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DOISupplement All‐HazardsIncidentBusinessManagement

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All-Hazards Supplement to the Interagency Incident Business

Management Handbook

September 2014

OfficeofEmergencyManagement&

OfficeofFinancialManagement

U.S.DepartmentoftheInterior(DOI)

DOl Supplement All-Hazards Incident Business Management

APPROVAL

This supplement establishes business management guidelines for the Department of the Interior’s(DOl’s) all-hazards incidents. Unless specifically notated in this supplement to the Interagency IncidentBusiness Management Handbook PMS-902 (IIBMH) or prohibited by agency policy, all business practicesaddressed in Chapters 10—80 of the IIBMH apply to DOl all-hazards incidents. An electronic version of theIIBMH is located at: http://www.nwcg.gov/pms/pubs/iibmh2/pms9O2 201208.pdf. An electronicversion of this handbook is located at: http://www.doi,gov/emergency/all-hazards-responders.cfm.

This supplement and the IIBMH establish intra- and interagency mechanisms for DOl involvement indomestic incident management operations. These mechanisms include coordinating structures andprocesses for incidents requiring agency support. The supplement is applicable to all DOl headquartersand field organizational components that may be required to provide assistance or conduct emergencyoperations in the context of actual or potential incidents.

Submitted by:_______________________________ Date:,. / _,,

Laurence I. BrounDirector, Office of Emergency Management

Submitted by: - Date:__________________

Douglas A. GlennDeputy Chief Financial Officer and Director, Office of Financial Management

Reviewed by:

________________________________

Date:

_______________________

Kim ThorsenDeputy Assistant Secretary fir Public Safety, Resource Protection and Emergency Services

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_____

Reviewed by: ii di Date: ‘ /21 1 ILl

Kristen SarriPrincipal Deputy ss t t Secretary for Policy, Management and Budget

Approved by:

________________________________

Date: 3. J La..Rhea SuhAssistant Secretary, Policy, Management and Budget


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DepartmentoftheInteriorAll‐HazardsSupplementtotheInteragency

IncidentBusinessManagementHandbook

This document provides direction for the Department of the Interior (DOI) and supplements theInteragencyBusinessManagementHandbook(IIBMH),PMS‐902.

ALL‐HAZARDSINCIDENTBUSINESSMANAGEMENT

SupplementNo: DOI‐01‐2014

EffectiveDate: 09/23/2014

Duration: Effectiveuntilsupersededorremoved

PostingInstructions:Supplementsarenumberedconsecutivelybychronologicalnumberandcalendaryear. Post by document; remove entire document and replace with this supplement. Retain thistransmittalasthefirstpageofthedocument.

NewDocument(s): DOI‐01‐2014 79 Pages,includingAppendicesSupersededDocument(s)byIssuanceNumber:

N/A N/A

Digest:

EstablishesthissupplementandtheIIBMHbyreferenceasthebusinesspracticeguidanceforallDOIall‐hazardsincidents.

Clarifiesguidanceregardingguaranteedhours,daysoff,standdowns,andresettinglengthofassignments.

Addressesbiweeklypayrolllimitationwaivers,requestingtemporary(1039)workhourwaivers,andthefullrangeofduties/categoriesforearninghazardpayandenvironmentaldifferentials.

Clarifiesrequestsforperdiemmealsandincidentalexpendituresandlodgingactualexpenses. Addressesacquisitionreportingrequirements,reliefavailableforimpactedunits,delegationof

procurementauthority,andsourcesofsupply. Clarifiestheuseofgovernmentpurchasedgasolineforprivatelyownedvehicles. Clarifiesall‐hazardspecificlanguageforprovidingfoodattheofficialdutystation. Addsinformationregardingthereturnand/ordisposalofpropertypurchasedonanincident. Providesgeneralinformationregardingthereimbursableitemsandreimbursementprocedures

forresponsesconductedundertheStaffordActthatutilizeFederalEmergencyManagementAgency(FEMA)MissionAssignments(MAs),OilPollutionActthatutilizePollutionRemovalFundingAuthorizations(PRFAs),andEconomyActthatutilizeReimbursableSupportAgreements(RSAs).


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CONTENTS

Approval...........................................................................................................................................................................................................1

0.0PURPOSE..................................................................................................................................................................................................6

0.1Authorities..........................................................................................................................................................................................6

0.2All‐HazardsDefinitions..................................................................................................................................................................8

10.0PAYPROVISIONS.............................................................................................................................................................................10

10.1CasualHiring................................................................................................................................................................................10

10.2GuaranteedHoursandStandDowns.................................................................................................................................11

10.3LengthofAssignmentandDaysOff....................................................................................................................................11

10.4ReimbursementofPayrollCosts..........................................................................................................................................12

10.5BiweeklyEarningLimitation.................................................................................................................................................12

10.6Temporary(1039)WorkHoursWaiver...........................................................................................................................13

10.7Overtime.........................................................................................................................................................................................14

10.8HazardPay....................................................................................................................................................................................14

10.9EnvironmentalDifferentials..................................................................................................................................................14

10.10FairLaborStandardsAct......................................................................................................................................................15

10.20COMPENSATIONFORILLNESS/INJURY.............................................................................................................................15

10.30TRAVEL.............................................................................................................................................................................................15

10.31ActualPerDiemExpensesWaivers(Lodging)............................................................................................................16

10.32ActualPerDiemExpensesWaivers(Mealsafter30days).....................................................................................16

10.33TDYwithin50milesofEmployees’DutyStation.......................................................................................................16

20.0ACQUISITION....................................................................................................................................................................................17

20.1AcquisitionReliefforUnitsImpactedbyEmergencyEvents...................................................................................17

20.2DelegationsofProcurementAuthority.............................................................................................................................18

20.3SourcesofSupply.......................................................................................................................................................................18

20.4GovernmentChargeCardsandConvenienceChecks..................................................................................................18

20.5PurchaseofFuelforPOVs.......................................................................................................................................................18

20.6ConditionstoProvideFoodatOfficialDutyStation....................................................................................................19

20.7ConditionstoProvideBottledWateratOfficialDutyStation..................................................................................20

20.8AwardsandAdvertisementstoCommunities................................................................................................................20

30.0PROPERTYMANAGEMENT.........................................................................................................................................................20

30.1PurchaseofAccountable/SensitiveProperty.................................................................................................................20

30.2ReturnofProperty.....................................................................................................................................................................20

40.0BUSINESSCOORDINATION.........................................................................................................................................................20

40.1IncidentInformationTechnologyCoordination............................................................................................................20

50.0COOPERATIVERELATIONS........................................................................................................................................................21


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50.1DepartmentLevelAgreements.............................................................................................................................................21

60.0ACCIDENTINVESTIGATION.......................................................................................................................................................21

60.1InitialNotificationofAccident..............................................................................................................................................21

60.2AccidentInvestigation..............................................................................................................................................................22

60.3AccidentReport...........................................................................................................................................................................22

70.0CLAIMS.................................................................................................................................................................................................22

70.1ClaimsProcessing.......................................................................................................................................................................22

80.0COSTACCOUNTING........................................................................................................................................................................23

80.1Anti‐DeficiencyActRequirementsandExceptions......................................................................................................23

90.0ALL‐HAZARDSINCIDENTS..........................................................................................................................................................24

90.10STAFFORDACTRESPONSEANDRECOVERYACTIONS(FEMAMissionAssignments)..................................24

90.11FEMAMissionAssignments................................................................................................................................................29

90.12FEMAMissionAssignmentSubtasking...........................................................................................................................29

90.13FEMAMissionAssignmentReimbursement................................................................................................................29

90.14FEMAMissionAssignmentCostsEligibleforReimbursement.............................................................................30

90.15FEMANegotiatedReimbursementItems......................................................................................................................31

90.16FEMAReimbursementProcedures..................................................................................................................................32

90.20OILPOLLUTIONACTRESPONSES(PollutionRemovalFundingAuthorizations)............................................32

90.21ThePollutionRemovalFundingAuthorization(PRFA)..........................................................................................34

90.22ExpectationsandAllowableCostsUnderaPRFA......................................................................................................36

90.23UnallowableCostsunderaPRFA......................................................................................................................................37

90.24CreatingaPRFAReimbursementAccount....................................................................................................................38

90.25PRFALimitations.....................................................................................................................................................................38

90.26OtherFundingSourcesforOilSpillResponses...........................................................................................................38

90.27PRFAAmendments.................................................................................................................................................................39

90.28PRFACostDocumentationPackages...............................................................................................................................39

90.30INTERAGENCYAGREEMENTRESPONSES(EconomyActandotherReimbursableAgreements)............41

90.31EconomyActCostsEligibleforReimbursement........................................................................................................42

90.40DOIALL‐HAZARDSMOAGUIDANCE....................................................................................................................................42

90.41TheResponsibleOfficial........................................................................................................................................................42

90.42WrittenAuthorizationstoDispatchCenters................................................................................................................43

90.43SpecialResourceOrderRequirements...........................................................................................................................43

90.44ContractResourcesLimitations.........................................................................................................................................43

90.45ResourceSupportCosts........................................................................................................................................................43

AppendixA:DOIOrganizationChart.................................................................................................................................................45

AppendixB:DOIMOAforIntra‐AgencySupportduringEmergencyIncidents..............................................................47


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AppendixC:ExampleBlankReimbursableSupportAgreement...........................................................................................56

AppendixD:ExampleBlankPollutionRemovalFundingAuthorization...........................................................................58

AppendixE:ExampleBlankMissionAssignmentForm...........................................................................................................59

AppendixF:HazardDutyPayDifferentials(AppendixAtoSubpartIofPart550)......................................................60

AppendixG:EnvironmentalPayDifferentials(AppendixJtoSubpartEofPart532).................................................66

AppendixH:OPMWindchillChartsforHazardandEnvironmentalDifferentials.........................................................75

AppendixI:CostEstimator....................................................................................................................................................................76

AppendixJ:ESF‐4MissionAssignmentsMemorandumofUnderstanding......................................................................79


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0.0 PURPOSE

This supplement establishes business management guidelines for the Department of the Interior’s(DOI’s)all‐hazards incidents.Unlessspecificallynotated inthissupplementtotheInteragencyIncidentBusinessManagementHandbookPMS‐902(IIBMH)orprohibitedbyagencypolicy,allbusinesspracticesaddressedinChapters10–80oftheIIBMHapplytoDOIall‐hazardsincidents.AnelectronicversionoftheIIBMH is located at: http://www.nwcg.gov/pms/pubs/iibmh2/pms902_201208.pdf. An electronicversionofthishandbookislocatedat:http://www.doi.gov/emergency/all‐hazards‐responders.cfm.

This supplement and the IIBMH establish intra‐ and interagencymechanisms for DOI involvement indomestic1incident management operations. These mechanisms include coordinating structures andprocessesforincidentsrequiringagencysupport.ThesupplementisapplicabletoallDOIheadquartersand field organizational components (Appendix A) that may be required to provide assistance orconductemergencyoperationsinthecontextofactualorpotentialincidents.

Uniformapplicationofinteragencyandintra‐agencypoliciesandguidelinesarenecessary.Bureausandoffices will follow the guidance established in this supplement and the referenced handbook in allincidentbusinessmanagementfunctions,exceptwherespecificagencylegalmandates,policies,rules,orregulationsdirectotherwise.

Thissupplementmustbekeptcurrentandmadeavailabletoincidentandagencypersonnel.Changestothe supplement may be proposed by any bureau or office through the Emergency Coordinator for avarietyofreasons:newlaworregulation,legalinterpretationoropinion,clarificationofmeaning,etc.Ifthe proposed change is relevant to other bureaus/offices, the proponent should first obtain nationalheadquarter level review and concurrence before forwarding to the DOI Office of EmergencyManagement(OEM).OEMwillpreparedraftamendments for theDOIEmergencyManagementCouncil(EMC) to review before being finalized and distributed by OEM and the DOI Office of FinancialManagement.

0.1 Authorities

DOIrespondstoemergenciesbasedonpolicyprovidedinDOIDepartmentManual(DM),Parts900–910(January4,2006)–DOI.Eachbureauandofficeisresponsibleforrespondingtoemergenciesbasedupontheir own authorities andprograms. In addition, bureaus andoffices respondbased on a broad set ofauthoritiesincluding,butnotlimitedto,thefollowing:

Robert T. StaffordDisaster Relief and EmergencyAssistance Act (StaffordAct), P.L. 93‐288, asamended–TheActisimplementedthroughtheNationalResponseFramework(NRF).Anannualappropriations bill gives federal agencies the authority to reimburse to state and localgovernments.ThePresident, inExecutiveOrder12148,delegatedall functions, except those inSection301,401,and409,totheAdministrator,FederalEmergencyManagementAgency(FEMA).

Homeland Security Presidential Directive 5 (HSPD‐5) Management of Domestic Incidentsestablished a single, comprehensive national incident management system and PresidentialPolicy Directive 8 (PPD‐8) NationalPreparednessestablished the NRF. The NRF presents theguidingprinciplesthatenableallresponsepartnerstoprepareforandprovideaunifiednationalresponse to disasters and emergencies. It establishes a comprehensive, national, all‐hazards

1DOIemployeesrespondingonincidentmanagementoperationstakingplaceintheterritoriesandfreelyassociatedstatesshallfollowthesepoliciesaswellwithconsiderationofapplicableinsulargovernmentregulationsandpolicies.


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approach to domestic incident response. Nothing in the NRF alters the existing authorities ofindividualfederaldepartmentsandagencies.TheNRFdoesnotconveynewauthoritiesupontheSecretaryofHomelandSecurityoranyother federalofficial.TheNRF can be found athttp://www.fema.gov/national‐response‐framework.

Additionally, PPD‐8 established the National Disaster Recovery Framework (NDRF), acomprehensive national framework for recovery after response. The NDRF enables effectiverecoverysupporttodisaster‐impactedstates,tribes,territorialandlocaljurisdictions.Itprovidesa flexible structure that enables disaster recovery managers to operate in a unified andcollaborativemanner.Italsofocusesonhowbesttorestore,redevelop,andrevitalizethehealth,social,economic,natural,andenvironmentalfabricofthecommunityandbuildamoreresilientNation.TheNDRFcanbefoundathttp://www.fema.gov/pdf/recoveryframework/ndrf.pdf.

The Post‐Katrina Emergency Management Reform Act of 2006 (PKEMRA) – Title VI of theDepartmentofHomelandSecurityAppropriationsAct,2007,P.L.109‐295,120Stat.1355(2006),clarifies andmodifies the Homeland Security Act with respect to the organizational structure,authorities, and responsibilities of FEMA and the FEMA Administrator. In addition to thesemodifications,PKEMRAmadesomechangestoboththeHomelandSecurityActandtheStaffordAct.

TheSandyRecoveryImprovementActof2013–Section1110amendstheStaffordActtoprovidefor an option for the Chief Executive of a federally recognized Indian tribe to make a directrequesttothePresidentforamajordisasteroremergencydeclaration.Theamendmentprovidesthattribesmayelecttoreceiveassistanceunderastate’sdeclaration,providedthatthePresidentdoesnotmakeadeclarationforthetribeforthesameincident.

ServiceFirstLegislation –P.L. 106‐291, as amended, authorizes theSecretariesof theDOI andU.S. Department of Agriculture (USDA) to make reciprocal delegations of their respectiveauthorities, duties, and responsibilities in supportof theServiceFirst initiative agency‐wide topromotecustomerserviceandoperationalefficiency.ServiceFirstmaybeusedinplaceoforinadditiontotheEconomyActtoexpediteinteragencycooperation.

The National Emergencies Act – 50 U.S.C. 1601‐1651 (2005) establishes procedures forPresidentialdeclarationofanationalemergencyandtheterminationofnationalemergenciesbythePresidentorCongress.

The Office of Federal Procurement Policy Act – 41 U.S.C. 428a (2004) authorizes emergencyprocurementauthorities(1)insupportofacontingencyoperation;or(2)tofacilitatethedefenseagainst or recovery fromnuclear, biological, chemical, or radiological attack against theUnitedStates.AlsoreferenceFederalAcquisitionRegulation(FAR)Part18.2.

The Emergency Federal Law Enforcement Assistance Act (EFLEA) – 42 U.S.C. 10501 (2006)authorizestheattorneygeneral,inalawenforcementemergencyanduponwrittenrequestbyagovernor, tocoordinateanddeployemergency federal lawenforcementassistance tostateandlocallawenforcementauthorities.

ComprehensiveEnvironmentalResponse,CompensationandReauthorizationAct(CERCLA)‐42U.S.C.9605(1980),asamendedbytheSuperfundAmendmentsandReauthorizationActof1986(SARA);P.L.99–499,andbysection311(d)oftheCleanWaterAct(CWA);33U.S.C.1321(d),asamendedbytheOilPollutionAct,commonlyknownasSuperfund,createdataxonthechemical


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andpetroleumindustriesandprovidedbroadfederalauthoritytoresponddirectlytoreleasesorthreatened releases of hazardous substances that may endanger public health or theenvironment.CERCLAalsoenabledtherevisionoftheNationalContingencyPlan.

Oil Pollution Act (OPA) ‐ P.L. 101–380 (1990), largely in response to rising public concernfollowingtheExxonValdezincident,theOPAimprovedthenation'sabilitytopreventandrespondtooilspillsbyestablishingprovisionsthatexpandthefederalgovernment'sability,andprovidesthemoneyandresourcesnecessary,torespondtooilspills.TheOPAalsocreatedthenationalOilSpillLiabilityTrustFund(OSLTF),whichisavailabletoprovideuptoonebilliondollarsperspillincident.

NationalOilandHazardousSubstancesPollutionContingencyPlan.(NCP,40CFR300)–TheNCPprovides the organizational structure and procedures for preparing for and responding todischargesofoilandreleasesofhazardoussubstances,pollutants,andcontaminants.TheNCPisrequiredby section105ofCERCLA.TheNCP identifies thenational responseorganization thatmaybeactivated inresponseactions todischargesofoilandreleasesofhazardoussubstances,pollutants, and contaminants in accordance with the authorities of CERCLA and the CWA. Itspecifiesresponsibilitiesamongthefederal,state,andlocalgovernmentsanddescribesresourcesthatareavailable forresponse,andprovidesproceduresfor involvingstategovernmentsintheinitiation,development,selection,andimplementationofresponseactionspursuanttoCERCLA.TheNCPworksinconjunctionwiththeNRFthroughEmergencySupportFunction10–OilandHazardousMaterialResponse.

TheEconomyAct–31USC1535‐1536 (2005)authorizes federal agencies toprovidegoodsorservices, on a reimbursable basis, to other federal agencies when more specific statutoryauthoritydoesnotexist.

0.2 All‐Hazards Definitions

DefinitionsfortermsusedthroughoutthissupplementarelocatedinAppendixC:GlossaryoftheIIBMH(notAppendixCoftheDOISupplement).ThissectionreproducesthemostcommondefinitionsusedintheDOISupplement.

All‐HazardsIncident–Anincident,naturalorman‐made, thatwarrantsactiontoprotect life,property,the environment, and/or public health or safety, andminimizes disruptions of government, social, oreconomicactivities.

Disaster–Anunforseenandoftensuddenevent,suchasanaccidentoranaturalcatastrophe,thatcausesgreatdamage,destructionand/or lossof lifeorproperty thatcausesseriousdisruptionof theaffectedarea.

DOI Principal Planner – Individual[s] assigned responsibility by the head of bureaus/offices forinteragency coordination, planning, preparedness, and response activities forNRFEmergency SupportFunctions (ESFs), Incident Annexes or Support Annexes or NDRF Recovery Support Functions (RSFs)whicharedelegatedtothebureau/office.

Emergency – Part 900 of the DM defines emergency as, “an unusual event or incident that requiresbureau/officeresponsetoreturntonormaloperations.”UndertheRobertT.StaffordDisasterReliefandEmergency Assistance Act, an emergency is defined as any occasion or instance for which, in the


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determination of the President, federal assistance is needed to supplement state and local efforts andcapabilitiestosavelivesandtoprotectpropertyandpublichealthandsafety,orto lessenoravertthethreatofacatastropheinanypartoftheUnitedStates.

EmergencySupportFunction(ESF)–TheprimarymechanismusedbyFEMAattheoperationalleveltoorganizeandprovideassistancetostate,local,andtribalgovernments.ESFsaligncategoriesofresourcesand provide strategic objectives for their use in response efforts. ESFs utilize standardized resourcemanagementconceptssuchas typing, inventorying,andtracking to facilitate thedispatch,deployment,andrecoveryofresourcesbefore,during,andafteranincident.

ESFCoordinator–Theentitythathasmanagementoversight foraparticularESF,asdesignatedbytheNRF.Thecoordinatorhasongoingresponsibilitiesthroughoutthepreparedness,response,andrecoveryphasesofincidentmanagement.

ESFPrimaryAgency–Afederalagencythathassignificantauthorities,roles,resources,orcapabilitiestoperformaparticularfunctionforaFEMAdesignatedESF.AfederalagencydesignatedasanESFprimaryagencyservesasafederalexecutiveagentundertheFederalCoordinatingOfficer(orFederalResourceCoordinatorfornon‐StaffordActincidents)toaccomplishtheESFmission.

ESFSupportAgency–AnentitythathasspecificcapabilitiesorresourcesthatcansupporttheprimaryagenciesinexecutingthemissionofaFEMAdesignatedESF.

FederalCoordinatingOfficer(FCO)–Theofficial (primarily fromFEMA)appointedby thePresident toexecute Stafford Act authorities, including the commitment of FEMA resources and issuance of FEMAMAstomobilizeotherfederaldepartmentsoragenciestoassistthefederalresponseeffort.Inallcases,the FCO represents the FEMAAdministrator in the field to discharge all FEMA responsibilities for theresponseandrecoveryefforts.ForStaffordActevents,theFCOistheprimaryfederalrepresentativewithwhom the State Coordinating Officer and other state, tribal, and local response officials interface todeterminethemosturgentneedsandsetobjectives foraneffectiveresponse incollaborationwith the UnifiedCoordinationGroup.

