I.            PURPOSE

This directive establishes policy and prescribes procedures for reimbursements to the Agency for supporting Emergency Support Function (ESF) #11 – Agriculture and Natural Resources Annex, when the Federal Emergency Management Agency (FEMA), Department of Homeland Security activates ESF #11.

II.            (RESERVED)

III.            (RESERVED)

IV.            REFERENCES

44 CFR, Part 206 Public Law (PL) 93-288, Robert T. Stafford Disaster Relief and Emergency Assistance Act (42 U.S.C. 5121 et seq)
FSIS Directive 3530.4, Time and Attendance Reporting
FSIS Directive 3800.1, Temporary Duty Travel Within CONUS
FSIS Directive 3800.2, Reimbursement for Use of Privately Owned Vehicles
FSIS Directive 3805.1, Travel Authorizations
FSIS Directive 3810.3, Travel Vouchers
FSIS Directive 3830.2, Government Travel Charge Card Program
FSIS Directive 4550.1, Travel Time Pay Entitlements Under Title 5, U.S. Code
FSIS Directive 4550.4, Premium Pay Under Title 5, U.S. Cod

Federal Travel Regulation
National Incident Management Systems
National Response Framework

V.            ABBREVIATIONS AND FORMS

The following appear in their shortened form in this directive:

AO                       Administrative Officer

APHIS                  Animal and Plant Health Inspection Service

ARF                     Action Request Form

BD                       Budget Division

DOI                      Department of the Interior

ESF                      Emergency Support Function

FEMA                  Federal Emergency Management Agency

FFIS                     Foundation Financial Information System

FMD                    Financial Management Division

FNS                      Food and Nutrition Service

FTR                      Federal Travel Regulation

JFO                       Joint Field Office

MA                       Mission Assignment

NIMS                   National Incident Management Systems

NRCC                  National Response Coordination Center

NRF                     National Response Framework

ODIFP                 Office of Data Integration and Food Protection

PSMA                  Pre-Scripted Mission Assignment

RMA                    Resource Management Analyst

RRCC                  Regional Response Coordination Center

T&A                     Time and Attendance Report

FSIS Time and Attendance Report

SF-1164, Claim for Reimbursement for Expenditures on Official Business

FEMA Form 90-129, Mission Assignment

FEMA Form 90-136, Action Request Form

VI.            POLICY

It is FSIS policy to:

A. Ensure the safety of the Nation’s supply of meat, poultry, and egg products.

B. Support ESF #11 functions as determined by FEMA based upon requests received from state, local, and tribal authorities.

C. Provide FSIS resources upon FEMA’s activation of the ESF #11 function at the NRCC, RRCC, JFO, or as otherwise directed.

D. Request reimbursement of incremental costs for personnel, services, and material directly related to the authorized relief efforts incurred solely as a result of FEMA tasking on an MA.

VII.            BACKGROUND

A. When the President declares a disaster or emergency and FEMA activates ESF #11, FSIS operates under PL 93-288 and its implementing instructions (NRF). The law provides for FEMA to coordinate the employment of Federal agencies and resources in support of state, local, and tribal authorities’ disaster relief efforts.

B. The Secretary of Homeland Security activates FEMA ESF #11 for incidents requiring a coordinated Federal response and the availability of support for one or more of these roles or functions. ESF #11 supports state, tribal, and local authorities, and other Federal agency efforts to:

1. Provide nutrition assistance (FNS).

2. Control and eradicate any outbreak of a highly contagious or economically devastating zoonotic (transmitted between animals and people) disease or an economically devastating plant pest or disease (APHIS).

3. Ensure the safety of the Nation’s supply of meat, poultry, and egg products (FSIS).

4. Protect natural and cultural resources and historic property resources (DOI).

5. Provide for the safety and well-being of household pets during an emergency response or evacuation situation (APHIS).

C. APHIS is USDA’s point of contact with FEMA for ESF #11 functions. APHIS coordinates staffing for the ESF #11 desk at the NRCC, RRCC, JFO, and other activities during an incident activation. ESF #11 consists of APHIS, FNS, and FSIS for USDA, and DOI. As the lead agency for USDA and ESF #11, APHIS coordinates the MA for reimbursement from FEMA for FSIS resources utilized by FEMA during an incident.

D. FSIS program areas have designated management personnel to assist with ESF #11 functions. Each designated employee is assigned to a team (normally from the 1st through the 15^th or the 16^th through the end of the month) and is expected to be available during an activation to support ESF #11 functions.

VIII.            DEFINITIONS

A. ESF #11 Activation. An operations order activating an individual or all ESFs for an incident. FEMA issues the order and requests ESF #11 desk coverage at the NRCC, RRCC, or JFO.

