Loss Measurement: A careful approach will ensure a successful

2 D I SAS T E R R ECOVE RY TODAY.COM operations and allowing a Subrecipient sufficient time to procure such services in accordance with FEMA policy found in Part 200 of 2 CFR. While FEMA is generally more flexible during the emergency period, the Subrecipients’ costs are often challenged as a result of inappropriate contracting methods and/or costs that appear unreasonable. Regardless of who performs these activities, it is imperative to keep accurate records from the very beginning. If a contractor is being used, they should be monitored to ensure they are performing within contract parameters. If staff is being used, they need to consistently document what they are doing, where they are doing it and for how long. While these measures may appear onerous, they are necessary for a successful financial recovery. Along with accurate records, Subrecipients need to make a photo diary of the ongoing response. Whether video or stills, this method of record-keeping will become vital in proving the need for what was done, along with proof of an item’s existence that may have been thrown away. As a rule of thumb, all activities should be photographed before, during and after the disaster as part of the documentation. or even months after an event is not only frustrating but may not fulfill requirements of the insurers or FEMA. With this in mind, we will discuss each portion of the recovery and the proper techniques for estimating and/or documenting the loss. We will focus on major loss elements including those that are not considered directly eligible for FEMA funding since they are insured. We will also discuss the calculations that will be made to allocate insurance proceeds, to ensure that reductions are only made on that insurance that corresponds to FEMA eligible losses. Emergency Costs Emergency Costs are the first to be incurred and generally the first to be reimbursed. Activities ranging from damage prevention to emergency cleanup are handled quickly and generally without regard to record-keeping. When possible, an organization can prepare for these costs during the emergency planning phase by preselecting contractors to perform specific activities such as clean-up and debris removal. This approach serves multiple purposes by allowing the costs to be captured and invoiced by the contractor, freeing staff to focus on day-to-day “As a rule of thumb, all activities should be photographed before, during and after the disaster as part of the documentation.”

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