FederalDisasterRecoveryCoordinator (FDRC)–TheFDRCactsasadeputy to theFCO forallmattersconcerningdisasterrecovery.TheFDRCisresponsibleforfacilitatingdisasterrecoverycoordinationandcollaborationbetweenthefederal,state,localandtribalgovernments,theprivatesectorandvoluntary,faith‐basedandcommunityorganizations.

FederalOn‐SceneCoordinator(FOSC)–Theofficialresponsiblefordirectingresponsestoanoilspillandhazardous substance release reported to the federal government. The FOSC coordinates all federalresponse efforts and provides support and information to local, state, and regional responsecommunities.TheFOSCisanagentofeithertheEnvironmentalProtectionAgency(EPA)ortheU.S.CoastGuard(USCG),dependingonwheretheincidentoccurs.EPAFOSCshaveprimaryresponsibilityforspillsandreleasestoinlandareasandwaters,whileUSCGFOSCshaveresponsibilityforcoastalwatersandtheGreatLakes.

MajorDisaster–UndertheRobertT.StaffordDisasterReliefandEmergencyAssistanceAct,anynaturalcatastrophe(whichmayincludeahurricane,tornado,storm,highwater,wind‐drivenwater,tidalwave,tsunami,earthquake,volcaniceruption, landslide,mudslide,orsnowstorm)or,regardlessofcause,anyfire,flood,orexplosioninanypartoftheUnitedStatesthat,inthedeterminationofthePresident,causesdamage of sufficient severity andmagnitude towarrantmajor federal disaster assistance be providedundertheStaffordActtosupplementtheeffortsandavailableresourcesofstates,localgovernments,anddisasterrelieforganizationsinalleviatingthedamage,loss,hardship,orsufferingcausedthereby.


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FEMA Mission Assignment (MA) – The mechanism used by FEMA to obtain federal support forresponse/recoveryoperationsunderaStaffordActmajordisasteroremergencydeclaration.Itoutlinesimmediate, short‐term federal emergency response assistance that should bemade availablewhen anapplicablestateorlocalgovernmentisoverwhelmedbytheeventandlacksthecapabilitytoperform,orcontractfor,thenecessarywork.

PollutionRemovalFundingAuthorization(PRFA)–ThemechanismusedbyeithertheUSCGortheEPAastheleadfederalrespondertoobtainsupportfromotherfederalagenciestoconductfederalresponseactivitiestoanoilspillordischargepursuanttotheNCP.APRFAoutlinesthetaskstobeperformedbythe recipient agency and authorizes reimbursable funding for operations subsequently conducted andproperlydocumented.

Recovery – The phase that starts after the immediate threat to human life and the environment hassubsided.

RecoverySupportFunction(RSF)–TheNDRFintroducedsixRecoverySupportFunctions(RSFs)thatareledbydesignated federal coordinatingagencies.TheRSFscomprise thecoordinating structure forkeyfunctional areas of assistance. Their purpose is to support local governments by facilitating problemsolving, improving access to resources, and fostering coordination among state and federal agencies,nongovernmentalpartners,andstakeholders.

Response–Thephaseofanemergencythatbeginswithearlyinterventiontoprotectlives,property,andtheenvironment,andthenturnstofulfillingthebasichumanitarianneedsoftheaffectedpopulation.

UnifiedCoordinationGroup(UCG)–Comprisedofseniorleadersrepresentingstateandfederalinterestsand, in certain circumstances, tribal governments, local jurisdictions, private sector, and/ornongovernmentalorganizations,leadsFEMAincidentmanagementoperationsattheincidentlevel.TheUCG typically consists of theFCO, the StateCoordinatingOfficer (SCO), and senior officials fromotheragenciesororganizationswithprimarystatutoryor jurisdictionalresponsibility—aswellasthosewithsignificantoperationalresponsibilityforoneormorefunctionsofanincidentresponse.

10.0 PAY PROVISIONS

Federalemployeesrespondingtoall‐hazardsassignmentswillfollowproceduresoutlinedinChapter10oftheIIBMHandapplicableagencyregulations,unlessspecificallyaddressedinthissupplement.

10.1 Casual Hiring

Casuals may be hired for all‐hazards response2as long as all conditions of the current DOIAdministrativelyDetermined(AD)PayPlanforEmergencyWorkers(ADPayPlan)aremet.Duringtheresponse phase, it is appropriate to hire and retain casual employees for the emergency response;however,once the incident transitions to therecoveryphase, casualemployeesshouldbedemobilizedandotheremploymentmethodsutilized.3Theseconditionsandotherspecifichiringguidancearefoundelectronicallyat:http://www.nwcg.gov/branches/pre/ibc/documents/personnel/doi_ad_payplan.pdf.

2AsdefinedintheNRF,responseactivitiesincludeimmediateactionstosavelives,protectpropertyandtheenvironment,andmeetbasichumanneeds.Responsealsoincludestheexecutionofemergencyplansandactionstosupportshort‐termrecovery.3Asdefined in theNDRF,recoveryactivities includethedevelopment,coordination,andexecutionof serviceandsite‐restoration plans; the reconstitution of government operations and services; individual, private‐sector, non‐


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TheADPayPlanstates, “Point‐of‐Hireisdefinedasthelocationoftheunitwherehiringdocumentationiscompleted.Thehiringunitmaydetermineanalternate locationas thepoint‐of‐hire toallow for remotehiringofanindividualandbeginpaystatusfromthatlocation.”

Therefore,whenhiringcasuals remotely, it is imperative todiscusswhether travelwillbe reimbursedfromthepoint‐of‐hirelocationoranalternatelocation.Somegeographicareashaveissuedsupplementsto Chapter 10 of the IIBMH requiring hiring units to only sponsor casuals within their respectivedispatch’szoneofinfluence.

10.2 Guaranteed Hours and Stand Downs

Personnel on detail assignments are not considered to be on an incident assignment and are notcompensatedfornormallyscheduleddaysoff ifnotperformingwork.Additionally,whenstatedontheresourceorder(s)prior toacceptance,all‐hazards incidentsmayelect tonotreimbursebasehoursnotworkedonshort‐durationplannedassignments,ifitisanormallyscheduleddayoffatthehomeunit.

Whentheincidenthas“standdown”dayswherepersonnelareunabletoperformduties(oralternativeassigned tasks) due to weather or holiday, the incident will reimburse base hours unless it is theemployee’snormallyscheduleddayoffatthehomeunit.

Chapter 10 of the IIBMHstates: “Everydayisconsideredaworkdayduringanincidentassignmentuntiltheassignment isoverorthe individual isofficiallyreleased fromthe incident.All individualsareensuredpay forbasehoursofwork, travel,orordered standbyat theappropriate rateofpay foreachworkday.Exception: Whenpersonnelarerequiredtotakeamandatorydayoffwhich fallsontheirnormaldayoff,therewillbenopayoranyotherformofpaycompensation.”

Forplannedmultipledaysof “standdown,” suchas forholidays, the incidentmay elect to release theindividualandplaceaname‐requestorderfortheindividualtoreturnoncethe“standdown”isover.Theemployee’straveltoandfromtheincidentwillbereimbursedbytheincidentinaccordancewithFederalTravelRegulations(FTRs).

10.3 Length of Assignment and Days Off

Manyall‐hazardsincidentresponsesrequireanextensiveassignmentlength(e.g.,sometimes30daysorlongerdependingontheneed).RiskmanagementdiscussionsforextensionsbeyondtheIIBMHstandard14dayassignmentlengthshouldincludethefollowingconsiderations(whichcouldshortenorlengthenanassignment):

Livingconditions,suchassleepingaccommodations,extremetemperatures,andnoisefactors

Dutydaylengths,dailytraveltimes,andtravelmethods

Environmentalconditionsofthesituationandfatiguingfactors

Elementsofdangerinvolvedinthespecificdutiesoftheindividual

Anticipateddurationoftheincidentandnationalavailabilityofresourcesgovernmental,andpublic‐assistanceprogramstoprovidehousingandtopromoterestoration;long‐termcareandtreatmentofaffectedpersons;additionalmeasures for social,political, environmental,andeconomic restoration;evaluation of the incident to identify lessons learned; post‐incident reporting; and development of initiatives tomitigatetheeffectsoffutureincidents.


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Expectationsofassignmentlengthoftheresourceandthehomeunitsupervisor

Individual’shomeunitandpersonalsituations.

Allordersforall‐hazardincidentsmustdetailthespecificlengthofassignmentexclusiveoftravel.

Thepossible extensions are explained in furtherdetail in IIBMHChapter10‐23. In the courseof long‐duration incidents, after the fulfillment of their full length of assignment, personnel who wish to fillanotherassignmentshallbereleased fromtheoriginal incident foraminimumof twodays(excludingtravel)beforeacceptinganewassignment.Whileit’snotmandatoryfortheindividualtotravelbacktothehomeunit,travelhomeisrecommendedforthesafetyandwelfareofallpersonnel.ThedecisionforanindividualtonottravelshallbemadebytheIncidentCommander(IC)aftercompletingariskanalysisanddocumentingtotheincidentfile.

Chapter10of the IIBMHstates: “Aftercompletionofa14‐dayassignmentandreturntothehomeunit,2mandatorydaysoffwillbeprovided (2after14).Daysoffmustoccuron the calendardays immediatelyfollowing thereturn travel inorder tobecharged to the incident. If thenextday(s)uponreturn fromanincidentis/arearegularworkday(s),apaidday(s)offwillbeauthorized.”

BecausetheIC’sorAgencyAdministrator’s(AA’s)authoritytograntdayoffswithpaylieswithin5U.S.C.6104,5CFR610.301‐306and56CGDecision393(1977),ithasbeenacceptedandreimbursedbyFEMAand FOSCs. This is amatter that should be discussed at the beginning of each all‐hazards incident toensurethepartiesinvolvedareinagreementonthereimbursementdecision.

10.4 Reimbursement of Payroll Costs

Thereimbursementofbasehoursshouldbediscussedat thebeginningofeachall‐hazards incident toensure the parties involved are in agreement on the reimbursement decision. As a general rule forresponsestoall‐hazardsincidents,adeployedemployee’sbasepayrollcoststhatarefundedbycurrentyearappropriatedfundsisnotareimbursablecost,unless1)thedeployedemployee’sbasepayrollcostsare normally paid out of non‐appropriated, special, permanent, or trust funds, or 2) the deployedemployeewasbroughtoutofnon‐paystatustoworkontheincidentresponseonaspecialprojectbases.Adeployedemployee’sovertimepayrollcostsarereimbursable.

TheBureauofReclamation,U.S.GeologicalSurvey,andsomeotherofficeandbureauemployeeswithinDOI are paid with non‐appropriated funds and require the base salary costs be included in thereimbursementundertheEconomyAct.Questionsonthismattershouldbereferredtotheappropriateagencyincidentbusinessoradministrativerepresentative.

10.5 Biweekly Earning Limitation

Thebiweeklyearninglimitationonpremiumpaycontainedin5CFR550.105isnotautomaticallywaivedforDOIgeneral‐scheduleemployeesworkinginconnectionwithall‐hazardsresponses.

Inaccordancewith5CFR550, thereareemergencysituations forwhich thebiweeklypaycapmaybeliftedtoanannualpaycapstatus.For thepurposeof thissupplement, thedefinitionof “emergency” isdefinedin5CFR550.103(iii)as“…atemporaryconditionposingadirectthreattohumanlifeorproperty.”

This definition includes emergencies involving national security, firefighting, infectious disease,threatening emergency disaster, or any act needed to preserve and protect the natural or cultural


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resources defined by the Bureau Director as being “mission critical” for DOI. The following examplesidentifysituationsinwhichtheliftingofthepaycapfrombiweeklytoannualwouldapply:

Thenatureoftheemergencyormission‐criticaleventrequiresthedeploymentofDOIresourcestosecuretheevent.

If DOI is requested to provide emergency assistance under a reimbursable inter‐/intra‐agencyreimbursable agreement (IAA), and the DOI employees are deployed by the other agency, thebiweeklypaycapcanbeliftedtoanannualpaycapforthedurationoftimetheyareassignedtotheemergency.

DuringHomelandSecurityassignments,whenthenationalthreatlevelisraisedaccordingtotheNationalTerrorismAdvisorySystem,thebiweeklypaycapcanbeliftedtoanannualpaycapforemployees (including backfill positions for the employee out on an actual assignment) for theduration of their assignment. The lifting of the pay cap can include assignments to DOI “iconsites,”criticalinfrastructure,orotherareasdesignatedasmission‐criticalduringelevatedthreatlevels.

Duetothenatureoftheemergencyormission‐criticalevent,othersituationsmayexistwhichmightalsomeetthestandardsforliftingthepaycap.Allrequestsforliftingthebiweeklypaycapmustbesubmittedwithjustificationthroughthebureau’sHumanResourceDirectortotheDepartment’sSeniorAdvisortotheDeputy Assistant Secretary forHumanCapital andDiversity. Once approval is received, lifting thebiweeklypaycapiscontinueduntiltheemergencysituationends.Attheconclusionoftheemergency,thebiweeklypaycapshallbereinstated.

Theamountoftheannualpremiumpaycapiscomputedbymultiplyingtheapplicablebiweeklyratebythe number of biweekly salary payments in the given year (5 CFR 550.106 d). Although there is anaverageof26.1payperiodsinafiscalyear,insomefiscalyearssomeemployeesmayhave27biweeklysalary payments. For these years, the applicable annual cap is equal to the applicable biweekly ratemultipliedby27.Individualsshouldcheckwiththeirbudgetorfinanceofficesfortheparticularsonthiscalculation,asitdependsonthefiscalyear.Theannualpremiumpaycapcannotbelifted.

Individuals entitled to lift the biweekly pay capwill need to request that their home unit timekeepercheck the box next to “FightingForestFires(notsubjecttobiweeklymaximum)”4under the Special PayCalculations header on theRemarks tabofQuicktime.Only the timekeeperhas access to theRemarksscreeninQuicktime.

Anyliftingofpaycapsfrombiweeklytoannualwillbecomeeffectiveonthefirstdayofthepayperiodinwhichtheeventwasdeterminedasmeetingthecriteriaexpressedinthisbulletinandwhenemployeeswereengagedtosupporttheevent.Thedecisiontoliftthebiweeklypaycapshouldbemadeassoonaspracticableaftertheemergencyisdeclared.

10.6 Temporary (1039) Work Hours Waiver

Employeeshiredundera1039‐hourtemporaryappointmentassignedtoincidentsarenotautomaticallywaivedofthe1040‐hourlimit.However,theextraordinarycircumstancesofsomeincidentsmayjustifya

4A change request has been submitted toQuicktime to better reflect the situations that can cause the biweeklypaycaptobelifted.Thiswillchangetheitemtocheckfrom“FightingForestFires(notsubjecttobiweeklymaximum)”to “Emergency Response Activities (bi‐weeklymaximumwaiver granted).” Anticipated implementation is August2014.


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requesttoallowtemporaryemployeestheauthoritytoworkoverthehourlimitationwhenassistingwithresponseandrecoveryoperations.

Formalrequestsforthewaivermaybeconsideredwhen:

DOIemployeeshavebeendeployedtosupportemergencyresponseandrecoveryrequirementsandwhenpermanentemployeesalonecannotmeettheneedsoftheresponseon:

o Federallandso CoordinatingresponseinsupportoftribesforwhichDOIhastrustresponsibilitieso ProvidingsupporttoFEMAinassistingimpactedstateandlocaljurisdictions.

AwaivermayberequestedfromtheOfficeofPersonnelManagementthroughtheDepartment’sSeniorAdvisor to the Deputy Assistant Secretary for Human Capital and Diversity by the bureau’s HumanResourcesDirectorwhenthenatureoftheincidentresponseistimesensitiveanditisinthebestinterestof the government to use personnel who are already trained and working in temporary hire and/orwildland firefighting positions rather than recruiting and training new personnel for incidentassignments.

10.7 Overtime

Public Law106‐558,whichprovides equal overtimepayprovisions for exempt employees engaged inwildlandfiresuppressionoperations,doesnotapplytopersonnelinvolvedinhurricanes,floods,non‐fireFEMAincidents,orotherall‐hazardsassignments(referenceIIBMHChapter10).EmployeesshouldonlyuseQuicktimecode110forall‐hazardsincidentovertime,asthe113codeisonlyauthorizedforwildlandfireincidents.ExemptemployeesoftheUnitedStatesForestService(FS)andtheDOIhavetheirovertimehourlyratecappedattheGS‐10Step1levelortheirbaserateofpay,whicheverisgreater.Agenciesdonothaveauthoritytograntexceptionsorwaiverstothelaw.

10.8 Hazard Pay

AppendixAtoSubpartIof5CFR550liststhespecificdutiestodetermineifhazardpayisapplicableforgeneralscheduleemployees.Inordertobeeligibleforhazardpay,thedutiesmustbebeyondthenormaldutiesexpectedoftheemployee’shomeunitposition.QuestionsregardingwhetherthedutieshavebeenclassifiedintoaspecificpositionshallbereferredtothehomeunitHumanResourceoffice.AppendixFtothissupplementprovidesthefulllistofexposuresforclaiminghazardpaydifferentialsonall‐hazardsincidents.

The specific reason for hazard pay must be listed on the signed Crew Time Report and EmergencyFirefighterTimeReport,OF‐288 (or other approved all‐hazards incident timekeeping forms), to assisthomeunitsinapplyingpayregulations.ReferenceChapter10oftheIIBMHforspecifictimerecordingforhazardpay.

10.9 Environmental Differentials

Appendix J to Subpart E of 5 CFR 532 lists the specific categories for information on environmentaldifferentialforwagegradeemployees.Inordertobeeligibleforanenvironmentaldifferential,thedutiesmustbebeyondthenormaldutiesexpectedoftheemployee’shomeunitposition.QuestionsregardingwhetherthedutieshavebeenclassifiedintoaspecificpositionshallbereferredtothehomeunitHumanResourceoffice.AppendixGtothissupplementprovidesthefulllistofexposureforclaiminghazardpaydifferentialsonall‐hazardsincidents.


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ThespecificreasonfortheenvironmentaldifferentialmustbelistedonthesignedCrewTimeReportandEmergencyFirefighterTimeReport,OF‐288(orotherapprovedall‐hazardsincidenttimekeepingforms),to assist home units in applying pay regulations. Reference Chapter 10 of the IIBMH for specific timerecordingbasedonactualexposureforenvironmentaldifferentials.

10.10 Fair Labor Standards Act

Situationsmayarisewherechanginganemployee’sstatus(fromexempttonon‐exempt)undertheFairLaborStandardsAct(FLSA)wouldbeappropriatetoallowtheemployeetobeeligibleforovertimepayduring a specific pay period. In this case, the provisions of 5 CFR 551.211(f) concerning the status ofemployees under FLSA during emergency situationswould apply. These provisions state that, for thedurationoftheemergency,theFLSAstatusofanemployeemaybechangedregardlessofthelengthofthe assignment as long as it is deemed an emergency by the agency and the non‐exemptwork is themajority of the employee’s work. Please reference the CFR citation above for complete informationconcerningemployeestatusunderFLSA.

Positionsonall‐hazardsincidentsthatarenotidentifiedonthematrixfoundinChapter10oftheIIBMHwill be determined as exempt or non‐exempt on a case‐by‐case basis by the home unit (bureau orregional level) human resource management representative upon submission of a claim by theindividual.

Chapter10of the IIBMHstates: “Anindividualmaybeassignedtoanincidentasa‘TechnicalSpecialist.’Specialistswillperformsimilardutiesduringan incident thathe/shenormallyperforms. Someexamplesareresourceadvisor,archeologist,hydrologist,ormechanic.Theindividual'snormalFLSAdeterminationisusedtocomputepay.”Therefore,employeesperformingdutiessimilartotheirregulardutieswillnotbeentitledtoaFLSAdeterminationofnon‐exempt.

Non‐exemptindividualsretaintheirnon‐exemptstatusregardlessoftheemergencyworkperformed.

Exempt individualswhomeet theconditions fornon‐exemptwillneed to request that theirhomeunittimekeeper check the box next to “Week 1 Exempt asNon‐Exempt” and/or “Week 2Exempt asNon‐Exempt”(basedonwhichweeksofthepayperiodtheexemptworkoccurred)undertheExemptasNon‐ExemptheaderontheRemarkstabofQuicktime.OnlythetimekeeperhasaccesstotheRemarksscreeninQuicktime.

10.20 COMPENSATION FOR ILLNESS/INJURY

Agencies and/or bureaus should discuss reimbursement and/or authorization of agency‐providedmedicalcare,continuationofpay,andOfficeofWorkersCompensationinjurychargeswhenestablishingagreements.

AllotherinformationrelatedtocompensationforinjuryorillnessonanincidentreferencedinChapter10oftheIIBMHisstillapplicableonanall‐hazardsincident.

10.30 TRAVEL

Travel is compensable under a Presidential emergency declaration or other emergency response thatposesanimmediaterisktohealth,life,property,orenvironment,sinceitresultsfromaneventthatcouldnot be scheduled or controlled administratively. Provisions outlined in Chapter 10,TravelandRelatedWaitingTime,applytotheseincidents.Long‐termrecoveryandsomepre‐plannedeventincidentsarenot


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consideredadministrativelyuncontrolledandwill followagencypolicies forcompensationof timeandtravelexpenses.

Compensationfortraveltoothertypesofall‐hazardsincidentswillbedeterminedbyagenciesonacase‐by‐case basis. Contact the appropriate agency incident business or administrative representative forquestionsorcurrentguidance.

Due to incident‐specific requirements, the incident personnel may request that assigned individualsarrange their own travel to and from the incident (instead of through the dispatch center) followinghomeunit, DOI Travel policy, and FTR. Thismay occurwhen there are restrictions on the accountingcodesoritisinthebestinterestoftheincidenttohavepersonnelmaketheirowntravelarrangements.

