TDEM Reimbursement Process for TIFMAS Deployments · Texas Department of Public Safety TDEM...
Transcript of TDEM Reimbursement Process for TIFMAS Deployments · Texas Department of Public Safety TDEM...
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Texas Department of Public Safety
TDEM Reimbursement Process for TIFMAS Deployments
Quenya Evans, Emergency Finance Section Coordinator
And
Robin Sheard, Regional Disaster Finance Coordinator
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Texas Department of Public Safety
Presentation Overview
• Introductions
• TDEM Reimbursement Timeline
• What can you do to assist your department in the reimbursement process
• TDEM Reimbursement Assistance Contact Information
• Questions
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Texas Department of Public Safety
TDEM Reimbursement Timeline
• Fire Departments should submit the reimbursement request and back-up documentation within 45 days of their demobilization date.
• A second submission will be accepted when delays such as overtime payroll, equipment repair, equipment replacement, etc. necessitate the delay.
• TDEM will reimburse the department within 45 days of receiving the complete reimbursement request with all supporting documentation.
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Texas Department of Public Safety
What can you do to assist your department in the reimbursement
process?
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Texas Department of Public Safety
Reimbursement Categories• Force Account Labor
– For both deployed and backfill personnel
• Travel
• Force Account Equipment
• Materials
• Rented Equipment
• Contracts
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Texas Department of Public Safety
Force Account Labor
• Ensure all Crew Time Reports (CTRs) and/or Unit Logs are turned in after the deployment ends
• Supervisors ensure all hours worked are documented on timesheets for both deployed and backfill personnel
• Maintain copies of Resource Orders
– Approved mobilization/demobilization orders– Approved State of Texas Assistance Request (STAR)
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Texas Department of Public Safety
Force Account Labor Documentation
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Texas Department of Public Safety
Mandatory 30 –minute breaks should be noted here
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Texas Department of Public Safety
Travel
• Ensure all receipts are kept and turned in after the deployment ends
• Ensure employee receives reimbursement for any out of pocket eligible travel costs
• Any purchases of group meals require list of names & departments of those fed with each meal purchase
• Follow your department/jurisdictions written travel policy
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Texas Department of Public Safety
Travel Documentation
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Texas Department of Public Safety
Force Account Equipment
• Document personnel assigned to each piece of equipment
• Maintain copies of Resource Orders– Approved mobilization/demobilization orders to
included original and any revised orders– Approved State of Texas Assistance Request (STAR)
• Document any damages to equipment thoroughly to include damage report, photographs and any insurance information
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Texas Department of Public Safety
Force Account Equipment Documentation
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Texas Department of Public Safety
Summary
• Document Document Document
• Always keep TFS informed of any changes to personnel and equipment
• Maintain any resource/equipment orders received to mobilize/demobilize
• Ensure person completing reimbursement submission has access to needed documents
• Never hesitate to contact TDEM for assistance or questions
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Texas Department of Public Safety
TDEM Assistance Contact Information
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Texas Department of Public Safety
State Disaster Reimbursement Services
• TDEM State Disaster Reimbursement Services main contact line: 512-424-7607
• TDEM State Disaster Reimbursement Services main email: [email protected]
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Texas Department of Public Safety
Contact Information
Quenya EvansEmergency Finance Section
PH: 512-424-2288PH: 512-954-3274
Robin SheardRegional Disaster Finance Coordinator
State [email protected]
PH: 512-424-7815PH: 737-703-8194
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Texas Department of Public Safety
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Texas Department of Public Safety
Questions?...