In past events, applicants have had difficulties in creating, maintaining, and providing all required documentation for Category B reimbursement. Documentation requirements vary between activities. The below three conditions are typical requirements for Category B expenses:
The existence of certain policies is a requirement before an event. Such policies include:
Applicants must abide by these policies. The payment policy cannot state that overtime is allowed only when there is a Federal declaration.
PAYROLL TIME KEEPING
For any Category B expense, applicants must tie all costs to an eligible activity. This applies to the time claimed for staff performing an eligible Category B activity. Applicants must provide an activity log (214/Daily), comments, etc. that illustrates what employees were doing during the time claimed by the applicant. Those activity logs or comments need to show that the employees were performing eligible Category B activities, i.e. working in EOC responding, operating a generator, etc.
Non-compliance with federal procurement requirements remains a leading cause, nationwide, of deobligations and eligibility issues related to costs. Limited circumstances exist under which there are exceptions to noncompetitive procurement requirements. Relevant to this event is the exception that exists due to emergency or exigent circumstances. If circumstances are of such severity and magnitude that they prevent the undertaking of a procurement action, then strict adherence to these regulations is not required so long as the emergency or exigent circumstances exist. If the governmental entity is not going to use a competitive process to purchase goods and services, they need to document the reason, and for emergency and exigency circumstances, the date those circumstances started and ended.