Whenmeals are provided free of charge to individuals that are on TemporaryDuty (TDY) travel, thepersonnel on the incident must accordingly reduce their reimbursement claim for meal and incidentexpense(M&IE)pertheGSAperdiemschedule.

10.31 Actual Per Diem Expenses Waivers (Lodging)

Whenincidentsoccurinlocationsthathaveexperiencedlarge‐scaledamage,whereresidentshavebeenevacuated, or when incidents occur in conjunction to high tourism, it can be difficult to find lodgingwithin the GSA approved per diem rate. Incident personnel should strive to find alternative lodging,negotiategroupdiscounts,oruseothermeanstomeettheGSAstandardrate.

However,ifitisnotfeasibletoprocurelodgingwithinperdiem,anactualperdiemexpenseswaivermayberequested.Chapter301‐11.300oftheFTRstates,“If lodgingisnotavailableatyourtemporarydutylocation,youragencymayauthorizeorapprovethemaximumperdiemrateofupto300%ofperdiemforthelocationwherethelodgingisobtained.”

In accordance with the DOI Travel policy and DM Part 205, Chapter 15, the approving official mayauthorize the Actual Expense method of reimbursement when a traveler is unable to obtain lodgingwithintheprescribedrate.Priortothetrip,thetravelermustprovidetheapprovingofficialajustificationforclaiminglodgingthatisnotavailablewithintheprescribedratesandincludethisjustificationwiththetravelauthorization.Acopyoftheapprovalletterfortheincidentorlocation(s)shouldbeattachedtothetravelvoucheraswell.

10.32 Actual Per Diem Expenses Waivers (Meals after 30 days)

Afterbeingintemporarydutytravelstatusfor30consecutivecalendardaysorlongeratonelocation,theincident shall reimburse the costs for transportation, lodging, and miscellaneous expenses; however,M&IEarereimbursedatthereducedrateofupto55%oftheGSAperdiemrate,orless,dependingonspecificbureaupolicies(FTR301‐11.200).

In accordance with the DOI Travel Policy and DM Part 205, Chapter 15, the approving official mayauthorize aperdiemreimbursement rateother than55% for anextendedassignment.Theapprovingofficialmustconsider theoptions for lodgingandmealsavailable to the traveler.Theappropriateratemust be documented prior to travel and a copy of the approval letter for the incident or location(s)shouldbeattachedtothetravelvoucher.

10.33 TDYwithin50milesofEmployees’DutyStation

Employees requesting TDY for incident responses within 50 miles of either their duty station orresidenceshallfollowtheirbureauoroffice’sestablishedpolicyforrequestingawaiver.


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Duetothenatureofanincident,iftheemployeeiswithin30milesoftheirdutystationorresidence,theywouldrequestawaiverundertheprovisionthathis/hersafetywouldbejeopardizedbytravelingtoandfrom the incident due to the risk involved with traveling after working long hours and/or thecircumstancesoftheimpactoftheincidenttothelocalareaaresevere(FTR301‐11).

20.0 ACQUISITION

Federal employees responding to all‐hazards assignments will follow all applicable federal anddepartmental acquisition laws, policies, and regulations; and bureau procedures (including thoseoutlinedinChapter20oftheIIBMH)thatareconsistentwiththosesources,unlessspecificallyaddressedinthissupplement.Forcertainincidents,bureausmayberequiredtosubmitdetailedresponseplansthatincludesignificantacquisitions.Personnelshouldrefertothespecificguidanceforeachincident.

For all incidents, bureaus shall adhere to the requirement to submit certain acquisitions to theAcquisition‐ProcurementAdvisoryCommittee(APAC)forreviewandapprovalpriortosolicitationandaward.This review is required forall acquisitionsvaluedatorabove$50milliondollars (baseandalloptions),highlysensitiveor importantacquisitions,plannedstrategicsourcing initiatives,multi‐agencyacquisitionsand/or thoseacquisitionsrequiringabusinessplan. If contingencycircumstancescreateaneed to immediately award an acquisition that would otherwise fall under this requirement, theContractingOfficermustnotifytheirBureauProcurementChiefandtheSeniorProcurementExecutiveinwritingwithintwobusinessdaysaftereithersigningtheawardorgivingthecontractorauthorizationtoproceed,whicheverisearlier.TheAPACmaydeterminetoreviewtheacquisitionafteraward.

Forallincidents,ifDOIobligatesmorethan$10milliondollarsforcontractawardsintotaltorespondtotheincident,thebureauthatisprimarilyresponsibleforrespondingtotheincidentshallsubmitareporttotheSeniorProcurementExecutive.Thereportshalllistallcontractactionsawardedintheresponsetothe incident and shall include the following information about each action: procurement instrumentidentifier (PIID), date signed, action obligation amount, base and all options value, estimated ultimatecompletion date, funding agency, product or service code, description of requirement, reason for themodification,andtheextenttowhichtheactionwascompeted.Thereportshallbesubmittedwithin30days after the date on which all contract obligations exceeded $10 million, and thereafter shall beupdatedmonthlythroughouttheincident.

20.1 Acquisition Relief for Units Impacted by Emergency Events

ForunitsofbureausandofficesimpactedbyaPresidentialdeclarationofanemergency,DOImayissuespecific acquisition guidance, in the form of a Department of the Interior Acquisition Policy Release(DIAPR), to request relief from some regular acquisition requirements for a particular incident. Theseflexibilitieswillbeincident‐specificandtime‐limitedinnature.Theindividualpolicydocumentshallbereferredtoforspecifics.

The following actions involving financial assistance administrative provisionsmaybe taken if deemednecessarybybureausandofficesforrecipientslocatedinanimpactedareawhereanemergencyormajordisaster declaration has beenmade by the President (under the Stafford Act) and agency‐acceleratedfinancial assistanceapprovalhasbeengrantedby theAssistant Secretary forPolicy,Management, andBudget:

FlexibilitywithGrants.govapplicationdeadlines

PublishingonGrants.govfundingrenewals/amendments

No‐costextensionsonexpiringawards


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Abbreviatedcontinuationrequests

Expenditureofawardfundsforsalariesandotherprojectactivities

Priorapprovalrequirementwaivers

Extensionoffinancialandotherreportingrequirements

Extensionofcurrentlyapprovedindirectcostrates

Extensionofcloseoutperiod

Alternativesforrecordretentionandcostdocumentation

Significantlossesofuniqueresearchtools,information,orproperty.

Acquisition personnel should refer to and send requests for incident‐specific acquisition policy andguidancetotheOfficeofAcquisitionandPropertyManagement(PAM).AfulllistingofDIAPRsislocatedathttp://www.doi.gov/archive/pam/diapr.html.

20.2 Delegations of Procurement Authority

Inall‐hazardsincidents,notallagenciesorbureauswillbeinvolvedinprocuringsuppliesandservicesfortheincidentunit.Chapter20oftheIIBMHstates: “Itisincumbentonorderingofficialstorequestandpermit only those with the properly delegated procurement authority to be assigned as procurementofficers.” A procurement officer in this instance is defined as someonewho has already been grantedpurchase authority through normal agency channels and has been further delegated the authority topurchasefortheincidentspecifically.

On all‐hazards assignments, only qualified acquisition personnel from the incident agency or bureaushould be ordered. If acquisition personnel from the incident agency or bureau are not available, theincidentagencyorbureaumayrequestassistancefromacquisitionpersonnelfromotherbureaus(usingappropriateprocedurestoensurethatpurchasesarechargedtotheincidentagencyorbureau).

20.3 Sources of Supply

Wildlandfirecachesupplies,nationalcontracts,andIncidentBlanketPurchaseAgreements(I‐BPAs)maybe used to support all‐hazards incidents; however, the priority for use of such resources falls withwildlandfireandtherefore,issubjecttoavailability.

20.4 Government Charge Cards and Convenience Checks

Response personnel with purchasing authority who are not assigned to a buying team or otherpurchasing support position must obtain authorization from the incident agency or bureau andFinance/AdministrationSectionChieftousethegovernmentchargecardandconveniencechecksonall‐hazards incidents.Cardholders should refer to theDOI IntegratedChargeCardProgramPolicy sectionentitled “CrewChief,FireandOtherEmergencies” for authorized use of the purchase card. Cardholdersshouldsendrequestsforincident‐specificchargecardpolicyandguidancetoPAM.Theintegratedchargecardpolicyislocatedathttp://www.doi.gov/pam/programs/chargecard/index.cfm.

20.5 Purchase of Fuel for POVs

The DOI Integrated Charge Card Program Policy prohibits the use of Government fuel in personallyowned vehicles (POVs). The charge card shall not be used to purchase fuel, repairs, or maintenanceservices on POVs. Emergency responders must purchase their own fuel and follow bureau specificreimbursementpolicy.


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Useofgovernment‐purchasedfuelinPOVsmaybeauthorizedinveryrarecasesofemergencyresponseswhen no other means of fuel purchase can be made. This use must be approved by the BureauProcurementChief.Requests forawaivermustbesubmitted inwritingandmustcertifythatallof thefollowingguidelinesareaddressedandwillbestrictlyfollowed:

Essential Personnel Only – Fuel authorization should only be granted for those employeesidentifiedanddocumentedbytheIncidentManagementTeamasessentialpersonnel.

UseofVehicles–Personnelshouldonlybeusingthevehiclereceivinggovernmentfuelfortravelto and from their official duty station. The vehicle shall not be used for personal activities(shopping,familyfunctions,familyactivities,etc.)andpersonnelmustidentifyonevehicleforthisusefortheremainderoftheincident.

Fuel Logs ‐ The incident shallmaintain a fuel log detailing the employee, vehicle identificationinformation(e.g.,VIN,licenseplate,make/model),andamountoffuelpurchased.LogsshouldberevieweddailybytheLogisticsSectionChieforFinanceSectionChieftoensurethereisnoabuse.

Deductions/BillsofCollection–Theincidentorhomeunitmusthaveaprocessinplaceforeitherissuing a commissary‐style deduction on theOF‐288 or administering bills of collection to theemployees for thecost‐per‐gallonpaidby thegovernment.The incidentwillbe responsible fordeterminingthecost‐per‐gallon.

20.6 Conditions to Provide Food at Official Duty Station

Rulesfordeterminingwhenit isappropriatetoprovidefoodtofederalemployeesat theirofficialdutystationscanbefoundinPrinciplesofFederalAppropriationsLaw,VolumeI,Chapter4(C)(5)(b)(1).Thegeneral rule is that the government cannot pay for food for employees at their official duty station.However,examplesofexceptionsareavailableforpersonnelinemergencysituations.

Under certain circumstances, agenciesmaybeable toprovidemeals topersonnel at theirofficialdutystationduringemergencyoperationswhichposean immediate threat to lifeandproperty. If all of thefollowingconditionsaremet, theagency, inconsultationwith theSolicitor’soffice,maydeterminethatprovidingmealsfallswithintheparametersofappropriationslaw:

Animmediatethreattolifeorpropertyexists;and

Emergency personnel are in the field engaged in emergency operations (e.g., law enforcement,searchandrescue,firefightingactivities–firelinepersonnel);and

The operational period prevents personnel from taking meals at home or in the normaloffice/workstationenvironment.

For thepurposeof all‐hazards incidents, “in the field” isdefinedas “a sitewhereemergency responseactivities areoccurring.”Other examplesof emergency responsework “in the field”might include lawenforcement activities, search and rescue, debris removal, aerial reconnaissance operations, incidentmanagement team activities, or natural/cultural resource protection and preservation. Pre‐plannedevents and support activities, such as dispatch and warehouse duties, would not be considered asoccurring“inthefield.”

Theseinstancesmustbetakenonacase‐by‐casebasis.Contacttheappropriateagencyincidentbusiness,legal,oradministrativerepresentativeforquestionsorspecificdirection.


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20.7 Conditions to Provide Bottled Water at Official Duty Station

Bottledwatermay be provided to personnel at their official duty station in accordancewith incidentagencypolicysolongasitisdeterminedthatprovidingbottledwateristhebestwaytoprovideaccessforemployeestoasourceofpotablewater(GAOdecisionB‐310502).

To protect the health and safety of employees, federal laws and regulations require that an incidentprovideemployeeswith access topotablewater.However, thisprovisiondoesnot apply tobeverageswithelectrolytes,suchasGatoradeorPowerade,eveninsituationswithextremeheat.

20.8 Awards and Advertisements to Communities

Asreferencedin53CompGen71(1973)andChapter20oftheIIBMH,emergencyincidentfundsshallnotbeusedtoshowappreciationforlocalcommunitysupport,e.g.,certificates,billboardsorotherformsofadvertisement,andrefreshments.

This statement does not prohibit billboards or advertisements for the use of all‐hazards incidentresponsecommunicationwiththepublicregardingsafetyand/orothercriticalissues.

30.0 PROPERTY MANAGEMENT

Federalemployeesrespondingtoall‐hazardsassignmentswillfollowproceduresoutlinedinChapter30of the IIBMH and applicable agency regulations, in addition to those specifically addressed in thissupplement.

30.1 Purchase of Accountable/Sensitive Property

Accountableand/orsensitivepropertypurchasesshouldonlybemadebyprocurementpersonnelandmustbedocumentedappropriately(Chapter30).Followagency‐specificguidelinesastheyrelatetothepurchaseofaccountableand/orsensitiveproperty.

When assigned to an all‐hazards incident, procurement personnel must follow the taskingagency’s/bureau’s procedures for purchase, documentation, and transfer of property, and the properdisposalshouldbedocumentedintheResourceOrderingandStatusSystem(ROSS).

30.2 Return of Property

Thereturnofallpropertypurchasedonanall‐hazards incidentmustbecoordinatedwith the incidenttaskingagencyorbureauforcorrectdisposition.

PropertyprocuredwithMAorPRFAfundingwillhavedetailedspecificguidancefordisposition.Contacttheappropriateagencypropertymanagementofficeforspecificdirectionandforms.

40.0 BUSINESS COORDINATION


40.1 Incident Information Technology Coordination

IncidentManagementTeams(Type1,2,and3)areencouragedtousetheI‐SUITEprogramandNationalDataRepositoryforall‐hazardsincidentswhenpossible.


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Referenceinstructionsandfreeprogramdownloadsarelocatedathttp://isuite.nwcg.gov.

50.0 COOPERATIVE RELATIONS


50.1 Department Level Agreements

AllDOIbureausandoffices(regardlessofadministeringafireprogramornot)haveaMemorandumofAgreement (MOA) for sharing resources on emergency incidents. A copy of this MOA is located inAppendix B of this supplement and detailed information can be found in Chapter 90.40 of thissupplement.

ThisMOAisintendedtobeusedtoinitiateandsupplementRSAsbetweenDOIbureausandofficesandisincorporated by reference into DOI Resource Orders for all‐hazards incidents where an IAA is stillpendingusingtheproceduresoutlinedinChapter90.40.

Additionally,FSandDOIhaveaMemorandumofUnderstanding(MOU) forresponding toESF‐4FEMAMAsandSub‐taskingrequests(AppendixJofthissupplement).

60.0 ACCIDENT INVESTIGATION

Federalemployeesrespondingtoall‐hazardincidentswillfollowtheproceduresoutlinedinPart485ofDM Chapter 7, Incident/Accident Reporting/Serious Accident Investigation to report and investigateincidentsandaccidents involvingDOIemployees,volunteers,andcontractors;damagetoDOI facilities,equipment,andotheragencyresources;orlossofoperationalcapability.Part485ofDM7islocatedat:http://elips.doi.gov/ELIPS/DocView.aspx?id=1648.

Agency policy will determine the type and scope of the investigation. Serious accident investigations(SAI)willbeconducted inaccordancewith485DMChapter7andsupplementalbureauorequivalentoffice policies. For consistency purposes, all SAIs shall follow guidance contained in themost currentedition of the Interagency Serious Accident Investigation Guide available from the National WildfireCoordinating Group (http://www.nifc.gov/safety/safety_documents/SAI_Guide.pdf). The purpose of aninvestigationistoidentifyorganizationaldeficienciesrequiringcorrectiveactionstopreventrecurrence.

60.1 Initial Notification of Accident

GeneralRequirements.Allaccidentsshallbereportedtotheimmediatesupervisor,whointurnshallnotifytheresponsibleSectionChiefandSafetyOfficer.

SpecialRequirements. The Incident Management Team (IMT) Safety Officer will notify theindividual’shomeunitintheeventofseriousinjury.

NotificationofNextofKin. In thecaseofa fatalityoraserious traumatic injury, the IncidentCommander shall privately notify the Agency Administrator. The Agency Administrator shallnotify the individual’s home unit Agency Administrator. The home unit Agency Administratorshallnotifythenextofkinfollowingrespectiveagencyorbureauprocedures.


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60.2 Accident Investigation

Thoseconducting theaccident investigation shouldobtain jurisdictional agencyproceduresorpoliciesforinvestigations:

Multi‐Jurisdictional Accident Investigations. The involved agencies will jointly determineaccidentinvestigationprocessesandprocedures.

AircraftAccidents.MostaircraftaccidentinvestigationswillinvolvetheNationalTransportationSafetyBoard.The involvedagencieswill jointlydetermineaccident investigationprocessesandprocedures. DOI aviation accident investigations will follow 352 DM Chapter, AircraftMishapNotification,Investigation,andReporting.

MotorVehicleAccidentReports.Iftheaccidentoccursonpublicroads,itwillbeinvestigatedbythe appropriate law enforcement agencies and in accordancewith jurisdictional agencypolicy.TheMotor Vehicle Accident Report, SF‐91, and the Statement ofWitness, SF‐94 formsmay beusedtodocumentmotorvehicleaccidents.

AccidentInvestigationReport.Ingeneral,anaccidentinvestigationshall:

o Identifyfactualdataaboutthefactorsandcircumstancesrelatingtotheaccident/incident.o Analyzethe findings to identifysignificant factors involvedandtheirrelationshipto the

sequenceofeventsleadingtotheaccident/incident.o Stateconclusionsreachedfromanalysisofthefindings.o Recommendactionstopreventfutureoccurrences.o Befullydevelopedandclearlyreported.o Includeacompletefactualandunbiasedreportandincludethefollowing:

Description of the damage and circumstances leading to the accident/incident;includinglocationofthearea,sequenceofevents,weather,androadconditions,ifapplicable.

Root‐causeanalysistosubstantiatecausalfindings. Lawenforcementinvestigationreport,ifonewasrequired. Listofwitnessesandstatements. Sketches,maps,diagrams,orphotographsofthesceneorequipment.

60.3 Accident Report

All accident reports will be submitted electronically in the Safety Management Information System(https://www.smis.doi.gov/) and sent to the Safety andHealthManager of thebureauor office of theinjuredorillemployee.AnyaccidentreportgeneratedasaresultofaSAIshallbesubmittedforreviewandapprovaltotherespectivebureaudesignatedAgencySafetyandHealthOfficial,per485DMChapter7requirements.

70.0 CLAIMS

Federalemployeesrespondingtoall‐hazardsassignmentswillfollowproceduresoutlinedinChapter70oftheIIBMHandapplicableagencyregulations,inadditiontothosespecificallyaddressedinthissupplement.

70.1 Claims Processing

Chapter 70 of the IIBMH states, “The incident management team will submit all original claimsdocumentationtotheincidentagency.Theincidentagencywillreviewforaccuracyandcompletenessand


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will forward to the appropriate adjudicating official. This includes forwarding employee claims to theemployee’s home unit, if different than incident agency. Agencies may have specific documentation,processingproceduresand/orreimbursementlimitations.”

Becausetheincidentagencyorbureaumaynotreimburseanotheragencyorbureauforthepaymentofincidentclaims,itisimperativethosecontacts/coordinationbetweentheincidentmanagementteamandincident agency or bureau occur early in an all‐hazards response. This discussion should include tortclaims,employeeclaims,vehicleaccidents,governmentclaims,andclaimsofpropertylossanddamage.

80.0 COST ACCOUNTING

Federalemployeesrespondingtoall‐hazardsassignmentswillfollowproceduresoutlinedinChapter80of the IIBMH or superseding applicable agency regulations. A general cost estimator developed forwildlandfirethatcanbeusedonall‐hazardsincidentsisfoundinAppendixIofthissupplement.

80.1 Anti‐Deficiency Act Requirements and Exceptions

TheAnti‐DeficiencyAct(ADA)prohibitsfederalemployeesfrom:

Makingor authorizing expenditure from,or creatingor authorizing anobligationunder, anyappropriation or fund in excess of the amount available in the appropriation or fund unlessauthorizedbylaw.31U.S.C.1341(a)(1)(A).

Involvingthegovernmentinanyobligationtopaymoneybeforefundshavebeenappropriatedforthatpurpose,unlessotherwiseallowedbylaw.31U.S.C.1341(a)(1)(B).

Accepting voluntary services for the United States, or employing personal services notauthorized by law, except in cases of emergency involving the safety of human life or theprotectionofproperty.31U.S.C.1342.

Makingobligationsorexpenditures inexcessof anapportionmentor reapportionment,or inexcessoftheamountpermittedbyagencyregulations.31U.S.C.1517(a).

Exceptinthecaseofanemergency,acceptingvoluntaryservicesorobligatethefederalgovernmentforan amount greater than the budgetary resources available for purpose and time period is an ADAviolation. During an emergency situation, which is defined as follows (GAO‐06‐382SP AppropriationsLaw—Vol.IIpage6‐110),either:

The serviceswere provided to protect human life (Note: rendering service to overcomemereinconvenience or even to avoid a potential future emergency is not enough to overcome thestatutoryprohibition);and/or

Thepropertymustbeeithergovernment‐ownedpropertyorpropertyforwhichthegovernmenthassomeresponsibility.

