DISASTERRECOVERYTODAY. COM D I S A S T E R R E C O V E R Y T O D A Y • Contractor agreements: Explanations of how the contract was executed and the procurement method. If price was not competitively determined, an explanation of how the price was determined; Authorizations to perform the work by department head, legislative authority (council/ supervisors), or executive authority (manager/county administrator); • Correspondence with state/ FEMA; • Insurance information/ settlements; • Appeals information including engineering documents and explanations. This information does not have to be moved into a central filing system. Pieces can remain in specific departments, according to the organization’s procedures. Once the applicant has determined how to organize its files, it should designate a person to be responsible for administering the files. Tip #3: Keep a Project Narrative Prepare a timeline or narrative at project inception that succinctly describes the project from start to finish. Remember an auditor is not an engineer, project manager or building specialist. An auditor is geared toward a review of final numbers, not the repairs generating the numbers. The auditor’s task is to justify those numbers in relationship to the eligible work. The project narrative also provides a basis for those staff members faced with defending the project to the auditors, especially for those who were hired after the event and the project work took place. Tip #4: Organize Records According to Project Worksheet Summaries of eligible costs should be prepared for each PW. The categories included on the cost Contracted work invoices should include: Invoices (Sample 2) Rental Equipment Rental equipment invoices should include: • Vendor name • Type of equipment used • Usage rate • Total cost • Date and amounts paid • A handwritten description of the work for which the equipment was used and at what location it was used • Project/PW number Materials Materials invoices should include: • Vendor name • Type of material • Quantity • Unit price • Total price • Date purchased • Date(s) used • Used by • Site/location • Description of material usage • Project/PW number Timecards Timecard invoices should include: • Name of employee • Date, length of time and hours worked by the employee on PW-funded projects • Site work performed • Description of work performed including sufficient detail to tie the task to the scope of work set out in the PW • Project/PW number Equipment Usage Equipment usage logs should include: • Type of equipment • Work performed • Site • Employee using the equipment • Length of time used • Project/PW number Contracted Work • Contractor name • Amount of contract (or amount of progress billing to date) • Description of work performed • Dates worked by contractor • Scope of work • Location of work performed • Ideally the contractor should refer to the specific PW number • Where the contractor is performing work at sites covered by more than one PW, either separate invoices should be required or where one invoice is provided it should clearly segregate and cost the work for the separate PWs • Project/PW number
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