of damage <br />- Scope of work to be completed <br />- Photos of damage