Failure to followtheaboverequirementscouldsubject thebureau/office to theriskofpenaltiesof theADA if there is an over‐obligation of funds. Under no circumstance may a bureau/office set upreimbursable funding in anticipation of an IAA being signed; or the expectation that supplementalfundingmaybeappropriated;inthefinancialsystemofrecord.Abureau/officemustusetheirowndirectappropriationuntilasignedIAAbetweenthepartieshasbeenfullyexecuted.Theonlyexceptioniswhen


24

parties are using theDOIMOA forAll‐Hazards Intra‐Agency Support (AppendixB) for an emergency,whichtogetherwithanauthorizedobligationconstitutesalegalintra‐agencyagreement.

90.0 ALL‐HAZARDS INCIDENTS

WhileseveraldifferentlegalauthoritiesexistforDOIandFStorespondtoincidents,onlythreecommontypestarecoveredinthissupplement:

StaffordActresponseandrecoveryactionsthatutilizeFEMAMissionAssignments(MAs) OilPollutionActresponsesthatutilizePollutionRemovalFundingAuthorizations(PRFA) EconomyActresponsesthatutilizeReimburseableSupportAgreements(RSAs)adoptedbetween

agencies.

Ifrespondingtoadiffenttypeofincident,pleaseconsultwiththeagency’sincidentbusinessspecialistoradministrativerespresentative forquestions.Agenciesneedtobeawaretheremaybeseveraldifferentsourcesoffundingforagivenincident.Trackingofaccountingcodesandresourcesiscrucial.

90.10 STAFFORD ACT RESPONSE AND RECOVERY ACTIONS (FEMA MISSION ASSIGNMENTS)

TheNRFandNDRFidentifythecoordinatingagencyandprimaryagency(ies)responsibleforeachoftheESFs and the (RSFs. The frameworks also identify the support roles that the various federal agenciesassume under them. The ESFs and RSFswere established by FEMA to identify, organize, and provide(primarily federal) assistance to state, local, and tribal governments for response and recoveryoperations.

TheFCOmanages and coordinates federal resource support activities related to StaffordActdisastersandemergenciesand,under theNDRF, canappointaFDRCasadeputy for facilitatingrecoveryplans.BoththeFCOandtheFDRCaretypicallyFEMAemployees.

FEMAandtheFCOaccomplishmanytasksbyissuingFEMAMAstootherprimaryandsupportagencies.FEMAordersESFandRSFassistance fromprimary agencies throughaFEMAMAwhichdescribes thesupport requested and establishes the reimbursable budget authority (i.e., expenditure ceiling). Aprimaryagencymay“subtask”asupportagencytoaccomplishtasksrequiredbytheMA,subjecttothesupportagency’svoluntaryacceptance.

For example, the “subtasked” agency could be requested to accomplish a specific mission, such asoperatingareceivinganddistributioncenterinsupportofaparticulardisaster.The“subtasked”agencywould use its available resources, including those available through federal and state agreements, tocompletetheassignment.


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BothDOIandUSDA,ForestServiceserveassupportagenciestootherESFs:

EmergencySupportFunction

(ESF)

#1Transportation

#2Com

munications

#3PublicWorksandEngineering

#4Firefighting

#5EmergencyManagem

ent

#6MassCare,Emergency

Assistance,Housing,andHuman

Services

#7LogisiticsManagem

entand

ResourceSupport

#8PublicHealthandMedical

Services

#9SearchandRescue

#10OilandHazardousMaterials

Response

#11AgricultralandNatural

Resources

#12Energy

#13PublicSafetyandSecurity

#15ExternalAffairs

Agency

USDepartmentofAgriculture(USDA) S S S S S S C/P/S S S

USDA‐ForcestService(FS) S S S C/P S S S S S S

DepartmentofCommerce(DOC) S S S S S S S S S S S S S

DepartmentofDefense(DOD) S S S S S S S S P S S S S S

DOD‐USArmyCorpsofEngineers(USACE) S C/P S S S S S S S S S

DepartmentofEducation(ED) S S

DepartmentofEnergy(DOE) S S S S S S S C/P S S

DepartmentofTransportation(DOT) C

DepartmentofHealthandHumanServices(HHS) S S S S S S S S S

DepartmentofHomelandSecurity(DHS) S S S S S C/P S S S S S C

DHS‐FEMA S P P S C/P C/P/S C/P S C/P S S P

DHS‐OfficeofEmergencyCommunications C/P S S

DHS‐USCG S S S S P P S

DepartmentofHousingandUrbanDevelopment(HUD) S S S

DOI S S S S S S S S P S P/S S S S

DepartmentofJustice(DOJ) S S S S S S S S

DepartmentofLabor(DOL) S S S S S S S S S C/P S

DepartmentofState(DOS) S S S S S S S S S

UndertheNRF,withinDOI,thebureaus/officeshavebeenidentifiedaseithertheFederalPrimaryAgency,DOIPrincipalPlanner,supportingtheESFwithfullytrainedpersonnel,orasthosethatoccasionallyprovideassistanceforeachESFasseeninthefollowingtable.


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FederalPrimaryAgency DOIPrincipalPlanner SupportsESFwithfullytrainedpersonnel Providesoccasionalassistance

Emergency Support Functions (ESFs)

OEM

OEP

C

OLES

OWF

BIA

BLM

BOEM

BSEE

BOR

ONRR

FWS

IBC

OAS

NPS

OCIO

OCO

OSM

RE

USG

S

ESF#1 Transportation

ESF#2 Communications

ESF#3 PublicWorksandEngineering

ESF#4 Firefighting

ESF#5 EmergencyManagement

ESF#6 MassCare,EmergencyAssistance,Housing,andHumanServices

ESF#7 LogisticsManagementandResourceSupport

ESF#8 PublicHealthandMedicalServices

ESF#9 SearchandRescue

ESF#10 OilandHazardousMaterialsResponse

ESF#11 AgriculturalandNaturalResourcesNatural/CulturalResourcesandHistoric

ESF#11a

AgriculturalandNaturalResourcesAnimal/PlantDiseaseandPestResponse

ESF#12 Energy

ESF#13 PublicSafetyandSecurity

ESF#15 ExternalAffairs ESF#15a

TribalAffairs


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DOIalsoservesasaCoordinating,PrimaryandSupportAgencytootherRSFs:

Recovery

Support

Function

(RSF)

Community

Planningand

Capacity

Building

Econom

ic

Healthand

Social

Services

Housing

Infrastructur

eSystem

s

Naturaland

Cultural

Resources

Agency

USDA S P S P S DOC S C/P S S SDOD‐USACE C/P SED P S DOE S P DOT S S P EnvironmentalProtectionAgency(EPA) S S S S PGeneralServicesAdministration S S HHS P S C S S DHS S S DHS‐FEMA C/P P P P P PHUD S C/P DOI S S P S C/PDOJ S P P DOL P P CorporationforNationalandCommunityService S S P S SmallBusinssAdministration S P S S DepartmentoftheTreasury S P S S VeteransAdministration P/S S AmericanRedCross S S NationalOrganizationsActiveinDisasters S S USAccessBoard S AdvisoryCouncilonHistoricPreservation SCorporationforNationalandCommunityServiceCouncilonEnvironmentalQuality SInstituteofMuseumandLibraryServices SLibraryofCongressNationalEndowmentfortheArts SNationalEndowmentfortheHumanities SHeritagePreservation SFederalCommunicationsCommission S

DesignationofRSFCoordinatorandPrimaryandSupportAgencies:C=RSFcoordinator,P=PrimaryagencyandS=Supportagency


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Under the NDRF, within DOI, the bureaus/offices have been identified as either the Federal Coordinating Agency, DOI Principal Planner,supportingtheRSFwithfullytrainedpersonnel,orasthosethatoccasionallyprovideassistanceforeachRSFasseeninthefollowingtable.

Recovery Support Functions (RSFs)

OEM

OEP

C

OWF

BIA

BLM

BOEM

BSEE

BOR

FWS

IBC

NPS

OCIO

OSM

RE

USG

S

OIA

Community Planning and Capacity Building (Supporting)

Economic (Supporting)

Health and Social Services (Primary)

Housing (Supporting)

Infrastructure Systems (Supporting)

Natural and Cultural Resources (Coordinating)

FederalCoordinatingAgency DOIPrincipalPlanner SupportsRSFwithfullytrainedpersonnel Providesoccasionalassistance

Bureau/OfficeAcronyms:OEM=OfficeofEmergencyManagement,OEPC=OfficeofEnvironmentalPolicy&Compliance,OWF=OfficeofWildlandFire,BIA=BureauofIndianAffairs,BLM=BureauofLandManagement,BOEM=BureauofOceanEnergyManagement,BSEE=BureauofSafety&EnvironmentalEnforcement,BOR=BureauofReclamation,FWS=Fish&WildlifeService,IBS=InteriorBusinessCenter,NPS=NationalParkService,OCIO=OfficeoftheChiefInformationOfficer,OSMRE=OfficeofSurfaceMiningReclamationandEnforcement,USGS=U.S.GeologicalSurveyandOIA=OfficeofInsularAffairs.


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90.11 FEMA Mission Assignments

Responseand/orrecoveryactivitiesundertakenbyDOIpursuanttoaFEMAMAcanbeaccomplishedbyutilizing resources obtained through established dispatch coordination concepts and processes. FEMAusesMAsforbothNRFandNDRFoperations.

The MA form (Appendix E) contains information such as funding source, funding limitations, taskrequirementstobeperformed,completiondate,andstatecost‐sharerequirements.Establishingeffectivemanagementcontrolsmayassistthebureausandofficesinprovidingtimelyreportingdata.

Inaccordancewith theNRF’sFinancialManagementSupportAnnex,bureau/office financeofficesshallensure that, throughout the NRF/NDRF operations, financial records are adequately maintained toprovide accountability and justification for reimbursement. Bureau‐level financial points‐of‐contactshould be designated to coordinate processing of documentation, to properly record costs related toFEMAMAs,toprocessreimbursablebillings,andtoprovidefinancialdatatotheDepartmentalFinanceContact.

Whenabureaurespondstoadisaster,thebureaushouldtakestepsto:

Establish the new cost account structure or project code to track costs associated with thedisasterresponsebyFEMAMAand/orotherRSA;

Establish controls to track costs incurred on government charge cards used by the deployedpersonnelinrelationtothedisaster;

Ensurethatdeployedpersonnel’stravelvouchersandothertravelexpensesarerecordedagainstthenewcoststructureorprojectorjobcode;and

Ensurethatdeployedpersonnel’sovertimeworkhours(andexpenditures)toperformtheFEMAMAarerecordedagainstthenewcostaccountstructureorprojectcode.

90.12 FEMA Mission Assignment Subtasking

EachESF/RSFprimaryagencyisresponsiblefor“subtasking”supportagenciesorbureausbycompletingan RSA that describes the work to be performed, estimates date of completion, and establishes thereimbursablebudgetauthority.TheESF/RSFCoordinatorpreparesandtheDOIOfficeofBudgetsignstheRSA. The ESF/RSF Coordinator transmits the RSA to the authorizing official from the “subtasked”agency’sbudgetoffice,whosignstheRSAandreturnsittotheESF/RSFCoordinator.

Allrulesandregulationsof theMAwillstillapplytoanysubtaskingtosupportagencies.TheESF/RSFprimary agency is responsible for monitoring the work progress of a subtasked support agency andapprovingtherequestforreimbursementsubmittedbythesupportagencytotheprimaryagency,andsubsequentlybillingFEMA.

90.13 FEMA Mission Assignment Reimbursement

Generally, the primary agency is responsible for providing cost tracking and reporting guidelines toincidentmanagementpersonnel:

TheprimaryagencyistaskedbyFEMAthroughitsissuanceofaFEMAMA.TheprimaryagencyisresponsibleforperformingthetasksoutlinedintheFEMAMAandmaysubtaskasupportagency


30

to accomplish the mission, subject to the subtasked agency’s voluntary acceptance of thesubtasking.

FEMAwillreimbursetheprimaryagencyuponreceiptandexaminationofeligible,documentedcostsincurred.

Subtaskedagenciesareresponsibleforrecording,documenting,andcertifyingtheirreimbursableexpenditures and submitting them to the primary agency for eventual reimbursement. Theprimary agency reviews the MA cost documentation package and reimbursement request forclarityandaccuracyandworkswiththesupportingagencytomakeanynecessaryimprovementsorcorrections.

The primary agency that’s tasked with the MA subsequently will provide all MA costdocumentationpackagesandreimbursementrequeststoFEMA’sFinanceCenterforreviewandapproval.

TheMAcostdocumentationpackageandreimbursementrequestshouldincludethefollowing:

IAAForm(e.g.,MAForm,relatedRSAforany“subtasked”entities,orMilitaryInterdepartmentalPurchaseRequest[MIPR]);

Resourceorderorlistofstaffassignedtorespondtoaspecificemergencyordisaster; Travelvouchersandotherassociatedexpenses;and Timeandattendancerecordsoftheassignedresources.

90.14 FEMA Mission Assignment Costs Eligible for Reimbursement

FEMAMAreimbursablecostsmayincludethefollowing(44CFR206.8):

Overtime payroll costs, travel, and per diem of permanent federal agency personnel directlyassignedtothedisasteroremergencyarea.

Actualpayrollcosts(e.g.,salariesandbenefitsofworkperformedforregulartimeorforpremiumpay), travel, and per diem, as appropriate, for temporary federal agency personnel, rehiredretired annuitants, casuals, or non‐federal cooperators assigned solely to perform the servicesrequiredtoexecutetheFEMAMA.

Cost of work, services, and materials procured under contract for the purpose of providingassistance requested by the FEMA MA as directed by the FCO, FDRC, or the FEMA RegionalDirector.

Cost ofmaterials, equipment, and supplies (including transportation, repair, andmaintenance)fromregularinventoryusedinprovidingdirectassistancepursuanttotheFEMAMA.

Allcostsincurredwhicharepaidfromtrust,revolving,orotherfundsandwhosereimbursementisrequiredbylawforworkperformedpursuanttotheFEMAMA.

Other costs to accomplish the FEMAMA submitted by an agencywith written justification orotherwiseagreedtoinwritingbytheFCO,FDRC,ortheFEMARegionalDirectorandtheagency.


31

Personnel supporting the effort such as timekeepers, administrative officers, human resources,contracting,externalaffairs,andfinancepersonnelshallnotchargedirectlytothereimbursablebillings,butarecoveredbytheindirectcostrate,ifallowed,intheMAor“subtasking”RSA.

Overtime associatedwith dispatch operations should be consideredwhenpreparing theMA.Dispatchpersonnelwhowillbechargingovertimetoanincidentshouldbelistedonaresourceorder.Suggestedlanguage for an MA’s Statement of Work could include “This activationmay include overtime andreasonableadministrativecostsrelatedtotheincident.”

FEMA will not reimburse agencies for accountable/durable property (e.g., cache items), and theprocuring agency will assume the cost of items not turned over to FEMA. In some cases, FEMA’sdetermination of accountable/durable property may be different than DOI or the primary agency’sstandards.

FEMAwill consider reimbursement of agency charge card purchases only if the necessary supportingdocumentation is provided. All chargesmust be supported by an incident order and request number(resource order number). Agency procedures for establishing reimbursable charge codes should befollowed.

90.15 FEMA Negotiated Reimbursement Items

Whetherotherdirectcostsand/orburdenwillbereimbursablewillvarybytheFEMAMAorSubtasking.Below are items that are typically negotiated for FEMA reimbursement, depending on whether theirpurchasewasnecessaryforresponsetotheemergencyordisaster:

Hardhat Safetygoggles Hearingprotection Insectrepellantw/DEET,orpicaridinpumpspray Sunscreen–SPF30pumpspray Rubbergloves Sleepingbag 100ft.clothmeasuring(reel)tape Orangesafetyvest N‐95dustmasks First‐aidkits(4toeachgroup) Alcohol‐basedhandsanitizer/wipes/clothsorwaterlesshandcleaner Flashlightsandbatteries(forflashlightsandalarmclocksonly) Bedlinens,blankets Towels/washcloths Steel‐toedboots Tetanusshots Leathergloves Bottledwaterfor24hours,ice Rubberboots(ifnecessary) Lipbalm


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90.16 FEMA Reimbursement Procedures

The primary support agency or lead bureau reviews and approves all FEMAMA cost documentationpackages and reimbursement requests. The following steps should be followedwhen preparing thesedocuments(AppendixJforESF4FSSubtaskingBillings):

Thefinalbillingshouldoccurwithin90daysofcompletingtheFEMAMA.Thefinalinvoicemustbemarked“FINAL.”Alternately,bureausareallowedtosubmitaseriesofMAcostdocumentationpackagesandreimbursementrequests.

Bureausrequestingreimbursementofthe“base‐eight”payrollcostsincurredfortheMAwillberequiredtoprovideadetailedjustificationfortheirrequest,suchasidentifyingthepayrollcostsofdeployedemployeeswhonormallychargetheirbase‐eightworkhourstoeitheraspecialtrustorrevolvingfund,orwhoareclassifiedastemporaryhires.

Bureausthatreceiveappropriatedfundingforbase‐eightpayrollcostsforstaffdeployedtoworkunderaMAwillonly receive reimbursements forqualifiedovertimepayroll costs, travel costs,andpurchasesofapprovedsupplies/equipment.

TheMAcostdocumentationpackage should containofficial financial systemgenerated reportsandadequatesupportingdocumentation.

FollowtheMABillingandReimbursementChecklistfordetailsonhowtoprepareatransmittalformandtoseethetypesofsupportdocumentationwhichshouldbeincluded.Thechecklistcanbe found at: http://www.fema.gov/doing‐business‐fema/mission‐assignment‐billing‐reimbursement‐checklist. MA cost documentation packages should also include a completedmissionassignmenttransmittalform(www.fema.gov/pdf/government/transmittal/pdf).

Theprimaryagency isresponsible forcompilingFEMAMAandrelatedsubtaskingcostdocumentationandreimbursementrequests.Subtaskedagenciesareresponsibletoprovidesupport to theprimary inthisprocess.

MoredefinitiveDOIguidanceonhowtoreceivereimbursementofproperlydocumentedcostsforFEMAMAs for ESF#10, ESF#11 (NCH) and theNCRRSF is contained in the “DOI Cost Reimbursement forFEMAMAs for ESF #10, ESF #11 and the NCR RSF,” prepared jointly by the Office of EnvironmentalPolicyandCompliance(OEPC)andPFM.

90.20 OIL POLLUTION ACT RESPONSES (Pollution Removal Funding Authorizations)

ThefederalgovernmenthastheresponsibilitytorespondtooilspillspursuanttotheCWA,OPA,andtheNCP.

FederaloilspillresponsesareledbyaFOSCfromeithertheEPAortheUSCG.Forspillsthatoccurintheinlandzone,EPAprovides theFOSC.Forspills in thecoastalzone, includingtheGreatLakes, theFOSCwillbe fromtheUSCG.UnderCERCLA, theFOSCmaybe fromtheDepartmentofEnergy (DOE)or theDepartment ofDefense (DOD)when the emergency response involves oil discharged from a vessel orfacilityunderthejurisdiction,custody,orcontrolofDOEorDOD,respectively(40CFR300.120c).

UndertheauthorityoftheNCP,theFOSCleadsandcoordinatesthefederaloilspillresponseto:

Contain,remove,anddisposeoftheoil;


33

Protectthreatenedresources;

Ensurepropernotificationsaremade;

Direct,coordinate,and/orprovidetechnicalassistanceforthefederalresponse;

Maintainfederaldecision‐makingauthorityfortheresponse;and

Ensureaccesstonecessaryinformation.

Toaccomplishtheseobjectives,theFOSCorganizesandmanagesanincident‐specificIncidentCommandorUnifiedCommand(IC/UC)tobringtogethervariousgovernmentagenciestoparticipateintheoverallfederalresponseeffort.Toensurerapidandeffectiveresponsestooilspills,theFOSCusestheOSLTFtofundresponseactions.TheFOSCistheonlyofficialauthorizedtoapproveresponse‐relatedexpendituresfromtheOSLTF.

The FOSC frequently issues PRFAs supported by funding from the OSLTF to obtain needed oil spillresponseactivitiesfromothergovernmentagencies(federal,state,tribal,local),suchasDOI.PRFAsareIAAsthatoutlinethespillresponseactivitiestobeperformedbyotheragenciesfortheFOSC.

A DOI bureau/office that has been issued a PRFAmay either perform the work itself, or have PRFAauthorized tasks performed by another agency through a “subsidiary” IAA; or by a private businessthroughacontract;orbyaNon‐GovernmentalOrganizationthroughacooperativeagreement.However,the DOI bureau/office should check to make sure the FOSC/UC does not object to using such anarrangement. In order to be reimbursed for such costs, the agencymustmanage the IAA, contract, orcooperativeagreementtomakesuretheworkisadequatelyperformedandmustproperlydocumentthecostsoftheworkthatisaccomplished.Thisentailsincludingacopyofthecontractandsupportingcostdocumentation,suchas invoices, in thePRFAcostdocumentationpackageandreimbursementrequestthatareeventuallysubmittedtotheFOSC.

TheDOIOfficeofEnvironmentalPolicyandCompliance(OEPC)providesdirectionandmanagementforthe negotiation and implementation of PRFAs issued by FOSCs to DOI bureaus and offices and canprovidecoordinationfortheirparticipationinincident‐specificspillresponseactivities.