B. ESF #11 Deactivation. An operations order deactivating an individual or all ESFs for an incident.

C. Incident. A natural or manmade occurrence that requires a response to protect life or property (examples: major disasters, emergencies, terrorist attacks or threats, civil unrest, wildland and urban fires, floods, hazardous material spills, nuclear or aircraft accidents, earthquakes, hurricanes, tornadoes, tropical storms, tsunamis, war related disasters, public health and medical emergencies, and other occurrences requiring an emergency response).

D. JFO. A temporary Federal facility that provides a central location for the coordination of Federal, state, tribal, and local governments, private sector, and nongovernmental organizations primarily responsible for response and recovery. The JFO does not manage on-scene operations, but instead provides support to on-scene efforts and broader support operations that might extend beyond the incident site.

E. MA. A reimbursable work order issued by FEMA to another Federal agency directing the completion of a specific task and citing funding, other managerial controls, and guidance. An MA can be performed before or after a Presidential declaration of an emergency or major disaster.

F. NIMS. A system that provides a nationwide template enabling Federal, state, local, and tribal governments, private sector, and nongovernmental organizations to work together effectively and efficiently to prevent, prepare for, respond to, and recover from domestic incidents regardless of cause, size, or complexity.

G. NRCC. The primary operations management center and focal point for national resource coordination. (NOTE: The NRCC is located at FEMA headquarters.)

H. NRF. A structure that recognizes and incorporates the various jurisdictional and functional authorities of Federal departments and agencies; state, local, and tribal governments; and private sector organizations in domestic incident management. The NRF:

1. Establishes a comprehensive all-hazards approach to enhance the ability of the United States to manage domestic incidents.

2. Groups agencies into 15 ESFs, establishes common terminology, and incorporates best practices and procedures from incident management disciplines.

I. Operations Order. A FEMA document ordering the activation or deactivation of emergency operations for specific ESFs.

J. PSMA. An MA that assists Federal and state governments in planning and reducing the time it takes to deploy resources. PSMAs identify resources or capabilities of U.S. Government organizations that are commonly called upon during responses to incidents.

K. RRCC. An operations management center for regional emergency response coordination. The staff at FEMA’s 10 RRCCs support development of all-hazards operational plans and assist states and communities to become better prepared for emergencies.

L. Reimbursable Charges. Charges not normally incurred in the performance of regularly assigned duties (examples: hours beyond an employee’s normal work schedule and travel charges in accordance with the FTR).

IX.            WORK HOURS AND ACTIVITIES

A. Reimbursable. FEMA must approve an MA prior to FSIS incurring reimbursable charges. The following charges are reimbursable:

1. Reimbursable overtime (hours of work outside the employee’s normal work schedule). Employees must submit a daily report of overtime charged to the MA to the FSIS ESF #11 coordinator. (NOTE: Contact the FSIS ESF #11 coordinator at 202–690–6486 for guidance.)

2. Travel expenses in accordance with the FTR.

B. Nonreimbursable. The following charges are nonreimbursable:

1. Hours of work within the employee’s normal work schedule.

2. Travel expenses not in accordance with FTR allowances.

3. Charges incurred without an approved MA.

C. Other. Contact the FSIS ESF #11 coordinator with questions regarding reimbursement for other activities not listed in the directive.

I.            REQUESTS

A. The requesting party (example: a state):

1. Prepares the ARF to request specific assistance and forwards it for processing.

2. Provides clarification on inquiries about the ARF.

B. FEMA processes the ARF into an MA in accordance with FEMA’s internal procedures.

C. The staff assigned to the ESF #11 desk at the NRCC or RRCC:

1. Completes the statement of work for MAs not in the PSMA library and modifies the PSMAs as required.

2. Responds to inquiries from FEMA as needed to ensure the MA is completed.

II.            MISSION ASSIGNMENTS

A. There are three types of MAs:

1. Federal Operations Support. An MA requested by the Federal Government to support Federal operations. This MA consists of any resource provided to FEMA or responding Federal agencies when logistical or technical support is needed for their operations.

2. Technical Assistance. An expertise-based MA requested by and provided to state and local jurisdictions that have the resources but lack the knowledge and skills needed to perform the required activity. Technical assistance is not the same as a “technical assistance contract” used in FEMA’s public assistance and mitigation programs. Contact the FSIS ESF #11 coordinator for more information.

3. Directed Federal Assistance. A goods and service-based MA requested by and provided to affected state and local jurisdictions that lack the resources to provide specific types of disaster assistance, either because of the specialized nature of the assistance, or because of resource shortfalls. The state has the legal responsibility to provide vital goods and services to its citizens, but it can request that the Federal Government meet certain needs until the state can perform or contract for the work.

