DISASTER RESPONSE REIMBURSEMENT FOR VDH Public Health Preparedness Summit Business Manager Breakout Session May 1, 2013 Presenters Beth Franklin, Director, VDH-Office of Financial Management Norma Marrin, Executive Advisor, VDH-Office of the Commissioner- Community Health Services

Disaster Reimbursement Process VDEM will ask the agency to provide an estimate of costs incurred. VDEM/FEMA notifies VDH which localities are included in the disaster declaration. Central Office will request health districts/offices to submit costs incurred along with required documentation. Central Office will work with VDEM and FEMA to compile and submit an agency Project Worksheet for eligible costs. Typically with a very short turnaround time. Estimated is used to determine the Commonwealth in general, meets the FEMA reimbursement threshold. Estimates and costs must be by locality. FEMA will determine which localities are covered by the disaster declaration and an eligible to submit claims. FEMA will also provide the disaster time period.

Insurance Coverage FEMA will only compensate for the deductible. Losses will be combined into one VDH claim and submitted by Central Office to Risk Management. Documentation required by Risk Management for claim includes: documentation of original purchased (i.e., invoice, purchase order, or packing slip which reflects cost per item), documentation of replacement purchase, documentation of loss (in the case of lost vaccines, need to provide documentation the temperatures exceeded the allowable limits and why). Material, Supplies and Equipment lost due to a declared disaster must be filed with Risk Management for insurance coverage prior to submission to FEMA. The deductible for agency vaccines lost during the June Dericho Wind storm was $5,000. For lost vaccines, you can only claim for reimbursement the vaccines replaced. For example, if you lost 4 doses of MMR but only replaced 2 doses, you request reimbursement for the 2 doses that were replaced. You must provide invoices or Pharmacy Order Processing Reports to document the replacement of the 2 doses.

Reimbursement for Equipment Deployed FEMA will reimburse for deployed equipment based on the type of equipment and run (usage) time: Equipment Make, Model, Horsepower/Capacity Hours operated Dates of Operation (Begin and End Dates) Time of Operation (Begin and End Time) Name of Equipment Operator Hours worked by and activities of equipment operator related to operation of deployed equipment. This includes generators, portable A/C units, and vehicles (agency, state or rental). Includes equipment loaned by VDH to Nursing Homes or similar facilities to protect health, life or safety of citizens (Emergency Protective Measure)

Reporting Equipment Used in Disaster Response

Reimbursement for Damaged Vaccines Insurance claim must be submitted to Risk Management as first source of cost recovery. Can only claim for reimbursement the vaccines replaced. Invoices or receipts for replacement vaccines are required to support all requests for reimbursement. Make sure the vaccine name on the Materials Summary form matches the vaccine name on the receipt/invoice. For example, if you lost 4 doses of MMR but only replaced 2 doses, you request reimbursement for the 2 doses that were replaced. You must provide invoices or Pharmacy Order Processing Reports to document the replacement of the 2 doses. Packing slips, purchase requisitions, etc will not meet the documentation needs.

Reporting Vaccine Loss

Other Materials and Supplies Items purchased or used to respond to a disaster event: Need receipt (must include quantity, unit cost and item description), Reason for the purchase, Locality where item was used to support response efforts. KEEP ALL DOCUMENTATION.

Other Materials and Supply Purchased/Used in Disaster Response

Labor Costs Track all hours worked in response to a disaster event by locality Only overtime is FEMA reimbursable Use the drop downs to complete the description of Disaster Activities Performed For staff time reported on the Labor Record form, you must identify the locality(s) the labor is supporting. FEMA declarations identify specific included localities. To be eligible for reimbursement, the labor must be in support of a locality included in the disaster declaration. While only OT is reimbursable but need to track all hours worked to calculate total agency costs FEMA will not reimburse for disaster planning time and local EOC participation. To provide some consistency in activities performed for reporting purposes we created a drop down menu of activities performed based on historical response efforts. The Descriptions of Disaster Activities Performed need to be a descriptive as possible so that we can explain to FEMA and VDEM our role in the response. If additional categories are needed, please let us know and we will update the form. Follow the policy regarding Emergency Compensation Policy – flex hours to the greatest extent possible.

VDH Disaster Response Labor Record

Reimbursable Administrative Activities Staff time to prepare preliminary cost estimates District/Office Staff time to collect and disseminate information Damage data (may include pictures) Invoices for purchases during the event Invoices/Documentation for replacement costs Travel costs if necessary to prepare support documentation Central Office Staff time to collate information for submission NO REIMBURSEMENT FOR PRE-EVENT PLANNING ACTIVITIES

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