FOSCsfrequentlyrequestDOI,anditscomponentbureausandoffices,toworkaspartoftheUCandtoprovideon‐scenesupporttotheFOSCbyconductingavarietyofspillresponseactivities.Suchassistanceincludes,butisnotlimitedtothefollowing:

Monitoring water, shoreline, and other habitats to assist with emergencyresponse/removal/cleanup decision making and provide wildlife resource information to theIncidentActionPlan;

Providingsurveillance, includingacquisitionanduseofaerialplatforms, ifappropriate,andsitedocumentationofaffectedfishandwildlifehabitatandresourcestodeterminethreatstospeciesprotectedbytheEndangeredSpeciesAct(ESA)andMigratoryBirdTreatyAct(MBTA)andtheirsupportinghabitats,aswellastoascertainthepresenceofoilandoiled/impactedwildlife;

CoordinatingrequiredconsultationsunderSection7oftheESA;


34

Assisting the FOSC in complying with Section 106 of the National Historic Preservation Act(NHPA) Programmatic Agreement on Protection of Historic Properties During EmergencyResponseundertheNCPandprovidingadditionalguidanceasnecessary;

Providingaccesscontrol forDOI landmanagementunits(FishandWildlifeServiceforNationalWildlife Refuges,National Park Service forNPS units such asNational Parks,NationalHistoricSites,etc.);

Arranging for hazing or other deterrence for migratory birds, as appropriate, in attempts topreventinjuryorimpacts(e.g.,“oiling”)ofsuchbirds;

Assisting the FOSC in establishing emergency response priorities and protection strategies inreferencetohabitatsandenvironmentallysensitiveareasandresources;

Providingfollowupperiodicmonitoringforspill/relatednaturalresourceimpactsifneeded;

Monitoringforaffectedbirdsandotherwildlifeand,whenpossibleandnecessary,transportingbiotatowildliferehabilitationfacilities;

Arrangingforandsupervisingoiledwildliferescue/rehabilitationpersonnel,facilitiesandefforts,as necessary, to include carcass removal and coordinatingwith law enforcement personnel tomake sure proper licenses/permits are in place; (note: the MBTA and the ESA prohibit thepossession, transportation, handling, etc., ofwildlife protected under these and other laws, byanyoneotherthanthosepossessinglicenses/permitsundertheseActs);

SurveyingDOI landmanagementunits to report to theFOSConoil concentrations, threatsandimpacts to environmentally sensitive areas, adverse effects on wildlife, contaminated culturalresources, and contaminated public use areas, and recommending protective and mitigatingmeasurestoaddressadverseimpacts;and

Participating in the UC’s decision‐making process on the ongoing federal response and toultimatelydeterminecompletionofcleanupactivitybyadoptingandachievingcleanupstandardsfortheimpactedareas.

OEPC Regional Environmental Officers (REOs) assist DOI bureaus/offices in the PRFA negotiation,preparation,approval,andreimbursementprocess.

90.21 The Pollution Removal Funding Authorization (PRFA)

The PRFA (AppendixD) is the governing document that commits the OSLTF to reimburse the costsincurredforactivitiesundertakenbyanothergovernmentagencyforresponseworkperformedonthefederaloilspillresponseunderthedirectionoftheFOSCandtheUC.TheFOSCmayissueaPRFAtoaDOIbureau or office to request support in areas of either bureau/office expertise and/or federal trustresponsibilityfornaturaland/orculturalresources.Onlythegoods,services,orspillresponseactivitiesdescribedinthePRFAareauthorizedbytheFOSCforsubsequentreimbursementfromtheOSLTF.

ThePRFAshouldclearlyoutlineandauthorize:

Theapprovedreimbursementbudgetauthorityceiling;


35

Theperiodofperformance forconductingspecifiedactivities tosupport the oilspill response;and

ThegoodsorservicestobeprovidedbytheagencytotheFOSC.Thedescriptionofthesecanbewritteneitherfairlybroadlytoencompassarangeofactivitiestosupporttheoilspillresponse,orcanbewrittenmorespecificallytoclearlyidentifywhattheFOSCwants,orcanbeacombinationofbothgeneralandspecificassignments.ThePRFAandanysubsequentPRFAamendmentswillhaveadescriptionof theoil spill responseactivitiesoutlined inanattachedstatementofwork(SOW).

TheDOIbureauorofficewillberequiredtoprovideacostestimateforthegoodsandservicesoutlinedinthePRFA.Suchcostestimateswillberequiredtobeupdatedandshowgreaterdetailasthedurationoftheresponsegrows.

A PRFA neither grants nor transfers funding to the bureau or office. It grants reimbursable budgetauthoritycontingentontheproperperformanceof theworkoutlinedbythePRFAandthesubsequentsubmissionofwell‐documentedreimbursablecoststhatwereincurred.

The FOSC is the only official authorized to approve reimbursement for response expenses from theOSLTF.AnagencyperformingreimbursableworkoutlinedbyaPRFAisworkingfor,andtakingdirectionfrom,theFOSCandtheUCandisparticipatingintheIncidentCommandSystem,thedoctrinethatguidestheoperationalcyclesoftheIC/UC.

KeypointsrelatedtoPRFAs:

BeforeaDOIbureau/officeconductsoilspillresponseactivities, theFOSC‐approvedPRFA(andattachedSOW)shouldbeinplaceinorderforthatbureau/officetoreceivereimbursementfromtheOSLTF.

WhilethePRFAandSOWshouldbesignedbeforecommencingworkontheoilspillresponse,averbal approvalmay suffice temporarily inorder to get assistancemobilized rapidly;however,the verbal approval needs to be documented and followed upwith a signed PRFA as soon aspossible.

Failure or delay in doing so may prevent a bureau/office from obtaining subsequentreimbursement for oil spill response activities it conducts prior to the PRFA being signed andissuedbytheFOSC.

ThecostofperformingworkthatisnotoutlinedinthePRFAanditsattachedSOWorotherwisedocumented and is not specifically requested by the FOSC, is not reimbursable. Questions ofwhethercertainworkcorrespondswiththetasksoutlinedinthePRFAshouldbedirectedtotheREOandtheFOSCforclarificationandinterpretation.Theresponseshouldbedocumentedandtheguidancefollowed.

PRFAsmaybeamendedbytheFOSCtoassignnewtasks/activitiestothebureau/officeinorderforsuchtasks/activitiestobereimbursable.

DOIbureausandofficesshouldconsider immediatelysettingupaseparateQuicktime(payroll)account to record the reimbursablework hours incurred by employees in the performance ofPRFA‐approvedactivitiestoensureanaccuraterecordofpayrollcoststhatcanreadilysatisfythe


36

USCG/National Pollution Funds Center’s (NPFC’s) cost documentation requirements.Alternatively, bureaus/offices can set up reimbursable accounts subsequent to the oil spillresponse and later transfer reimbursable work hours and expenditures from their baseaccount(s)intothereimbursableaccount.

OEPC’s REO should assist DOI bureaus and offices in negotiatingwith the FOSC regarding thereimbursable work activities authorized in a PRFA and should remain involved incommunicationsandcoordinationwiththeFOSCconcerningtheworkbeingperformedunderaPRFA.

DOI bureaus/offices may approach the FOSC with a request to perform response‐relatedactivitiesandhavethesefirstoutlinedandapprovedbytheFOSCinaPRFA.

The FOSCmay approach DOI bureaus/offices and request they perform certain spill responseactivitiesoutlinedinaPRFA.

DOI bureaus/officesmay be directly requested by a FOSC or FOSC Representative (FOSCR) torespondtoanoilspillincident.

There may be instances when a DOI bureau/office unilaterally determines that it needs torespondbasedonnotificationofanoilspill.Inthesecases,therespondingDOIbureau/officeorREOshoulddiscusswithEPAorUSCGtheneedtohaveaFOSCassignedandtheneedforaPRFAas soon as possible, and, subsequently, secure a PRFA that establishes a reimbursable fundingceilingtocoveratleasttheexpensesoftheinitialresponseactivities.

ItmightbepossibletoreceiveeventualreimbursementforresponseworkperformedpriortothePRFAbeingsignedandissuediftheinitialresponseactivitieswereappropriateandconductedinatimesensitivemannerandwelldocumented.TheFOSCoraFOSCrepresentativewouldmakethisdetermination.

ToobtainablankPRFAtemplateutilizedbytheUSCG/NPFC,theorganizationchargedwithadministeringtheOSLTF,goto:http://www.uscg.mil/npfc/docs/PDFs/Forms/PRFA_Federal.pdf

90.22 Expectations and Allowable Costs Under a PRFA

DOIbureausandofficesworkingunderaPRFAshouldintegrateresourcesandactivitiesintotheIncidentCommandorUCaccordingtotheorganizationalprinciplesoutlinedintheNCPandNRS.Toensurefullreimbursement,itisimportantforDOIbureausandofficestohaveclearanddocumenteddirectionfromtheFOSCregardingservicesrequestedfromDOI.

Under the termsof aPRFA, a FOSCmay agree to reimburseDOIbureaus/offices for costs incurred inprovidinganyagreeduponoil spill responseactivitiesandassistance to theFOSC, consistentwith theNCP.ThisassistanceshouldbedocumentedinthePRFASOWandincludeanapprovedbudget.

Thefollowingcostcomponentsaretypicallyauthorizedforreimbursement:

All personnel payroll costs, including salary, benefits, and overtime pay: Payroll costsshouldbedocumentedforeachdeployedstaffmember includinggrade/step,dailyworkhours,overtime work hours, salary, and benefits. It is advisable to keep a record of the daily workperformedbyeachstaffmember.Eachdeployedstaffmembershouldrecordthisdatainaworklog.


37

Travel, lodging,andperdiemexpenses: Such costs should be clearly documented for eachdeployed staffmember by date, location, etc. and correspond to the approved travel vouchersretainedbythebureau/office.

Appropriatechargesfortheutilizationofothergovernmentagencyownedequipmentorfacilities: Such charges should be documented. DOI bureaus and offices should considerobtainingadvanceUSCG/NPFCapprovalforuseofaircraftandothermotorvehicles.

ContractorCosts:ClearlydocumentactualexpensesforcontractorgoodsandservicesobtainedtoprovideagreeduponassistanceandsupporttotheFOSC.

Purchaseor leaseofgoodsor services: Purchasesmade to support the response activitiesshouldbeclearlydocumentedbyinvoicesorreceiptsthatshowthebusiness,address,anddates.Such costs should be pro‐rated when appropriate. For example, if a piece of equipment or avehiclethat isbeingusedtocarryoutassignedtasksisalsobeingusedfornon‐PRFAactivities,thenthecostshouldbeallocatedproportionately.Copiesoftheserviceagreementcontractandpaidbillsshouldbeincludedinthereimbursementrequest.

IndirectCosts: Costsmaybesubject to theapplicationofan indirectcostrate ifsaidratehasbeen certified in writing by the appropriate bureau/office senior official as being accuratelyformulatedandapplied.DOIbureaus/officesshouldensurethatthecostdocumentationpackagedeveloped to satisfy subsequent reimbursement purposes includes the officially establishedindirectrateforfederalRSAs.

First‐timeuseofanindirectratemayrequiresubmittalofofficialDOIbureau/officepoliciesconcerningtheindirectratecalculationdocumentation.TheUSCG/NPFCrequiresthatthePRFAcostdocumentationpackageincludeasubmittaloftheinputstotheindirectcostmodelusedtocalculateindirectcosts.Ifthecostallocationplan(CAP)mechanismisusedtocalculateburdenand/orindirectcosts,DOIbureausandofficesshouldconsidertheguidancepromulgatedbytheUnitedStatesDepartmentofHealthandHumanServicesProgramSupportCenterDivisionofCostAllocationwhendeveloping suchplans.Reimbursedindirect costs are potentially subject to audit by non‐federal auditors. Therefore, the cost burden ofindirectcostsgeneratedusingaCAPmayrequireextensiveadditionalsupportingdocumentationbeforebeingreimbursed.

Overtime associated with dispatch operations should also be considered when preparing the PRFA.Dispatchpersonnelwhowillbechargingovertimetoan incidentshouldbe listedonaresourceorder.Suggested language for aPRFAcould include “Thisactivationmay includeovertimeandreasonableadministrativecosts.”

90.23 Unallowable Costs under a PRFA

NotallresponsecostsareeligibleforreimbursementunderaPRFA.Onlyoilpollutionremoval/responseactivities outlined in a PRFA and SOWare eligible for reimbursement. Such activities need to directlysupport the federal response being conducted by the FOSC. Questions regarding activity or costauthorizedunderaPRFAshouldbereferredtotheREOinvolvedinthePRFAapprovalprocessandtheDOIbureau/officebudgetorfinanceofficechargedwithcoordinatingwiththeFOSC.

Somecosts,suchasthoseincurredunilaterallybyaDOIbureau/officeforexecutiveleadershiptravelandmanagement oversight, are not eligible for reimbursement from theOSLTF if such activitieswere notrequestedbytheFOSCanddonotsupporttheFOSC’swork,butwereincurredprimarilyforthebenefit


38

oftheDOIbureau/office.However,suchmanagementoversightcostsshouldbetrackedanddocumentedfor potential cost recovery from other sources at a later date (e.g., possibly through a retroactivesupplementalappropriationthatcoverspreviousactivitiesorthroughcostrecoveryeffortsthatmaybemade later by the Department of Justice). It is important that DOI bureaus’ and offices’ PRFA costdocumentation packages clearly identify that the workwas performed for the FOSC according to theactivitiesoutlinedinthePRFA.Otherwise,suchcostsmaybedeemednon‐reimbursablebytheFOSCandUSCG/NPFCintheirreviews.

90.24 Creating a PRFA Reimbursement Account

ImmediatelyuponbeingawardedaPRFA,theDOIbureau/officeshouldcreatereimbursableaccountoraccountsfortheexpendituresitincursforperformingworkunderthePRFAandSOW.Thebureau/officeshouldeitherpostortransfersuchreimbursableexpenditurestothereimbursableaccount(s)inatimelymanner.

90.25 PRFA Limitations

ThefollowingarethelimitationrulesonPRFAreimbursements:

ThePRFAreimbursementmayonlybeusedtopayforthereimbursableexpendituresthathavebeen incurred for the responsework performed by the bureau/office for the FOSC under thetermsofthePRFA.

ThePRFAreimbursementcanneitherpayforfutureresponseactivitiesnoraugmentthecurrentappropriations of theDOI bureau/office. Bureaus and offices should consider obtaining a legalopinionthatresponseactivitiesdonotconstituteabudgetaugmentationifrespondingtoaSpillofNationalSignificance(SONS).

Theavailabilityofthereimbursementissubjecttotheperiodofavailabilityoftheappropriationthat is being reimbursed. Coordinatewith your REO in order to obtain a PRFA amendment toextendtheperformanceperiodwhennecessary.

TheOSLTFappropriationis“noyear”funding.

If the reimbursement occurs after the close of the fiscal year (and if response work wasperformed using a current annual appropriation), then the reimbursement is not available fornewobligations.DOIbureausandofficesshouldcoordinatewiththeirbudgetandfinanceofficesregardingsuchappropriationissues.

Theselimitationrulesmaybefoundathttp://www.uscg.mil/npfc/laws_and_regulations.asp

90.26 Other Funding Sources for Oil Spill Responses

In the absence of a FOSC‐issued PRFA, agencies supporting the oil spill response may subsequentlyrequest reimbursement directly from the USCG/NPFC by following its claims process outlined athttp://www.uscg.mil/npfc/Claims/default.asp.

However, the submission of a claim does not guarantee reimbursement. In some instances, DOIbureaus/officesmayalsoseekreimbursementdirectly fromaPotentiallyResponsibleParty (PRP), theentitywhich(mayhave)eitherspilledtheoilorcausedtheoiltobespilled.Inthatcase,bureaus/officesshouldworkcloselywiththeirbudgetofficesandwiththeOfficeoftheSolicitortoprepareanynecessarysettlementagreementsandrelatedsupportingdocumentation.


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90.27 PRFA Amendments

APRFAmaybeamended,attheFOSC‘sdiscretion,toincreasetheauthorizedmaximumreimbursementceiling. This is usually done if additional assistance and support is desired by the FOSC, or if costsincurred for services provided by the DOI bureau/office exceed the original estimate. Alternatively, aFOSC may amend a PRFA to either expand the reimbursable oil spill response activities that areauthorizedortoprovidegreaterdetailonsuchactivitiesandtheirrequirements.TheOEPCREOhandlesthesubmission,coordination,andmanagementoversightofthePRFAamendments.

90.28 PRFA Cost Documentation Packages

DOI bureaus and offices responding under a PRFA must track costs incurred and provide cleardocumentationtosupportsubsequentreimbursementandfederalcostrecoveryactions.

TheUSCG/NPFChasdevelopedguidanceforthepreparationandsubmissionofPRFAcostdocumentationentitled“TechnicalOperatingProceduresforResourceDocumentationunderTheOilPollutionActof1990”(USCG/NPFC Instruction 16451.2). This document may be found athttp://www.uscg.mil/npfc/docs/PDFs/urg/Ch2/NPFC16451_2.pdf.

Inaddition,OEPCREOsandtheOEPCResourceProtection,PreparednessandResponseTeamcanprovideadviceand/orassistancewiththedevelopmentofPRFAcostdocumentationpackages,andshouldreviewallsuchpackagesforclarityandaccuracybeforetheyaresubmittedtotheFOSCandtheUSCG/NPFC.

Inordertobeeligibleforreimbursement,aPRFAcostdocumentationpackagemustcontain:

The level ofdetail equivalent to that found in theUSCG’sPollution IncidentDailyResourceReport(CG‐5136)foreachemployee,whichincludes:

o Employeenameo Grade/steporlaborcategoryo Hourlypayrate(salaryplusbenefits)o Overtimepayrateifapplicableo Number of hoursworked on the response (differentiated between regular and overtimework

hours)o Netcost(hourlyratetimeshoursworked)o Dutiesprovided insupportof theFOSCforeachdayworkedonPRFAresponseactivities(each

deployedemployeeisadvisedtomaintainadailyworklog).

Travelauthorizationsandtravelclaimswithlocationsanddates(redactedasrequired)

Receiptsandusedocumentationforallequipmentandvehicularresources

Purchases must include copies of receipts. Purchases of equipment must be documented todetermine the necessity for the oil spill response. (Note: retaining relevant emails and notes ofcommunicationsmadewithintheICorUC,orfromtheFOSCprovidesthebestdocumentation.)

After the REO review has been performed, and any recommended cost documentation improvementsmade,theDOIbureau/officemayeitherasktheREOtosubmitthePRFAcostdocumentationtotheFOSCor,ifitisasmalloilspillwithminorreimbursablecosts,submititdirectly,withacopyprovidedtotheREO.


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DOIbureausandofficesarerequiredtostoreandmaintainPRFAcostdocumentationfilesforatleast10yearstosupportfutureUSCG/NPFCeffortsforobtainingcostrecoveryfromtheResponsibleParty(RP).Accordingly,DOI bureau andoffice staff involved in the response should be prepared to provide suchinformation,whichmayincludedailyworklogs,incourtproceedingsifcostrecoveryeffortsarelitigated.

The PRFA cost documentation package should include a completed SF‐1080 or SF‐1081 that clearlyindicateswhereandhowreimbursablepaymentsaretobesentbytheUSCG/NPFC.ThecompletedSF‐1080orSF‐1081constitutesthereimbursementrequest.

Requiredinformationforsucharequestincludesthe:

o AgencyLocationCode(ALC)

o Reimbursableaccountnumberorlineofaccounting

o Pointofcontactinformation(name,emailaddress,phonenumber,address)

o PRFAdocumentcontrolnumberusedbytheUSCGorEPA

o FederalPollutionNumber(FPN)fortheoilspillresponseassignedbytheUSCG/NPFC

o A clear, aggregated breakout of the reimbursable costs (payroll, travel, lodging, per diem,purchases,etc.).

Theseformsmaybefoundat:

http://www.uscg.mil/npfc/response/Cost%20Documentation/sf1080.asp.

CompletedPRFAcostdocumentationpackagesshouldbe:

Certified by the appropriate DOI bureau/office manager (Regional Director or equivalent ordelegatedstaff)

ForwardedtotheREOwhowillreviewitforaccuracyandclarity(however,forrareinstancesinwhichtheREOhasnotbeeninvolvedinthePRFAapprovalprocess,completedpackagesmaybesubmitteddirectlytotheFOSC)

The REO will then submit the PRFA cost documentation package to the FOSC for review andapproval

TheFOSCwillthenforwardthePRFAcostdocumentationpackagetotheUSCG/NPFCforreviewandapproval(ordisallowanceofnon‐reimbursableexpenses).

AftertheFOSCandUSCG/NPFCcompletetheirreviews,theywillapprovereimbursementofthequalifiedexpenditures and execute transfer of the reimbursement through the InternetPayment andCollection(IPAC) system in order to transfer the approved funds to the bureau or office reimbursable accountidentifiedintheSF‐1080/1081.

Concurrently, the USCG/NPFC will provide reports to OEPC of what has been approved forreimbursementandthetotalamountofthereimbursement.Inturn,OEPCwillprovidethisinformation


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totheDOIbureauorofficeandaskthattheyalertbudgetandfinanceofficessoreimbursementfromtheUSCG/NPFCcanbetrackedandassuredofbeingdepositedintothecorrectreimbursableaccount.

For more detailed, official DOI guidance on PRFAs, their financial management, and how to receivereimbursementofproperlydocumentedcosts,pleaserefertotheECM12‐4“DepartmentalProceduresRelated to Pollution Removal Funding Authorizations Issued by Federal On‐Scene Coordinators forReimbursable Oil Spill Response Activities,” prepared by OEPC. This DOI guidance document featuresusefulattachmentsandcanbefoundat:

http://www.doi.gov/pmb/oepc/upload/ECM‐12‐4‐PRFA‐Guidance.pdf

90.30 INTERAGENCY AGREEMENT RESPONSES (ECONOMY ACT AND OTHER REIMBURSABLE

AGREEMENTS)

Emergencies that are non‐Stafford Act are not issued an MA by FEMA. An agency must use currentfundingauthoritiesforincidentreliefwithoutexpectedreimbursementfromFEMA.AgenciesshouldstilltrackthesecoststodocumenttheneedforasupplementalfundingappropriationfromCongressandforreportingtoseniorleadership.

Inaccordancewith theEconomyActorotherapplicableauthorities, federalagenciesmayrequestandprovide federal‐to‐federal support by executing IAAs. DOI’s MOA on Intra‐agency Support duringEmergencyIncidents(AppendixB)maybeusedtosupplementtheRSA(AppendixC)forthesetypesofincidents. Agencies are responsible for developing a set of procedures to effectively, efficiently, andeconomicallymanagereimbursableagreementsinvolvingnationaldisasterreliefnotdeclaredundertheStaffordAct.

