Projects must be completed within the Regulatory deadlines. Applicants may submit a request in writing to the Recipient for consideration of a time extension.
FEMA works with the Recipient to assess Applicant capacity and complexity, as well as impacts and damage, and define operational staffing and resource needs.
FEMA works with the Recipient to engage and educate potential Applicants, prioritizing engagements with Applicants having complex projects or located in underserved communities. As soon as possible following the President’s declaration, the Recipient conducts Applicant briefings, where Applicants receive program orientation and learn about the online grants management system (Grants Portal). Applicants register for PA Grants Portal access and submit Requests for Public Assistance (RPA), which are then reviewed by the Recipient and FEMA for eligibility.
Once an RPA is approved, FEMA assigns the Applicant a Program Delivery Manager (PDMG) or supports the Applicant through the Direct Application process. The PDMG schedules a Recovery Scoping Meeting (RSM) to help the Applicant identify disaster impacts, recovery needs, and provides information about deadlines and next steps.
Applicants have 60 days from the Recovery Scoping Meeting to identify and report all disaster-related impacts to FEMA.
FEMA then works with the Applicant to finalize the list of impacts; logically group the impacts and associated damage and work into project applications; conduct site inspections to develop a detailed description of the incident-related damage and dimensions; and collect additional project information and documentation.
FEMA develops the damage description and dimensions (for work completed/fully documented projects only), scopes of work (if not provided by the Applicant), including hazard mitigation proposals, and costs for each project.
FEMA reviews and validates all documentation to ensure document integrity, quality assurance, and compliance with all laws and regulations including for duplication-of-benefits from insurance or other Federal Agencies.
FEMA reviews the project application to ensure completeness, eligibility, and compliance with all applicable laws, regulations, and policies on items such as contracting and FEMA Environmental and Historic Preservation (EHP).
Once FEMA approves the project, the Recipient reviews the project to ensure the Applicant has properly addressed all incident-related impacts, repair methods, and costs.
The Applicant then reviews the subgrant conditions included in the project application and signs in agreement to the funding terms, including requirements for reporting on project work progress and completion.
FEMA obligates funds to the Recipient based on the eligible total of an approved project. The Recipient then disburses funding to the Applicant.
The Applicant coordinates with the Recipient to provide FEMA with quarterly updates on the status of its projects.
The Applicant may submit an amendment request to change the scope of work or costs of a project or request additional time to complete the project. FEMA reviews all amendment and time extension requests for eligibility and compliance with EHP regulations.
The Applicant coordinates with the Recipient to formally close projects upon completion of work.
Once all Applicant projects are closed, the Recipient requests closeout for the Applicant. Once all Applicants are closed, FEMA and the Recipient work together to close the PA award for the entire disaster.