Scope of Eligible Work and Costs.

Document all work performed and costs incurred. All affected entities should document work performed (including paid and volunteer assistance) and costs incurred (including copies of all receipts and time logs). Consider COST CODES for all Covid-19 supplies, specific Covid-19 contracts, labor and equipment and any unbudgeted expense related to Covid-19
These records can support ALL FEDERAL ASSISTANCE claims and will be required to support claims to FEMA or HHS or any other State or Federal Agency for additional assistance.

Scope of Eligible Work and Costs.
Presently, there is little information regarding the scope of actions and funding that is contemplated under the nationwide declaration. FEMA's Declaration Fact Sheet, available here, states only that "eligible emergency protective measures taken to respond to the COVID-19 emergency at the direction or guidance of public health officials may be reimbursed under Category B of the agency's Public Assistance program." The individual state declarations confirm this and note expressly that the Individual Assistance Program has not yet been authorized.

Emergency protective measures includes activities that must be done immediately to save lives,protect public health and safety, protect improved property, and eliminate or lessen the immediate threat of additional damage, and can include costs associated with overtime and sick leave for permanent employees and straight time and overtime associated with temporary employees, transporting and pre-positioning equipment, purchasing equipment and supplies providing essential commodities,evacuating and sheltering individuals, and providing medical care and transport. Emergency protective measures eligibility can be more restrictive for private non-profit organizations than for governmental entities. However,the Stafford Act has rarely been used for pandemics and there may be repeated changes to eligibility criteria as different types of emergency measures to save lives, protect public health and safety, and eliminates or lessen the immediate threat of additional damage (such as temperature screening, building access control, decontamination, and other virus-specific actions) are undertaken by governments and private non-profit organizations.

Traditional Category B Costs. FEMA's guidance regarding the work and costs traditionally considered as eligible Category B work provides some insight into the type of funding that may be provided to eligible entities under the COVID-19 declaration. This may include work to slow transmission of the virus through isolation and treatment of patients who have contracted the virus, and through quarantine and social distancing measures. Eligible work may also include communications about public health risks, social distancing, and how to get tested for the virus. It may also include enforcement of social distancing measures (e.g., through activation of the national guard to enforce/administer gubernatorial orders closing schools, bars, restaurants, concerts, museums, and the like), construction of tent testing sites and tent systems to expand the capacity of hospitals, disinfection of facilities contaminated with the virus, and where necessary, delivery of food and medical supplies to those denied freedom of movement by public health orders. We expect FEMA to provide some guidance specifically targeted at COVID-19 response.

Increased Operating Expenses and Loss of Income.
The social distancing measures needed to slow transmission of COVID-19 will substantially reduce economic activity and employment in at least the short run. For many state and local governments and non-profits eligible to receive grants from FEMA, this will result insubstantial losses in fee and tax revenue. FEMA's PA Program generally does not fund "increased operating expenses" or lost revenue from reduced fees or taxes generated from economic activity. These impacts will be addressed at least partially by additional federal legislation. MORE ON THIS SUBJECT LATER

Force Account Labor

❖ Employees (full time, parttime, volunteers): Name, job title, date(s) worked, hours worked per day(regular and overtime), hourly wages, and total cost incurred. Labor rates include actual wages paid plus fringe benefits paid or credited. Contact Personnel or CFO for updated fringe rates. Supporting documentation includes copies of employees’ timesheets and departmental overtime policies.

Force Account Equipment

❖ Equipment details: Year, Make,Model, HP, and capacity.

❖ Equipment deployment: Date(s)used, operators name(s), hours used per day, FEMA equipment rate, and totalcost incurred.

Refer to the FEMA Equipment Rate tab in the OEM PW Workbookor FEMA’s website ( for updated pricing information. Equipment standby and idle time are ineligible and should be excluded from the PW Workbook. Supporting documentation includes equipment logs and timesheets for personnel assigned to the piece of equipment.

Force Account Materials

❖ Description of materials, unitprice, quantity used, and total cost incurred.

Eligible materials may be taken from existing stockpiles or purchased specifically for the disaster. Department’s must provide copies of invoices to support pricing. If invoices are unavailable, departments must contact area vendors to identify a price point. Proof of payment, once complete, must be provided for reimbursement. Supporting documentation includes invoices and/or purchase orders.

Rental Equipment

❖ Description of equipment rented, quantity, and total cost incurred.

Supply a copy of the rental agreement to support the equipment claim. Proof of payment, once complete, must be provided for reimbursement. Supporting documentation includes copies of rental and/or lease agreements.


❖ Description of service and total cost incurred.

Contracts must be of reasonable cost, selected through competitive bid process, and comply with local, state, and federal procurement standards. Proof of payment, once complete, must be provided for reimbursement. Supporting documentation includes copies of signed contract documents including bid documentation and/or mutual aid agreements


Hover over document below to display Adobe toolbar for bookmarks on left or print or download or Open in New Tab

Hover over document below to display Adobe toolbar to print or download or Open in New Tab


This website  is intended as a national source of information about the coronavirus (COVID-19) and the delivery of  financial recovery services. It includes resources on eligibility, procurement, grant management delivery, and issues related to various Federal Programs currently supporting Covid-19 financial recovery for governments and non-profits. This website is not affiliated or endorsed or sponsored  by  FEMA  or any other Federal grant program. The information provided in various webpage documents is derived largely from Federal  published materials. In general, under section 105 of the Copyright Act, such works are not entitled to domestic copyright protection under U.S. law and are therefore in the public domain.  The goal is to help navigate the various Federal websites and summarize grant information and requirements. It does not constitute legal advice or grant management advise and is provided for general informational purposes only. Only the Federal Agency responsible for grants can make determinations on eligibility and grant amounts. You should consult with your professional services advisors and State and Federal Grant Coordinators for more detailed guidance on specific Covid-19 financial recovery issues.

Please review the Terms of Use and Disclaimers and your continued use confirms your acceptance