Fortherequestingagency,theEconomyActagreementisrecordedasanobligationinthesamemanneras any other contract. However, Economy Act agreements are subject to one additional requirement:unlike funds which the servicing agency legally obligates to a third party contract, funds forreimbursementofworkperformedbygovernmentemployeesexpireatthesametimeastheunderlyingappropriation.

According to FAR 17.5, the requesting agency (also referred to as the “buyer” or “receiving agency”)shouldonly listtheEconomyActastheirlegislativeauthorityintheabsenceofmorespecificstatutoryauthority. If theagency listsmorethanoneauthority, themorespecificauthoritywill takeprecedenceovertheEconomyAct.

ThefollowingaretherequirementsforanEconomyActagreement:

ADeterminationsandFindingsdocument,signedbyaContractingOfficer,justifyingthattheuseof an interagencyacquisition is in thebest interestof thegovernmentand that thesuppliesorservices cannot be obtained as conveniently or economically by contracting directly with aprivate source. (TheDeterminations andFindings is not required for intra‐agency agreements,butisrequiredforinteragencyagreements.)

Placinganorderontheappropriate formthat includesadescriptionofthesuppliesorservicesrequired,deliveryrequirements,afundscitation,apaymentprovision,andthelineofaccounting.


42

Payment foractual costsmustbemadeby therequestingagencyafter thesuppliesor serviceshave been received (some exceptions exist for advance payment requests) and the invoicesrenderedhavebeenauditedandcertifiedforpayment.

Additional information specific to DOI IAAs can be found in the IAA Handbook at:http://www.doi.gov/pfm/handbooks/upload/iaa.pdf.

90.31 Economy Act Costs Eligible for Reimbursement

AllitemseligibleforreimbursementunderanEconomyActagreementmustbeoutlinedintheorderforsuppliesor services. Adiscussionbetween theparties to theagreementonspecific itemsshould takeplace before signing the agreement. Typical items eligible for reimbursement on all‐hazards incidentsmightinclude:

Overtime, travel, and per diem of permanent federal agency personnel. (Base salary generallycannot be reimbursed on these types of incidents. Questions should be referred to theappropriateagencyincidentbusinessoradministrativerepresentative.)

Wages (regular time, overtime and premium pay), travel, and per diem, as appropriate, oftemporaryfederalagencypersonnelorcasualsassignedsolelytoperformtheservicesrequiredtoexecutetheagreement.

Cost of contracts,materials, equipment, services, and supplies procured under the agreement,includingthetransportation,repair,andmaintenanceofitemsfromregularagencyinventoryorcaches.

90.40 DOI ALL‐HAZARDS MOA GUIDANCE

The following information pertains to the DOI MOA for Intra‐Agency Support during EmergencyIncidents(AppendixB).

During an emergency incident, a bureau or office’s Responsible Official may use the MOA to requestresources fromanotherDOIbureauorofficebyprovidingwrittenauthoritytotheirdispatchcentertoissueresourceordersinROSSundertheagreement.

Theresourceorder(s)issuedtotheotherbureau/office(seller)(whichmustreferencetheMOA,provideanestimatedtimeframe,andprovideacostestimate),alongwiththeMOAitself,createsanauthorizedobligation document that guarantees the responding bureau/office (seller) reimbursement. Therequestingunit’s(buyer’s)budgetofficewillsetupapurchaseorder(whichisprocessedinthesystemofrecordasamiscellaneousobligation,meaningitdoesnotgothroughtheacquisitionsdepartment)whiletheIAAprocessbegins.Therespondingunit’s(seller’s)budgetofficecansetupashellsalesorderinthefinancialsystemreferencingtheMOAnumberuntilitcanbeupdatedwiththefinalIAA.

Theresource(s) isnowavailable torespondto the incidentandthe IAAprocess isstartedbyboththeresponding(seller)andtherequesting(buyer)bureaus/offices.OnceanIAAisinplace,itshouldbetheprimary legal document for reimbursement between the two bureaus/offices. All documents in thesystemofrecordmustbeupdatedtoreferencethefinalizedIAA.

90.41 The Responsible Official


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TheResponsibleOfficial isanofficerofabureauorofficehavingresponsibility foremergency incidentresponseinageographicunitorprogram/missionareaoftheagency.BureausandofficesshallestablishResponsible Officials through delegations and/or through policy, including position descriptions. ThisofficerisalsoreferredtoasanAgencyAdministratorandincludes,butisnotlimitedto:

Officialswithmanagementandfinancialauthoritywithinbureausoverageographicunit,suchasaBIAAgencySuperintendent,BLMDistrictManager,BOEMRegionalDirector,BORAreaManager,BSEE Regional Director, FWS Refuge Manager, NPS Park Superintendent, or OSM Field OfficeDirector.

Officialswithmanagement and financial authoritywithinbureaus/offices to execute emergencyresponseactivitiesacrosstheDepartment.

Officials with management and financial responsibilities assigned by policy or delegation tomanageDOIresponsibiliteswithininteragencyagreements(NRF,NDRF,etc.).

90.42 Written Authorizations to Dispatch Centers

Before placing orders under thisMOA, dispatch centers are required to receivewritten authorizationfrom the Responsible Official. That written authorization may include letters of delegation, officialagreements(cooperative,memorandumsandinter‐orintra‐agencyagreements),officialcorrespondenceletters, or emails from theResponsibleOfficial outlining the dispatch center’s responsibilities to placeorders.

90.43 Special Resource Order Requirements

UndertheMOAfortheresourceordertofulfilltherequirementsofalegalobligationthereisadditionalinformationthatmustbelistedinadditiontothestandardrequirementsforwildlandfireincidents:

Inthe“SpecialNeeds”sectionoftheresourceorderthefollowingphrasemustbeincluded:***ThisResourceOrder incorporates theDOIMOA for Intra‐AgencySupportduringEmergencyIncidentsforthepurposeofcreatinganauthorizingobligation.***

Anestimatedcostfortheresource(usingtheCostEstimatorinAppendixIorotherapprovedcostestimator) shall be entered in the “SpecialNeeds” sectionof the resourceorder, basedon either astandard14dayassignmentorotherassignmentlengthnotedintherequest.Thepurposeisfortherequestingunittobeabletoenteratotalestimatedobligationinthefinancialsystemtomeetfundscontrolprocedures.

90.44 Contract Resources Limitations

Bureau/officecontractresourcesmaybeusedunderthisMOAonlywhenitdoesnotviolatethetermsofthecontractfortheresourcetobeusedbyotherbureaus/officesorinadifferentlocation(s).Exampleswouldincludecontractsissuedspecificallyforinteragencyincidentresponse,suchasI‐BPAs,EmergencyEquipmentRentalAgreementsandNationalFireandAviationContracts forcateringandshowerunits.Controlsforcontractresourcesthatmayonlybeusedbyaspecificbureau,office,regionorunitshouldbeshownbyavailabilityrestrictionsinROSS.

90.45 Resource Support Costs


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Approved support costs for an ordered resource, such as travel to/from the incident, mileage forequipment,etc.shallbeconsideredasincludedintheresourceorder.Thesesupportcostsareonlythosethat are considered ordinary, inherent for resources to respond, and generally are included in costestimates for the resource. Any other support costs will need to be requested through an approvedresourceorder.


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APPENDIX A: DOI ORGANIZATION CHART SecretaryoftheInterior

SpecialTrusteeforAmericanIndians

Solicitor(SOL)

AssistantSecretary–Policy,Management&

Budget(PMB)

DeputySecretary

AssistantSecretary–Fish,Wildlifeand

Parks

AssistantSecretary–IndianAffairs

AssistantSecretary–LandsandMinerals

M

AssistantSecretary–WaterandScience

AssistantSecretary–InsularAreas

NationalParkService(NPS)

BureauofIndianAffairs(BIA)

BureauofSafetyandEnvironmental

Enforcement(BSEE)

BureauofOceanEnergyManagement

(BOEM)

OfficeofSurfaceMiningReclamation&Enforcement(OSMRE)

BureauofLandManagement(BLM)

BureauofReclamation(BOR)

U.S.GeologicalSurvey(USGS)

OfficeofInsularAffairs

(OIA)

U.S.FishandWildlifeService

(FWS)

BureauofIndianEducation(BIE)

U.S.ParkPolice(USPP)

InspectorGeneral(OIG)

SolicitorGeneral(SOL)


46

EnvironmentalPolicyandCompliance

InternationalAffairs(INTL)

NativeHawaiianRelations

RestorationandDamage

Assessment

PolicyAnalysis

YouthintheGreatOutdoors

HumanResources(OHR)

OccupationalSafetyandHealth

(OSH)

StrategicEmployee&

Organizational

CivilRights*

CollaborativeActionandDispute

GeospatialInformationOfficer

HearingsandAppeals

InteriorBusinessCenter(IBC)

EmergencyManagement

(OEM)

LawEnforcementandSecurity(OLES)

WildlandFire(OWF)

Acquisition&Property

Managem’t(PAM)*

Budget(POB)

FinancialManagement

(PFM)

Planning&PerformanceManagement

DAS‐PolicyandInternational

Affairs

DAS‐Youth,Partnershipsand

Service

DAS‐HumanCapitalandDiversity

DAS‐Technology,InformationandBusinessServices

DAS‐PublicSafety,ResourceProtection

&EmergencyS i

DAS‐Budget,Finance,Performance&Acquisition

AircraftServices(OAS)

DAS‐NaturalResourcesRevenue

NaturalResources

Revenue(ONRR)

RoyaltyAppeals InteragencyBorderlandCoordinator**

ChiefInformationOffice*(OCIO)

ValuationServices

DepartmentalOfficesFBMS

Implementation

Small&Disadvantaged

Business

AssistantSecretaryPolicy,Managementand

Budget(PMB)

*ReportstotheSecretaryoftheInteriorandreceivesadministrativesupportandguidancefromtheAssistantSecretaryandDeputyAssistantSecretariesofPMB.**ReportstotheAssistantSecretaryforPMBandreceivesadministrativesupportfromtheDeputyAssistantSecretary‐PublicSafety,ResourceProtection&EmergencyServices.


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APPENDIX B: DOI MOA FOR INTRA‐AGENCY SUPPORT DURING EMERGENCY INCIDENTS

Thisflowchartshowsthebudget/financeprocessforcreatinganobligationtomaintainfundscontrolandthesubsequentIAAunderthisMOA.The full signed copy of the MOA can be found at: http://www.doi.gov/emergency/upload/DOI-MOA-post-surname-FINAL-14JAN14.pdf


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U.S.DepartmentoftheInterior

MEMORANDUMOFAGREEMENTFor

Intra‐AgencySupportduringEmergencyIncidents OfficeoftheSecretary(OS)Agreement#PMB0002131NationalParkService(NPS)Agreement#NPS0013797USFishandWildlifeService(FWS)Agreement#DCN055631USGeologicalSurvey(USGS)Agreement#GS14000117BureauofLandManagement(BLM)Agreementlocation:BLMContinuityofOperationsInformationNetwork(COIN)andSafetalk/BLMBureauofReclamation(BOR)Agreementlocation:ReclamationEmergencyManagementSharePointSite/SharedDocuments/DOI‐EM‐MOABureauofIndianAffairs(BIA)Agreementlocation:Safetalk/BIABureauofIndianEducation(BIE)Agreementlocation:Safetalk/BIEOfficeofSurfaceMiningReclamationandEnforcement(OSM)Agreement#DTCS1295BureauofSafetyandEnvironmentalEnforcement(BSEE)Agreement#ADMSD‐13‐0068BureauofOceanEnergyManagement(BOEM)Agreement#ADMSD‐13‐0001

I. PURPOSE

ThepurposeofthisMemorandumofAgreement(MOA)istocreateaframeworkforDepartmentoftheInterior(DOI)bureausandofficestoexpediterequestsandprovideintra‐agencysupportduringanemergencywhilesimultaneouslyinitiatingthenormalbusinessprocesses.ThisMOAisapplicabletotheDOIresourcesavailableintheResourceOrderingandStatusSystem(ROSS)forusebyotherbureausandoffices.

Forpurposesofthisdocument,andinaccordancewithDepartmentalManualPart900,an“emergency”isdefinedasanunusualeventorincidentthatrequiresanimmediatebureauorofficeresponsetoreturntonormaloperations.Anemergencyincidentmaybenaturalorhumancausedandrequiresemergencyresponsetoprotectlife,property,ortheenvironment.Emergencyincidentscan,forexample,includemajordisasters,emergencies,terroristattacks,aircraftaccidents,earthquakes,hurricanes,tornadoes,tsunamis,war‐relateddisasters,publichealthandmedicalemergencies,andotheroccurrencesrequiringemergencyresponse.

II. BACKGROUND

EachDOIbureauandofficepossessesuniqueexpertiseandresources,andplaysanimportantroleinrespondingtoemergencyincidents.DOIresponsestoemergencyincidentscansometimesexceedthecapabilitiesofanyindividualbureauorofficeandmayrequireintra‐agencycoordination.


49

CoordinationandsupportwithintheDepartmentisessentialtomaximizetheuseofavailableresourcesandexpertise,andefficientlymanagefinancialresources.Considerablecooperationandcoordinationamongthebureausandofficesalreadyexists;theserelationshipsarecriticaltothesuccessofDOIemergencyincidentresponsefunctions.ThisMOAencouragesthispracticeandformalizesmethodsforDOIbureausandofficestoeffectivelyshareandexpediteresourcesduringemergencyincidents;however,thisMOAdoesnotprecludeDOIbureausandofficesfromprovidingassistanceonanon‐reimbursablebasisduringimminentlyseriousconditions,asauthorizedinPart900oftheDepartmentalManual,Chapter1.10.

III. AUTHORITIES

Economy Act of June 30, 1932 (47 Stat. 417; 31 U.S.C. § 1535), as amended. Travel Authority (5 U.S.C. § 5702 et seq.). Oil Pollution Act of 1990 (33 U.S.C. § 2701 et seq.). Comprehensive Environmental Response, Compensation, and Liability Act (CERCLA)

(42 U.S.C. § 9601 et seq.), as amended. Robert T. Stafford Disaster Relief and Emergency Assistance Act of 1988 (P.L. 93-288). Homeland Security Act of 2002 (6 U.S.C. § 101 et seq.). Federal Land Policy and Management Act of 1976 (43 U.S.C. § 1701 et seq.). Disaster Relief Act of 1974 (42 U.S.C. § 5147). Archeological Resources Protection Act of 1979 (P.L. 100-588 102 Stat. 2983), as

amended. National Indian Forest Resources Management Act of 1990 (25 U.S.C. § 3101 et seq.). National Historic Preservation Act of 1966 (P.L. 102-575, Sect 2), as amended. National Oil and Hazardous Substances Pollution Contingency Plan (40 CFR Part 300). DOI Interagency Agreement for the Cross Designation of the Interior Law Enforcement

Officers to Provide Law Enforcement and Investigative Support in Areas Under the Responsibility of the NPS, BLM, FWS, BOR, BIA, and the OLES, and EM.

Department of the Interior Departmental Manual, Part 900: Emergency Management Program.

IV. SCOPEOFWORKANDRESPONSIBILITIES

RequestsforassistanceunderthisMOAshallbeinitiatedwithemergencyincidentresourceordersinROSStoexpediteintra‐agencyresponsetoanemergency.UnderthisMOA,therequestingbureau/office(Buyer)agreestoreimbursearespondingbureau/office(Seller)forthecostsofsuchresources.ParticipationinthisMOAdoesnotobligatetheSellertoproviderequestedservices.

ThisMOAislimitedtoobtainingresourcesthroughROSSconsistingofpersonnel;Federally‐ownedassets;andservices,equipmentandsuppliesavailablewithinthescopeofexistingcontracts.

ThetermsoftheMOAmayonlybeinvokedbyabureauoroffice’sResponsibleOfficial.TheResponsibleOfficialisanofficerofabureauorofficewithbudgetauthorityassignedto


50

manageanemergencyincidentresponseinageographicunitorprogram/missionareaoftheagency.ThissanctionisrestrictedtothelimitoftheResponsibleOfficial’s(Buyer’s)authoritytocommitfundsfortheresponsiblejurisdiction(s)orprogramarea(s).AresourceorderinROSS,togetherwiththeinvocationofthisMOA,createsanauthorizedobligationwhichprovidesassuranceoffundingtoaSeller.

TheRequestingBureau/Office(Buyer)agreestothefollowing:

A. The Responsible Official for the jurisdiction or program area where the emergency has occurred has the budget authority to create obligations and authorize emergency incident resource orders. Should the authority to enter resource orders be delegated to someone other than the Responsible Official, the Responsible Official must work with that individual to ensure funds are available to reimburse the Seller for the goods and services provided and that the request is in the best interest of the United States government.

B. The emergency incident resource orders will contain a request for specific services to comply with the legal requirements of an obligation. The document will describe the capabilities requested, when and where the resources are needed, an estimate of the length of time the resources are required, and will include a cost structure (line of accounting).

C. In the event a Buyer’s funding is inadequate to cover the purchase order, then the Buyer’s

bureau/office agrees to allocate additional budget resources to the delegated official within five (5) business days.

D. A purchase order should be processed as a miscellaneous obligation in the financial

accounting system of record by the close of the following business day (after resources are made available). The purchase order and its line of accounting will be communicated to the Seller. The Intra-agency Agreement (IAA) should be prepared by the Buyer within two (2) days of completion of the purchase order.

E. The Buyer commits to reimbursing the Seller for the actual costs of the goods and

services (e.g. personnel, equipment, aircraft, supplies, and other services) provided for the emergency on a timely basis.

F. The Buyer, through existing bureau/office procedures established by the Emergency Coordinator, will notify the Interior Operations Center (IOC) when this Agreement has been invoked and an emergency incident has been established in ROSS by submitting a Form ICS-209-DOI or Spot Report. The IOC will assign an emergency incident tracking number to be used for departmental reporting requirements.

G. When emergency incident activities come to a close, the Buyer will submit a final incident report (Form ICS-209-DOI) to the Interior Operations Center ([email protected]), after which provisions of this agreement will no longer apply.


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H. ThepartiestothisMOAwillcomplywithallDOIfinancialmanagementprinciples,

policies,andregulations;andcertifyanadequatesystemofinternalcontrolstoensureproperaccountabilityoftheirrespectivefunds.

TherespondingBureau/Office(Seller)agreestothefollowing:

A. The Seller will provide assistance in the form of personnel, equipment, aircraft, supplies and/or other services on a reimbursable basis when a request for assistance complies with the requirements of this agreement and the Seller is able to provide the requested resources.

B. The Seller retains the right to disapprove or modify any request that may degrade the

bureau/office’s operational readiness, or if it is otherwise unable to provide the requested resources.

Workcanimmediatelybegin,andatemporarysalesordercanbesetupinthefinancialsystemofrecordreferencingtheMOAasauthorityuntilthepurchaseorderandfinalIAAiscompletedandapproved(atwhichtimethetemporarysalesordermustbeadjustedtoreflectthisinformation).

TheprocessesoutlinedinthisMOAdonoteliminatetherequirementfortheSellertosetupanIAAandsalesorderinthefinancialaccountingsystemofrecordwithinthetimeframespecifiedintheMOA,andcomplywithallapplicablefundscontrolandacquisitionregulations.Barringunusualcircumstances,thesalesordershouldbecompletedwithinfive(5)businessdays.InexecutingthisMOA,allpartieswilladheretotheprovisionsoftheDOISupplementtotheInteragencyIncidentBusinessManagementHandbookinitsentirety.Specificincidentbusinessmanagementprocedures,includingguidanceforimplementingthisAgreementfortheBuyerandSellerunderspecificincidentauthoritiesandtypesofeligiblereimbursableexpenses,canbefoundintheSupplement.

V. TERMS OF AGREEMENT

A. This MOA will become effective and remain in effect for a period of five (5) years commencing on the date of the last signature, unless otherwise agreed, modified or terminated by mutual agreement. After five (5) years, the MOA shall be reviewed by all participants to determine suitability for renewal, revision, or termination.

B. Extensions must be granted in writing and signed by all signatories, or authorized representatives, to this Agreement.

C. Any party may terminate its participation in this MOA by providing written notice to

each of the other parties in this MOA at least thirty (30) calendar days prior to the proposed date of termination. The remaining parties may continue the provisions of this


52

MOA. All parties understand that reimbursement for any expenses properly incurred by a terminating party before its end date will be made in accordance with the terms of this MOA.

D. This Agreement does not supersede or modify existing mutual aid agreements, assistance

agreements, Memoranda of Understanding, or contract procedures between individual bureau/offices and other federal agencies or non-federal entities.

VI. GENERAL PROVISIONS

A. All obligations of the parties to this MOA shall be subject to requirements relating to the

availability of funds.

B. This MOA may be modified to incorporate any changes that are mutually agreed upon by all parties. A modification will not become effective until it has been reviewed and approved by the Departmental Offices of Emergency Management, Budget, Financial Management, and Acquisition and Property Management; and signed by all parties to the MOA.

C. Nothing herein is intended to conflict with current law, regulation or directive. If any

terms of this MOA are inconsistent with such authority, then those conditions shall be invalid, but the remaining provisions and agreements shall remain in full effect.

D. The parties will follow the claims procedures outlined in the DOI Supplement to the

Interagency Incident Business Management Handbook.

VII. RESOLUTION OF DISAGREEMENTS IntheeventofadisagreementintheinterpretationoftheprovisionsofthisMOA,oramendmentsand/ormodificationsthereto,thatcannotberesolvedattheoperatinglevel,theissueswillbestatedinwritingbyeachpartyandpresentedtotheotherpartiesforconsideration.Ifagreementoninterpretationisnotreachedwithinthirty(30)days,thepartieswillthenforwardthewrittendisagreementtobureau/officeDirectorsforappropriateresolution.


