Damage and Impact Information

• After initial grouping, FEMA separates sites or facilities into their own projects for the reasons in the table.
• For facilities needing design or studies, FEMA later amends the project with the facility’s scope of work and cost once the repair method is decided, rather than creating a separate project.
• Work items on the same facility may not be separated even if some are complete and others are not. Only a facility with all work complete is separated from one without.
• Private nonprofits should separate critical service facilities from non-critical ones so critical facility projects are not delayed by the SBA loan determination (see Chapter 3).
• All building code and floodplain management administration and enforcement activities (Category I, DRRA Section 1206) are grouped in one project.
• All grant management activities (Category Z, DRRA Section 1215 and the management costs policy) are grouped in one project.

Information that shows why a site should stand alone: its flood zone status, any expected environmental or historic issues, whether design or studies are needed, and whether all work on the facility is complete.

• FEMA initially groups damaged facilities by infrastructure sector (see table).
• Administrative and support facilities at a site go in the same project as the primary facility.
• You must list each damaged facility as a separate impact, whether primary or ancillary. FEMA uses the site identifier you provide to group them.
• Support facilities include buildings, sheds, restrooms, pumping stations, towers, contents, equipment, vehicles, fences, parking lots, access roads, signage, lighting, sidewalks, ditches, catch basins, piers, trails, pools and ball fields.
• For private nonprofits, not all support facilities are eligible (see Chapter 3).

An impact list that lists every damaged facility separately, primary and ancillary alike, with a site identifier so FEMA can group support facilities with their primary facility.

• FEMA, the recipient and the applicant work together to group impacts into projects in two steps: create groups by category of work and facility type, then identify sites or facilities that should be separate projects.
• Facilities under another federal agency’s authority, or ineligible for PA (for example, facilities not in use at the time of the incident), must not be put in a project. Withdraw them from the impact list, or FEMA will issue an ineligibility determination.
• Grouping should never be based on project size or grant administration considerations.

An impact list detailed enough for FEMA to sort each debris site and protective measure into the right group: where the debris was (public property, waterway, private or commercial property, private road) and whether a protective measure was on private property, involved construction or repairs, or was a temporary facility.

• Identify and report all incident-related impacts and damage within 60 days of attending the recovery scoping meeting.
• FEMA may extend the deadline if you request it with justification based on extenuating circumstances beyond your or the recipient’s control, for example an inaccessible site, or an area where FEMA approved more categories of work after the meeting.
• Inundated and submerged roads should not be assessed until flood waters recede and saturated soil dries out, so surface damage can be judged properly. If the water hasn’t receded by the deadline, FEMA may approve an extension for those sites.
• You must tell FEMA about roads flooded by closed basin flooding that may stay under water indefinitely (see Chapter 8).

The date of your recovery scoping meeting, the date you submitted the impact list, and for any extension, a written request with the justification and evidence (for example, photos or reports showing a site was still inaccessible or under water).

• List each damaged facility, each site with debris impacts, and each overarching emergency protective measure taken to address immediate threats to the public.
• Identify whether you are claiming management costs, or building code and floodplain management administration and enforcement work.
• List each item by location with a rough estimate of cost.
• Detailed descriptions, damaged components within a facility and final cost estimates are not required at this stage.
• FEMA does not use the impact list to determine the amount of assistance.

Your damage inventory with the eight required items for each site, plus photos and notes you gathered while identifying damage. FEMA does not use the rough costs to set your funding, so a reasonable estimate is enough at this stage.