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FEMA Public Assistance Grant Program
FEMA has implemented a streamlined project application process for COVID-19 cost recovery. This process eases the burden for organizations providing services during this crisis. Supporting documentation (see below) is still required.
Webinar: cost reimbursement for public COVID-19 vaccination campaigns
How to submit an application
Complete and submit this project application online in the FEMA Public Assistance Grants Portal. FEMA will not accept paper submissions of this project application. The application is being provided to applicants and recipients in paper form here to provide guidance on what information FEMA will require from applicants if they seek reimbursement for COVID-19 related activities.
Download public assistance application
For training on how to use the grants portal and the COVID-19 streamlined project application, register for a free webinar. How to access: sign in to your account or register to request an account for your organization.
Please refer to the FEMA Public Assistance Program and Policy Guide for detailed guidance on eligibility, cost reimbursement and documentation requirements. The guide contains examples of 911 and EMS costs that may be reimbursed. Refer to the FEMA public assistance application for more information.
Supporting documentation
Documenting your COVID-19 cost recovery is as easy as ...
- Incident action plan.
- Emergency plan.
- ICS Form 202.
- ICS Form 204.
- Incident logs or reports.
- ICS Form 214.
- Payroll records and policies.
- Collective bargaining agreement.
- Inventory lists.
- Receipts.
Incident Command System forms
A submission request for public assistance must provide complete and accurate documentation of expenses and usage. This includes standardized Incident Command System (ICS) forms, Public Assistance Grant forms, verifiable receipts, personnel cost sheets and apparatus sheets (type, size, etc.). Some basic forms to use include:
- ICS Form 202, Incident Objectives.
- ICS Form 204, Assignment List.
- ICS Form 214, Activity Log, for all involved units and personnel.
Tools for tracking costs, inventory and supplies
Many fire and EMS organizations don’t take advantage of funding opportunities related to federally declared emergencies and disasters because they believe that the reporting requirements are difficult and that record keeping is time consuming.
To help, the USFA has developed simple Excel worksheets to assist you with tracking costs related to COVID-19 response and recovery. They can also help with inventory control and supply reordering. The worksheets capture common reimbursable costs as they are expended and you can customize them as needed.
Disaster response cost recovery workbook
Use these worksheets to track incidents and their combined personnel, equipment and materials costs.
PPE burn rate calculator
Use these worksheets to track how quickly PPE is used at your facility.
Minimum documentation: completion examples
Additional documents for departments providing fire service and/or EMS
- Career (100%), government-operated
- Shift records (payroll), pay policy, incident logs, and receipts for purchases and rental equipment.
- Career and volunteer (combination)
- Shift records (payroll), pay policy, incident logs, and receipts for purchases and rental equipment.
- Volunteer (100%)
- Receipts for purchases and rental equipment.
- Private, Not for Profit (PNP) and For Profit organizations
- Applications are submitted through the jurisdiction serviced. Additional documents include supporting plans, assignments, activities and shift records (payroll), pay policy, receipts for purchases and rental equipment, and a copy of the service agreement/contract with the jurisdiction.