53

VIII. PRINCIPAL MOA CONTACTS – EMC

TheDOIEmergencyManagementCouncilwillbetheprimarypointsofcontactforDOIbureausandoffices;andareresponsibleforcoordinatinganannualpolicyreviewofthecurrencyandadequacyofthisAgreementamongthesignatories,and/ortheirdesignees:

OfficeofEmergencyManagementLaurenceBroun202‐208‐[email protected]

BureauofIndianAffairsSidCaesar202‐208‐[email protected]

BureauofIndianEducationEricNorth505‐563‐[email protected]

BureauofLandManagementRodneyWalker202‐912‐[email protected]

BureauofOceanEnergyManagementTamaraLukjanczuk202‐208‐[email protected]‐445‐[email protected]&EnvironmentalEnforcementTerrinaHarford703‐787‐[email protected]

U.S.FishandWildlifeServiceLeaAnneThorne703‐358‐2226LeaAnne_Thorne@fws.govInteriorBusinessCenterJosephKovalchick303‐969‐[email protected]‐513‐[email protected]

OfficeofInspectorGeneralJamesRobison703‐487‐[email protected]

OfficeoftheChiefInformationOfficerTimQuinn703‐648‐5501Timothy_Quinn@ios.doi.govOfficeofInternationalAffairsRyanClose202‐208‐[email protected]

OfficeofAircraftServicesJohnMills208‐433‐[email protected]


54

OfficeofCommunicationsFrankQuimby202‐208‐[email protected]

OfficeofNaturalResourcesRevenueSheilaPerry303‐231‐[email protected]

OfficeofWildlandFireVincenzoMazzier202‐513‐[email protected]

OfficeofAcquisitionandPropertyManagementKathrynBender202‐513‐0693Kathryn_L_Bender@ios.doi.govOfficeofEnvironmentalPolicyandComplianceRyanSloan202‐208‐[email protected]

OfficeofFinancialManagementMelanieNavarro202‐208‐[email protected]

OfficeofHumanResourcesNicholasChomycia202‐208‐6107Nicholas_Chomycia@ios.doi.govOfficeofOccupationalSafetyandHealthBobGarbe303‐236‐[email protected]

OfficeofInsularAffairsMarinaTinitali202‐208‐5920Marina_Tinitali@ios.doi.govOfficeofLawEnforcementandSecurityJeffreyWaalkes202‐208‐[email protected]‐208‐[email protected]

OfficeofSurfaceMiningReclamationandEnforcementMaxBrown202‐208‐[email protected]

OfficeoftheSpecialTrusteeLeonCraig202‐208‐[email protected]

OfficeoftheSolicitorLarryEmanuel202‐208‐[email protected]

U.S.GeologicalSurveyStephenHammond703‐648‐[email protected]


55


56

APPENDIX C: EXAMPLE BLANK REIMBURSABLE SUPPORT AGREEMENT


57


58

APPENDIX D: EXAMPLE BLANK POLLUTION REMOVAL FUNDING AUTHORIZATION


59

APPENDIX E: EXAMPLE BLANK MISSION ASSIGNMENT FORM


60

APPENDIX F: HAZARD DUTY PAY DIFFERENTIALS (APPENDIX A TO SUBPART I OF PART 550)

ScheduleofPayDifferentialsAuthorizedforHazardousDuty

Duty

Rateofhazardpaydifferential

%

ExposuretoHazardousWeatherorTerrain:

(1)Workinroughandremoteterrain.Whenworkingoncliffs,narrowledges,ornearverticalmountainousslopeswherealossoffootingwouldresultinseriousinjuryordeath,orwhenworkinginareaswherethereisdangerofrockfallsoravalanches.

25

(2)Travelingunderhazardousconditions.(a)Whentraveloversecondaryorunimprovedroadstoisolatedmountain‐topinstallationsisrequiredatnight,orunderadverseweatherconditions(suchassnow,rain,orfog)whichlimitsvisibilitytolessthan30meters(100feet),whenthereisdangerofrock,mud,orsnowslides.

25

(b)Whentravelinthewintertime,eitheronfootorbymeansofvehicle,oversecondaryorunimprovedroadsorsnowtrails,insparselysettledorisolatedareastoisolatedinstallationsisrequiredwhenthereisdangerofavalanches,orduring“whiteout”phenomenonwhichlimitsvisibilitytolessthan3meters(10feet).

25

(c)Whenworkortravelinsparselysettledorisolatedareasresultsinexposuretotemperaturesand/orwindvelocityshowntobeofconsiderabledanger,orverygreatdanger,onthewindchillchart(AppendixE),andshelter(otherthantemporaryshelter)orassistanceisnotreadilyavailable.

25

(3)Snoworiceremovaloperations.Whenparticipatinginsnowplowingorsnoworiceremovaloperations,regardlessofwhetheronprimary,secondary,orotherclassofroads,when(a)thereisdangerofavalanche,or(b)thereisdangerofmissingtheroadandfallingdownsteepmountainousslopesbecauseoflackofsnowstakes,“white‐out”conditions,orslopingice‐packcoveringthesnow.

25

(4)Watersearch‐and‐rescueoperations.Participatingasamemberofawatersearch‐and‐rescueteaminadverseweatherconditionswhenwindsareblowingat56km/h(35m.p.h.,classifiedasgalewinds)orinwatersearch‐and‐rescueoperationsconductedatnight.

25

(5)TravelonLakePontchartrain.(a)Whenembarking,disembarking, ortravelinginsmallcraft(boat)onLakePontchartrainwhenwinddirectionisfromnorth,northeast,ornorthwest,andwindvelocityisover7.7meterspersecond(15knots);or

25

(b)Whentravellinginsmallcrafts,wherecraftisnotradarequipped, onLakePontchartrainisnecessaryduetoemergencyorunavoidableconditionsandthetripismadeinadensefogunderfog‐runprocedures.

25

(6)Hazardousboardingorleavingofvessels.Whenduties(a),(b),or(c)areperformedunderadverseconditionsoffoulweather,ice,ornightandwhentheseastateishigh(0.9meter(3feet)andabove):

25

(a)Boardingorleavingvesselsatseaorstandingoffshoreduringlighteringorpersonneltransferoperations. 25


61

(b)Boarding,leaving,ortransferringequipmentbetweensmallboatsorraftsandsteep,rocky,orcoralsurroundedshorelines. 25

(c)Transferringequipmentbetweenasmallboatandrudimentarydockbyimprovisedortemporaryfacilitysuchasanunfastenedplankleadingfromboattodock. 25

(7)Smallcrafttestsunderunsafeseaconditions. Conductingcraftteststodeterminethesea‐keepingcharacteristicsofsmallcraftinaseawaywhenU.S.stormwarningsnormallyindicateunsafeseasforaparticularsizecraft.

25

(8)Workingonadriftingseaicefloe.Whenthejobrequiresthattheworkbeperformedoutonseaice,e.g.,installingscientificinstrumentsandmakingobservationsforresearchpurposes. 25

ExposuretoPhysiologicalHazards

(1)Pressurechambersubject.(a)Participatingasasubjectindivingresearchtestswhichseektoestablishlimitsforsafepressureprofilesbyworkinginapressurechambersimulatingdivingor,asanobservertothetestorasatechnicianassemblingunderwatermock‐upcomponentsforthetest,whentheobserverortechnicianisexposedtohigh‐pressuregas‐pipingsystems,gascylinders,andpumpingdeviceswhicharesusceptibletoexplosiveruptures.

25

(b)Workinginpressurizedsonardomes.Performingcheckoutofsonarsystemaftersonardomehasbeenpressurized.Thismayincludesuchdutiesaschangingtransducerelements;settingoftransducerturntables;checkingofcables,piping,valves,circuits,underwatertelephone,andpressurizationplugs.

8

(c)Workinginnon‐pressurizedsonardomesthatareapartofanunderwatersystem.Performingcertificationpretrialinspections,involvingsuchdutiesascalibrating,adjusting,andphotographingequipment,inlimitedspaceandwithlimitedegress.

4

(2)Simulatedaltitudechambersubjects.Observers. Participatinginsimulatedaltitudestudiesrangingfrom5,500to45,700meters(18,000to150,000feet)eitherassubjectorasobserverexposedtothesameconditionsasthesubject.

25

(3)Centrifugesubjects.ParticipatingassubjectincentrifugestudiesinvolvingelevatedGforcesabovethelevelof49meterspersecond2(5G's),whetherornotatreducedatmosphericpressure.

25

(4)Rotationalflightsimulatorsubject.ParticipatingasasubjectinaRotationalFlightSimulatorinstudiesinvolvingcontinuousrotationinoneaxisthrough360°orinacombinationofanyaxesthrough360°atrotationratesgreaterthan15r.p.m.forperiodsexceedingthreeminutes.

25

HotWork—Workinginconfinedspaceswhereintheemployeeissubjecttotemperaturesinexcessof43°C(110°F). 4

(5)Environmentalthermal‐chambertests:Subjectsandobserversexposedtothehazardsandphysicalhardshipsofanenvironmentalchamber‐thermaltestwhichsimulatesadverseweatherorseaconditionssuchastheexposuretosubzerotemperatures;highheatandhumidity;andcoldwater,spray,wind,andwaveaction.

25

(6)Workingathighaltitudes. Performingworkataland‐basedworksitemorethan3900meters(12,795feet)inaltitude,providedtheemployeeisrequiredtocommutetotheworksiteonthesamedayfromasubstantiallyloweraltitudeundercircumstancesinwhichtherapidchangeinaltitudemayresultinacclimationproblems.

8


62

ExposuretoHazardousAgents,workwithorincloseproximityto:

(1)Explosiveorincendiarymaterials.Explosiveorincendiarymaterialswhichareunstableandhighlysensitive. 25

(2)At‐seashockandvibrationtests.Armingexplosivechargesand/orworkingwith,orincloseproximityto,explosivearmedchargesinconnectionwithat‐seashockandvibrationtestsofnavalvessels,machinery,equipmentandsupplies.

25

(3)Toxicchemicalmaterials.Toxicchemicalmaterialswhenthereisapossibilityofleakageorspillage. 25

(4)Fireretardantmaterialstests.Conductingtestsonfireretardantmaterialswhenthetestsareperformedinventilation‐restrictedroomswheretheatmosphereiscontinuouslycontaminatedbyobnoxiousodorsandsmokewhichcausesirritationtotheeyesandrespiratorytract.

25

(5)Virulentbiologicals.Materialsofmicro‐organicnaturewhich, whenintroducedintothebody,arelikelytocauseseriousdiseaseorfatalityandforwhichprotectivedevicesdonotaffordcompleteprotection.

25

(6)Asbestos.Significantriskofexposuretoairborneconcentrationsofasbestosfibersinexcessofthepermissibleexposurelimits(PELS)inthestandardforasbestosprovidedintitle29,CodeofFederalRegulations,§§1910.1001or1926.58,whentheriskofexposureisdirectlyconnectedwiththeperformanceofassignedduties.Regulatorychangesin§1910.1001or1926.58areherebyincorporatedinandmadeapartofthiscategory,effectiveonthefirstdayofthefirstpayperiodbeginningonoraftertheeffectivedateofthechanges.

8

ParticipatinginLiquidMissilePropulsionTestsandCertainSolidPropulsionOperations

(1)Tankingandde‐tanking.Tankingorde‐tankingoperationsofamissileortheteststand“run”bottleswithliquidpropellants. 25

(2)Hoistingatankedmissile.Hoistingatankedmissileorasolidpropellantpropulsionsystemintoand/orovertheteststand. 25

(3)Pressuretests.Pressuretestsonloadedmissiles,missiletanks,orrunbottlesduringpre‐firepreparations. 25

(4)Test‐standtests.Test‐standoperationsonloadedmissilesunderenvironmentalconditionswherethehighorlowtemperaturescouldcauseafailureofacriticalcomponent. 25

(5)Disassemblyandbreakdown.Disassemblyandbreakdownofacontaminatedmissilesystemortest‐standplumbingaftertest. 25

(6)“Go”conditiontest‐standwork.Workingonanytest‐standabovethe15‐meter(50‐foot)leveloranystandworkwhilethesystemisina“go”condition.

25

(7)Armingandde‐armingpropulsionsystems. Arming,de‐armingortheinstallationand/orremovalofanysquib,explosivedevice,oracomponentthereofconnectedto,orpartof,anyliveorpotentiallyexpendedliquidorsolidpropulsionsystem.

25

(8)Demolitionanddestructtests.Demolition,hazardsclassification,ordestructtypetestswherethespecimenisnonstandardand/orunprovenandthetesttechniquesdonotconformtostandardorprovenprocedures.

25


63

WorkinFuelStorageTanks

Wheninspecting,cleaning,orrepairingfuelstoragetankswherethereisnoreadyaccesstoanexit,underconditionsrequiringabreathingapparatusbecauseallorpartoftheoxygenintheatmospherehasbeendisplacedbytoxicvaporsorgas,andfailureofthebreathingapparatuswouldresultinseriousinjuryordeathwithinthetimerequiredtoleavethetank.

25

Firefighting

(1)Forestandrangefires.Participatingasamemberofafirefightingcrewinfightingforestandrangefiresonthefireline. 25

(2)Equipment,installation,orbuildingfires. Participatingasanemergencymemberofafirefightingcrewinfightingfiresofequipment,installations,orbuildings.

25

(3)In‐waterunder‐pierfirefightingoperations. Participatinginin‐waterunder‐pierfirefightingoperations(involvinghazardsbeyondthosenormallyencounteredinfirefightingonland,e.g.,strongcurrents,coldwatertemperature,etc.).

25

WorkinOpenTrenches

Workinanopentrench4.6meters(15feet)ormoredeepuntilpropershoringhasbeeninstalled. 25

UndergroundWork

Workundergroundperformedintheconstructionoftunnelsandshafts,andtheinspectionofsuchundergroundconstruction,untilthenecessaryliningoftheshaftortunnelhaseliminatedthehazard.

25

UnderwaterDuty

(1)Submergedsubmarineordeepresearchvehicle.Dutyaboardasubmarineordeepresearchvehiclewhenitsubmerges. 25

(2)Diving.Diving,includingSCUBA(self‐containedunderwaterbreathingapparatus)diving,requiredinscientificandengineeringpursuits,orsearchandrescueoperations,when: 25

(a)atadepthof6meters(20feet)ormorebelowthesurface;or, 25

(b)visibilityisrestricted;or, 25

(c)inrapidlyflowingorcoldwater;or, 25

(d)verticalaccesstothesurfaceisrestrictedbyice,rock,orotherstructure;or, 25

(e)testingorworkingwithhardwarewhichpresentsspecialhazards(suchasworkwithhighvoltageequipmentorworkwithunderwatermockupcomponentsinanunderwaterspacesimulationstudy).

25

SeaDutyAboardDeepResearchVessels

Participatinginseadutywhereintheteammemberisengagedinhandlingequipmentonoroverthesideofthevesselwhenthesea‐stateishigh(6.2meter‐per‐secondwinds{12‐knotwinds}and0.9‐meterwaves{3‐footwaves})andtheworkisdoneondeckinrelativelyunprotectedareas.

25


64

CollectionofAircraftApproachandLandingEnvironmentalData

Whenoperatingormonitoringcameraequipmentadjacenttotheflightdeckintheareaofmaximumhazardduringalandingsequencewhileconductingphotographicsurveysaboardaircraftcarriersduringperiodsofheavyaircraftoperations.

25

ExperimentalLanding/RecoveryEquipmentTests

Participatingintestsofexperimentalorprototypelandingandrecoveryequipmentwherepersonnelarerequiredtoserveastestsubjectsinspacecraftbeingdroppedintotheseaorlaboratorytanks.

25

LandImpactorPadAbortofSpaceVehicle

Actualparticipatinginde‐armingandsafing explosiveordinance,toxicpropellant,andhighpressurevesselsonvehiclesthathavelandimpactedoronvehiclesonthelaunchpadthathavereachedapointinthecountdownwherenoremotemeansareavailableforreturningthevehicletoasafecondition.

25

HeightWork

Workingonanystructureofatleast15meters(50feet)abovethebaselevel,ground,deck,floor,roof,etc.,underopenconditions,ifthestructureisunstableorifscaffoldingguardsorothersuitableprotectivefacilitiesarenotused,orifperformedunderadverseconditionssuchassnow,sleet,iceonwalkingsurfaces,darkness,lightning,steadyrain,orhigh‐windvelocity.

25

Flying,participatingin:

(1)Pilotproficiencytraining.Flightsforpilotproficiencytraininginaircraftnewtothepilotundersimulatedemergencyconditionswhichparallelconditionsencounteredinperformingflighttests.

25

(2)Deliveryofnewaircraftforflighttesting.Flightstodeliveraircraftthathavebeenpreparedforone‐timeflightwithoutbeingtestflownpriortodeliveryflight.

25

(3)Testflightsofnewlymodifiedorrepairedaircraft.Testflightsofaneworrepairedaircraftormodifiedaircraftwhenthemodificationmayaffecttheflightcharacteristicsoftheaircraft. 25

(4)Reducedgravity—parabolicarcflights—subjects/observers.Reducedgravityflighttestinginanaircraftflyingaparabolicflightpathandprovidingatestingenvironmentrangingfromweightlessnessupthrough+20meterspersecond2(+2gravityconditions).

25

(5)Launchandrecovery.Testflightsinvolvinglaunchandrecoveryaboardanaircraftcarrier. 25

(6)Limitedcontrolflights.Flightsundertakenunderunusualandadverseconditions(suchasextremeweather,maximumloadoroverload,limitedvisibility,extremeturbulence,orlow‐levelflightsinvolvingfixedortacticalpatterns)whichthreatenorseverelylimitcontroloftheaircraft.

25

(7)Flighttestsofexpandableaircrafttires.Landingtotestaircrafttiresdesignedtodeflateuponretraction,undertakentoappraisethenormaldeflate‐reflatecycleandalsotoevaluatethecapabilitytomakeasatisfactorylandingwiththetiresdeflated.

25

(8)Landingandtaking‐offinpolarareas.Landinginpolarareasonunpreparedsnoworicesurfacesand/ortaking‐offunderthesameconditions.

25


65

ExperimentalParachuteJumps

Participatingasajumperinfieldexercisestotestandevaluatenewtypesofjumpingequipmentand/orjumpingtechniques. 25

GroundWorkBeneathHoveringHelicopter

Participatingingroundoperationstoattachexternalloadtohelicopterhoveringjustoverhead. 25

Sling‐suspendedtransfers.Whenperformanceofdutiesrequirestransferfromahelicoptertoashipviaaslingontheendofasteelcableorfromashiptoanothershipviaachairharnesshangingfromahighlinebetweentheshipswhenbothvesselsareunderway.

25

Carriersuitabilitytrialsaboardaircraftcarriers.Participatingincarriersuitabilitytrialsaboardaircraftcarrierswhenworkisperformedontheflightdeckduringlaunch,recovery,andrefuelingoperations.

25

Cargohandlingduringlighteringoperations.Off‐loadingofcargoandsuppliesfromsurfaceshipstoLandingCraft—Medium(LCM)boatsinvolvingexposurenotonlytofallingcargobuttosuchotherhazardsasshiftingcargowithintheLCM,swingingcargohooks,andthepossibilityoffallingbetweentheLCMandcargovessel.

25

Workinunsafestructures:Workingwithinorimmediatelyadjacenttoabuildingorstructurewhichhasbeenseverelydamagedbyearthquake,fire,tornado,flood,orsimilarcause,whenthestructurehasbeendeclaredunsafebycompetenttechnicalauthority,andwhensuchworkisconsiderednecessaryforthesafetyofpersonnelorrecoveryofvaluablematerialsorequipment,andtheworkisauthorizedbycompetentauthority.

25


66

APPENDIX G: ENVIRONMENTAL PAY DIFFERENTIALS (APPENDIX J TO SUBPART E OF PART 532)

ScheduleofENVIRONMENTALPAYDifferentialsAuthorizedUnderSubpartE

PartI—PaymentforActualExposure

CategoryforwhichpayableDifferential

rate(percent)

1.Flying.Participatinginflightsunderoneormoretypesofthefollowingconditions: 100a.Testflightsofaneworrepairedplaneormodifiedplanewhentherepairormodificationmayaffecttheflightcharacteristicsoftheplane.

100

b.Flightsfortestperformanceofplaneunderadverseconditions, suchasinlowaltitudeorsevereweatherconditions,maximumloadlimits,oroverload. 100

c.Testmissionsforthecollectionofmeasurementdatawheretwoormoreaircraftareinvolvedandflightproceduresrequireformationflyingand/orrendezvousatvariousaltitudesandaspectangles.

100

d.Flightsdeliberatelyundertakeninextremeweatherconditions, suchasflyingintoahurricanetosecureweatherdata. 100

e.Flightstodeliveraircraftwhichhavebeenpreparedforone‐timeflightwithoutbeingtestflownpriortodeliveryflight. 100

f.Flightsforpilotproficiencytraininginaircraftnewtothepilotundersimulatedemergencyconditionswhichparallelconditionsencounteredinperformingflighttests.

100

g.Low‐levelflightsinsmallaircraft,includinghelicopters, ataltitudeof150meters(500feet)andunderindaylight,and300meters(1,000feet)andunderatnightwhentheflightsareovermountainousterrain,orinfixed‐wingaircraftinvolvingmaneuveringattheheightsandtimesspecifiedabove,orinhelicoptersmaneuveringandhoveringoverwaterataltitudesoflessthan150meters(500feet).

100

h.Low‐levelflightsinanaircraftflyingataltitudesof60meters(200feet)andunderwhileconductingwildlifesurveysandlawenforcementactivities,animaldepredationabatementandmakingagriculturalapplications,andconductingorfacilitatingsearch‐and‐rescueoperations;flightsinhelicoptersatlowlevelsinvolvinglineinspection,maintenance,erection,orsalvageoperations.

100

i.Flightsinvolvinglaunchorrecoveryaboardanaircraftcarrier. 100j.Reduced‐gravitylighttestinginanaircraftflyingaparabolicflightpathandprovidingatestingenvironmentrangingfromweightlessnessupthrough20meterspersecond2(2gravity)conditions.