B. FEMA:

1. Initiates an operations order activation or deactivation.

2. Issues or amends original operation orders for activating any or all of the 15 ESFs.

3. Amends the original operation orders to deactivate any or all of the 15 ESFs or to close out the incident.

4. Processes funding for MAs in accordance with FEMA’s internal procedures.

III.            MA PROCESSING

A. The ESF #11 desk (NRCC, RRCC, and JFO) staff hand-carries, faxes, or e mails a copy of the MA document to the appropriate agency (examples: DOI, FSIS, FNS, APHIS) ESF #11 coordinator(s).

B. The USDA ESF #11 coordinator:

1. Ensures that DOI, FNS, and FSIS ESF #11 coordinators are immediately notified of an activation or deactivation.

2. Provides a copy of the original and any amendments to the operation orders to the DOI, FNS, and FSIS ESF #11 coordinators.

3. Responds to questions regarding operation orders.

C. The FSIS ESF #11 coordinator:

1. Ensures a copy is provided to FSIS personnel performing FEMA ESF #11 functions through the appropriate AO or RMA, and to the FMD and BD directors.

2. Responds to questions from individuals performing ESF #11 functions under the specific MA.

3. Ensures that ODIFP’s Deputy Assistant Administrator and the Emergency Response Staff director are notified of the activation or deactivation.

4. Responds to questions regarding the MA and operation orders.

D. FMD issues and annotates the accounting classification code on the MA and sends a copy to BD and the FSIS ESF #11 coordinator.

E. BD enters the MA into a tracking spreadsheet and forwards a copy to FMD to disseminate the assigned accounting classification code.

IV.            MA DOCUMENTATION AND REIMBURSEMENT

A. FSIS personnel assigned to the MA:

1. Documents the MA number and appropriate accounting classification code on each document supporting the reimbursable charges.

2. Completes the T&A using the appropriate overtime code, travel voucher, or SF-1164, Claim for Reimbursement for Expenditures on Official Business, and enters the MA number and appropriate accounting classification code.

3. Submits the T&A, travel voucher, or SF-1164 through normal channels for payment within 5 workdays of completing the reimbursable services or in accordance with Agency policies.

4. Forwards copies of the MA, T&A, travel voucher, or SF-1164 to the FSIS ESF #11 coordinator and respective AO or RMA within 5 workdays of completing the reimbursable services.

B. The FSIS ESF #11 coordinator:

1. Reviews the T&A, travel voucher, or SF-1164 for accuracy.

2. Requests corrections directly to the employee.

3. Forwards copies of the MA, T&A, travel voucher, or SF-1164 to BD within 5 workdays of receipt.

4. Responds to questions regarding the supporting documents.

C. BD:

1. Reviews the MA, T&A, travel voucher, or SF-1164 for accuracy, retains a file copy, and forwards a copy to FMD to issue an accounting classification code.

2. Takes appropriate actions to estimate the funding amount based on the MA and to make funding available in FFIS to allow for expenditures.

3. Enters the MA into a tracking spreadsheet.

4. Reconciles the billing amount with the supporting documents, ensuring that the billing amount and supporting documents agree and that the accounting classification code and MA number are listed on all supporting documents before submitting a billing request to FMD.

5. Prepares and submits to FMD a request to bill FEMA with all supporting documentation (examples: T&A and travel voucher) within 5 workdays after the end of the pay period.

6. Works with the FSIS ESF #11 coordinator to obtain any missing supporting documents needed for billings.

7. Maintains copies of the MA, T&A, travel voucher, and SF-1164 for 6 years.

8. Responds to questions regarding the documents, billings, and expenditure status of the MAs.

D. FMD:

1. Assigns an accounting classification code to each MA, coordinates the entry of the accounting classification code into the GovTrip and WebTA systems, and notifies BD and the FSIS ESF #11 coordinator of the accounting classification code to use on all payment documents pertaining to MA reimbursable costs within 5 workdays of receiving the MA.

2. Prepares and submits a bill to FEMA for the reimbursable charges within 5 workdays of receiving the request to bill from BD.

3. Reconciles the expenditures to be billed to the expenditure recorded against the assigned MA accounting classification code to ensure the billing amount has been expended properly in FFIS.

4. Works with the FSIS ESF #11 coordinator to make any necessary corrections for valid expenditures recorded to the incorrect accounting classification codes or vice versa for the correct MA accounting classification code. These corrections are made in the source systems (examples: GovTrip and WebTA) or through an accounting document entry.

5. Ensures proper entry of the billing and payment documents into FFIS.

6. Notifies BD and the FSIS ESF #11 coordinator that payment was received within 5 workdays of receipt.

7. Responds to questions regarding billings or payments received for MA reimbursable costs.

V.            ADDITIONAL INFORMATION

A. Refer to Attachment 2-1, ESF #11 Mission Assignment Fact Sheet, for facts about MAs.

B. Contact the FSIS ESF #11 coordinator with questions about Mas.

(Note: Download PDF for complete information)