100

2.Highwork 25a.Workingonanystructureofatleast30meters(100feet)abovetheground,deck,floororroof,orfromthebottomofatankorpit.

25

b.Workingatalesserheight: 25(1)Ifthefootingisunsureorthestructureisunstable;or 25(2)Ifsafescaffolding,enclosedladders,orothersimilarprotectivefacilitiesarenotadequate(forexample,workingfromaswingingstage,boatswainchair,asimilarsupport);or

25

(3)Ifadverseconditionssuchasdarkness,steadyrain,highwind,icing,lightningorsimilarenvironmentalfactorsrenderworkingatsuchheight(s)hazardous. 25

3.Floatingtargets.Servicingequipmentonboardatargetshiporbargeinwhichtheemployeeisrequiredtoboardorleavethetargetvesselbysmallboatorhelicopter.

15


67

4.Dirtywork.Performingworkwhichsubjectstheemployeetosoilofbodyorclothing: 4a.Beyondthatnormallytobeexpectedinperformingthedutiesoftheclassification;and 4b.Wheretheconditionisnotadequatelyalleviatedbythemechanicalequipmentorprotectivedevicesbeingused,orwhicharereadilyavailable,orwhensuchdevicesarenotfeasibleforuseduetohealthconsiderations(excessivetemperature,asthmaticconditions,etc.);or

4

c.Whentheuseofmechanicalequipment,protectivedevices,orprotectiveclothingresultsinanunusualdegreeofdiscomfort.

4

5.Coldwork.a.Workingincoldstorageorotherclimate‐controlledareaswheretheemployeeissubjectedtotemperaturesatorbelowfreezing(0degreesCelsius{32degreesFahrenheit}).

4

b.Workingincoldstorageorotherclimate‐controlledareaswheretheemployeeissubjectedtotemperaturesatorbelowfreezing(0degreesCelsius{32degreesFahrenheit})wheresuchexposureisnotpracticallyeliminatedbythemechanicalequipmentorprotectivedevicesbeingused.

4

6.Hotwork.a.Workinginconfinedspaceswhereintheemployeeissubjectedtotemperaturesinexcessof43degreesCelsius(110degreesFahrenheit).

4

b.Workinginconfinedspaceswhereintheemployeeissubjectedtotemperaturesinexcessof43degreesCelsius(110degreesFahrenheit)wheresuchexposureisnotpracticallyeliminatedbythemechanicalequipmentorprotectivedevicesbeingused.

4

7.Weldingpreheatedmetals.Weldingvariousmetalsorperforminganintegralpartoftheweldingprocesswhentheemployeemustworkinconfinedspacesinwhichlargesectionsofmetalhavebeenpreheatedto66degreesCelsius(150degreesFahrenheit)ormore,andthediscomfortisnotalleviatedbyprotectivedevicesorothermeans,ordiscomfortingprotectiveequipmentworn.

4

8.Micro‐solderingorwireweldingandassembly.Workingwithbinocular‐typemicroscopesunderconditionswhichseverelyrestrictthemovementoftheemployeeandimposeastrainontheeyes,inthesolderingorwireweldingandassemblyofminiatureelectroniccomponents.

4

9.Exposuretohazardousweatherorterrain. Exposuretodangerousconditionsofterrain,temperatureand/orwindvelocity,whileworkingortravelingwhensuchexposureintroducesriskofsignificantinjuryordeathtoemployees,suchasthefollowingexamples:

25

—Workingoncliffs,narrowledges,orsteepmountainousslopes,withorwithoutmechanicalworkequipment,wherealossoffootingwouldresultinseriousinjuryordeath.

25

—Workinginareaswherethereisadangerofrockfallsoravalanches. 25—Travelingonsecondaryorunimprovedroadstoisolatedmountaintopinstallationsatnightorunderadverseweatherconditions(snow,rain,orfog)whichlimitvisibilitytolessthan30meters(100feet),whenthereisdangerofrock,mud,orsnowslides.

25

—Travelinginthewintertime,eitheronfootorbyvehicle,oversecondaryorunimprovedroadsorsnowtrails,insparselysettledorisolatedareastoisolatedinstallationswhenthereisdangerofavalanches,orduring“whiteout”phenomenonwhichlimitsvisibilitytolessthan3meters(10feet).

25

—Workingortravelinginsparselysettledorisolatedareaswithexposuretotemperaturesand/orwindvelocityshowntobeofconsiderableorverygreatdangeronthewindchillchart(AppendixE),andshelter(otherthantemporaryshelter)orassistanceisnotreadilyavailable.

25

—Snowplowingorsnowandiceremovalonprimary,secondary, orotherclassofroads,when(a)thereisdangerofavalanche,or(b)thereisdangerofmissingtheroadandfallingdownsteepmountainousslopesbecauseoflackofsnow‐stakes,“whiteout”conditions,orslopingicepackcoveringthesnow.

25


68

10.Unshoredwork.Workinginexcavationareasbeforetheinstallationofpropershoringorothersecuringbarriers,orincatastropheareas,wherethereisapossibilityofcave‐in,buildingcollapseorfallingdebriswhensuchexposuresintroduceriskofsignificantinjuryordeathtoemployees,suchasthefollowingexamples:

25

—Workingadjacenttothewallsofanunshoredexcavationatdepthsgreaterthan1.8meters(6feet)(exceptwhenthefulldepthoftheexcavationisinstablesolidrock,hardslag,orhardshale,orthewallshavebeengradedtotheangleofrepose;thatis,wherethedangerofslidesispracticallyeliminated),whenworkisperformedatadistancefromthewallwhichislessthantheheightofthewall.

25

—Workingwithinorimmediatelyadjacenttoabuildingorstructurewhichhasbeenseverelydamagedbyearthquake,fire,tornado,orsimilarcause.

25

—Workingundergroundintheconstructionand/orinspectionoftunnelsandshaftsbeforethenecessaryliningofthepassagewayhasbeeninstalled. 25

—Dutyundergroundinabandonedmineswhereliningoftunnelsorshaftsisinadeterioratedcondition.

25

11.Groundworkbeneathhoveringhelicopter. Participatinginoperationtoattachordetachexternalloadtohelicopterhoveringjustoverhead.

15

12.Hazardousboardingorleavingofsurfacecraft. Boardingorleavingvesselsortransferringequipmenttoorfromasurfacecraftunderadverseconditionsoffoulweather,ice,oratnightwhenseastateishigh(0.9meter{3feet}andabove),anddeckconditionsand/orwindvelocityinrelationtothesizeofthecraftintroduceunusualriskstoemployees:

15

—Boardingorleavingvesselsatsea. 15—Boardingorleavingortransferringequipmentbetweensmallboatsorraftsandsteep,rocky,orcoral‐surroundedshorelines.

15

—Transferringequipmentbetweenasmallboatandarudimentarydockbyimprovisedortemporaryfacility,suchasanunfastenedplankleadingfromboattodock. 15

—Boardingorleavingortransferringequipmentfromortoice‐coveredfloats,rafts,orsimilarstructureswhenthereisdangerofcapsizingduetotheaddedweightoftheice.

15

13.Cargohandlingduringlighteringoperations. Off‐ladingofcargoandsuppliesfromsurfaceshipstoLandingCraft‐Medium(LCM)boatswhenswellsorwaveactionaresufficientlysevereastocausesuddenlistingorpitchingofthedecksurfaceorshiftingorfallingofequipment,cargo,orsupplieswhichcouldsubjecttheemployeetofalls,crushing,ejectionintothewaterorinjurybyswingingcargohooks.

8

14.Dutyaboardsurfacecraft.Dutyaboardasurfacecraftwhenthedeckconditionsorseastateandwindvelocityinrelationtothesizeofthecraftintroducestheriskofsignificantinjuryordeathtoemployees,suchasthefollowing:

15

Participatingasamemberofawatersearch‐and‐rescueteaminadverseweatherconditionswhenwindsareblowingat56km/h(35m.p.h.,classifiedasgalewinds)orinwatersearch‐and‐rescueoperationsatnight.

15

—Participatingasamemberofaweatherprojectsteamwhenworkisperformedunderadverseweatherconditions,whenwindsareblowingat56km/h(35m.p.h.),and/orwhenseasareinexcessof4.3meters(14feet),orwhenworkingonoutsidedeckswhendecksareslickandicywhenswellsareinexcessof0.9meter(3feet).

15

—Whenembarking,disembarking,ortravelinginsmallcraft(boat)onLakePonchartrainwhenwinddirectionisfromthenorth,northeast,ornorthwestandwindvelocityisover7.7meterspersecond(15knots);orwhentravelonLakePonchartrainisnecessaryinsmallcraft,withoutradarequipment,duetoemergencyorunavoidableconditionsandthetripismadeindensefog‐runprocedures.

15


69

—Participatingindeepresearchvesselseadutywhereintheteammemberisengagedinhandlingequipmentonoroverthesideofthevesselwhentheseastateishigh(6.2‐meter‐per‐second{12‐knot}windsand0.9meter{3‐foot}waves)andtheworkisdoneonrelativelyunprotecteddeckareas.

15

—Transferringfromashiptoanothershipviaachairharnesshangingfromahighlinebetweentheshipswhenbothvesselsareunderway.

15

—Dutyperformedonfloatingplatforms,camels,orraftsusingtools, equipment, ormaterialsassociatedwithshiprepairorconstructionactivities,whereswellsorwaveactionaresufficientlyseveretocausesuddenlistingorpitchingofthedecksurfaceordislodgementofequipmentwhichcouldsubjecttheemployeetofalls,crushing,orejectionintothewater.

15

15.Workatextremeheights.Workingatheights30meters(100feet)ormoreabovetheground,deck,floororroof,orfromthebottomofatankorpitonsuchopenstructuresastowers,girders,smokestacksandsimilarstructures:

50

(1)Ifthefootingisunsureorthestructureisunstable;or 50(2)Ifsafescaffolding,enclosedladders,orothersimilarprotectivefacilitiesarenotadequate(forexample,workingfromaswingingstage,boatswainchair,orasimilarsupport);or

50

(3)Ifadverseconditionssuchasdarkness,steadyrain,highwind,icing,lightning,orsimilarenvironmentalfactorsrenderworkingatsuchheight(s)hazardous. 50

16.FibrousGlassWork.Workingwithorincloseproximitytofibrousglassmaterialwhichresultsinexposureoftheskin,eyes,orrespiratorysystemtoirritatingfibrousglassparticlesorsliverswhereexposureisnotpracticallyeliminatedbythemechanicalequipmentorprotectivedevicesbeingused.

6

17.HighVoltageElectricalEnergy.Workingonenergizedelectricallinesratedat4,160voltsormorewhicharesuspendedfromutilitypolesortowers,whenadverseweatherconditionssuchassteadyrain,highwinds,icing,lightning,orsimilarenvironmentalfactorsmaketheworkunusuallyhazardous.

50

18.Welding,Cutting,orBurninginConfinedSpaces.Welding,cutting,orburningwithinaconfinedspacewhichnecessitatesworkinginahorizontalornearlyhorizontalposition,underconditionsrequiringegressofatleast4.3meters(14feet)overandthroughobstructionsincluding:(1)accessopeningsandbaffleshavingdimensionswhichgreatlyrestrictmovements,and(2)irregularinnersurfacesofthestructureorstructurecomponents.

6

PartII—PaymentonBasisofHoursinPayStatus

CategoryforwhichpayableDifferential

rate(percent)

1.Dutyaboardsubmergedvessel.Dutyaboardasubmarineorothervesselsuchasadeep‐researchvehiclewhilesubmerged. 50

2.Explosivesandincendiarymaterial—high‐degreehazard.Workingwithorincloseproximitytoexplosivesandincendiarymaterialwhichinvolvespotentialpersonalinjurysuchaspermanentortemporary,partialorcompletelossofsightorhearing;,partialorcompletelossofanyorallextremities;otherpartialortotaldisabilitiesofequalseverity;and/orlossofliferesultingfromworksituationswhereinprotectivedevicesand/orsafetymeasureseitherdonotexistorhavebeendevelopedbuthavenotpracticallyeliminatedthepotentialforsuchpersonalinjury.Normally,suchworksituationswouldresultinextensivepropertydamagerequiringcompletereplacementofequipmentandrebuildingofthedamagedareaandcouldresultinpersonalinjurytoadjacentemployees.Examples:

8


70

—Workingwith,orincloseproximitytooperationsinvolvedinresearch,intesting,manufacturing,inspection,renovation,maintenanceanddisposal,suchas:

8

—Screening,blending,drying,mixing,andpressingofsensitiveexplosivesandpyrotechniccompositionssuchasleadazide,blackpowderandphotoflashpowder.

8

—Manufactureanddistributionofrawnitroglycerine. 8—Nitration,neutralization,crystallization,purification,screeninganddryingofhighexplosives.

8

—Manufactureofpropellants,highexplosivesandincendiarymaterials. 8—Melting,castloading,pelletloading,drilling,andthreadcleaningofhighexplosives. 8—Manufactureofprimaryorinitiatingexplosivessuchasleadazide. 8—Manufactureofprimerordetonatormix. 8—Loadingandassemblinghigh‐energyoutputflarepellets. 8—Alldry‐houseactivitiesinvolvingpropellantsorexplosives. 8—Demilitarization,modification,renovation,demolition,andmaintenanceoperationsonsensitiveexplosivesandincendiarymaterials.

8

—Alloperationsinvolvingfirefightingonanartilleryrangeoratanammunitionmanufacturingplantorstoragearea,includingheavydutyequipmentoperators,truckdrivers,etc.

8

—Alloperationsinvolvingre‐gradingandcleaningofartilleryranges. 8—At‐seashockandvibrationtests.Armingexplosivechargesand/orworkingwith,orincloseproximityto,explosive‐armedchargesinconnectionwithat‐seashockandvibrationtestsofnavalvessels,machinery,equipmentandsupplies.

8

—Handlingorengagingindestructionoperationsonanarmed(orpotentiallyarmed)warhead.

8

3.Explosivesandincendiarymaterial—lowdegreehazard. a.Workingwithorincloseproximitytoexplosivesandincendiarymaterialwhichinvolvespotentialinjurysuchaslacerationofhands,face,orarmsoftheemployeeengagedintheoperationandpossibleadjacentemployees;minorirritationoftheskin;minorburnsandthelike;minimaldamagetoimmediateoradjacentworkareaorequipmentbeingused.

4

b.Workingwithorincloseproximitytoexplosivesandincendiarymaterialwhichinvolvespotentialinjurysuchaslacerationofhands,face,orarmsoftheemployeeengagedintheoperationandpossibleadjacentemployees;minorirritationoftheskin;minorburnsandthelike;minimaldamagetoimmediateoradjacentworkareaorequipmentbeingusedandwhereinprotectivedeviceand/orsafetymeasureshavenotpracticallyeliminatedthepotentialforsuchinjury.Examples:

4

—Alloperationsinvolvingloading,unloading,storage, andhaulingofexplosiveandincendiaryordnancematerialotherthansmallarmsammunition.(Distributionofrawnitroglycerineiscoveredunderhighdegreehazard—seecategory2above.)

4

—Dutiessuchasweighing,scooping,consolidating, andcrimpingoperationsincidenttothemanufactureofstab,percussion,andlow‐energyelectricdetonators(initiators)utilizingsensitiveprimaryexplosivescompositionswhereinitiationwouldbekepttoaloworderofpropagationduetothelimitedamountspermittedtobepresentorhandledduringtheoperations.

4

—Load,assembly,andpackingofprimers,fuses,propellantcharges,leadcups,boosters,andtime‐trainrings.

4

—Weighing,scooping,loadinginbagsandsewingofignitorchargesandpropellantzonecharges.

4


71

—Loading,assembly,andpackingofhand‐heldsignals,smokesignals,andcoloredmarkersignals.

4

—Proof‐testingweaponswithaknownoverloadofpowderorcharges. 4—Arming/disarmingortheinstallation/removalofanysquib,explosivedevice,orcomponentthereof,connectedtoorpartofasolidpropulsionsystem,includingworksituationsinvolvingremoval,inspection,test,andinstallationofaerospacevehicleegressandjettisonsystemsandothercartridgeactuateddevicesandrocket‐assistedsystemsorcomponentsthereof,whenaccidentalorinadvertentoperationofthesystemoracomponentmightoccur.

4

4.Poisons(toxicchemicals)—high‐degreehazard.Workingwithorincloseproximitytopoisons(toxicchemicals),otherthanteargasorsimilarirritants,whichinvolvespotentialseriouspersonalinjurysuchaspermanentortemporary,partialorcompletelossoffacultiesand/orlossoflifeincludingexposureofanunusualdegreetotoxicchemicals,dust,orfumesofequaltoxicitygeneratedinworksituationsbyprocessesrequiredtoperformworkassignmentswhereinprotectivedevicesand/orsafetymeasureshavebeendevelopedbuthavenotpracticallyeliminatedthepotentialforsuchpersonalinjury.Examples:

8

—Handlingandstoringtoxicchemicalagents, includingmonitoringofareastodetectpresenceofvapororliquidchemicalagents;examiningofmaterialforsignsofleakageordeterioratedmaterial;decontaminatingequipmentandworksites;workrelatingtodisposalofdeterioratedmaterial(exposuretoconjunctivitis,pulmonaryedema,bloodinfection,impairmentofthenervoussystem,possibledeath).

8

—Renovation,maintenance,andmodificationoftoxicchemicals,guidedmissiles,andselectedmunitions.

8

—Operatingvarioustypesofchemicalengineeringequipmentinarestrictedarea,suchasreactors,filters,strippingunits,fractioningcolumns,blenders,mixers,pumps,andthelikeutilizedinthedevelopment,manufacturing,andprocessingoftoxicorexperimentalchemicalwarfareagents.

8

—Demilitarizingandneutralizingtoxicchemicalmunitionsandchemicalagents. 8—Handlingorworkingwithtoxicchemicalsinrestrictedareasduringproductionoperations. 8—Preparinganalyticalreagents,carryingoutcolorimetricandphotometrictechniques,injectinglaboratoryanimalswithcompoundshavingtoxic,incapacitatingorothereffects.

8

—Recordinganalyticalandbiologicaltestsresultswheresubjecttoabovetypesofexposure. 8—Visuallyexaminingchemicalagentstodetermineconditionsordetectleaksinstoragecontainers.

8

—Transferringchemicalagentsbetweencontainers. 8—Salvaginganddisposingofchemicalagents 85.Poisons(toxicchemicals)—lowegresshazard. a.Workingwithorincloseproximitytopoisons(toxicchemicalsotherthanteargasorsimilarirritatingsubstances)insituationsforwhichthenatureoftheworkdoesnotrequiretheindividualtobeinasdirectcontactwith,orexposureto,themoretoxicagents,asinthecasewiththeworkdescribedunderhighhazardforthisclassofhazardousagents.

4

b.Workingwithorincloseproximitytopoisons(toxicchemicalsotherthanteargasorsimilarirritatingsubstances)insituationsforwhichthenatureoftheworkdoesnotrequiretheindividualtobeinasdirectcontactwith,orexposureto,themoretoxicagents,asinthecasewiththeworkdescribedunderhighhazardforthisclassofhazardousagentsandwhereinprotectivedevicesand/orsafetymeasureshavenotpracticallyeliminatedthepotentialforpersonalinjury.Example:

4

—Handlingforshipping,marking,labeling,hauling, andstoringloadedcontainersoftoxic 4


72

chemicalagentsthathavebeenmonitored.6.Micro‐organisms—high‐degreehazard.Workingwithorincloseproximitytomicro‐organismswhichinvolvespotentialpersonalinjurysuchasdeath,ortemporary,partial,orcompletelossoffacultiesorabilitytoworkduetoacute,prolonged,orchronicdisease.Theseareworksituationswhereintheuseofsafetydevicesandequipment,medicalprophylacticproceduressuchasvaccinesandanti‐serums,andothersafetymeasuresdonotexistorhavebeendevelopedbuthavenotpracticallyeliminatedthepotentialforsuchpersonalinjury.Examples:

8

—Directcontactwithprimarycontainersoforganismspathogenicformansuchascultureflasks,culturetesttubes,hypodermicsyringesandsimilarinstruments,andbiopsyandautopsymaterial.Operatingormaintainingequipmentinbiologicalexperimentationorproduction.

8

—Cultivatingvirulentorganismsonartificialmedia,includingembryonatedhen'seggsandtissuecultureswhereinoculationorharvestingoflivingorganismsisinvolvedforproductionofvaccines,toxides,etc.,orforsourcesofmaterialforresearchinvestigationssuchasantigenicanalysisandchemicalanalysis.

8

7.Micro‐organisms—low‐degreehazard.a.Workingwithorincloseproximitytomicro‐organismsinsituationsforwhichthenatureoftheworkdoesnotrequiretheindividualtobeindirectcontactwithprimarycontainersoforganismspathogenicforman,suchascultureflasks,culturetesttubes,hypodermicsyringesandsimilarinstruments,andbiopsyandautopsymaterial.

4

b.Workingwithorincloseproximitytomicro‐organismsinsituationsforwhichthenatureoftheworkdoesnotrequiretheindividualtobeindirectcontactwithprimarycontainersoforganismspathogenicforman,suchascultureflasks,culturetesttubes,hypodermicsyringesandsimilarinstruments,andbiopsyandautopsymaterial,andwhereintheuseofsafetydevicesandequipmentandothersafetymeasureshavenotpracticallyeliminatedthepotentialforpersonalinjury.

4

8.Pressurechamberandcentrifugalstress.Exposureinpressurechamberwhichsubjectsemployeetophysicalstressesorwherethereispotentialdangertoparticipantsbyreasonofequipmentfailureorreactiontothetestconditions;orexposurewhichsubjectsanemployeetoahighdegreeofcentrifugalforcewhichcausesanunusualdegreeofdiscomfort.Examples:

8

—Participatingasasubjectindivingresearchtestswhichseektoestablishlimitsforsafepressureprofilesbyworkinginapressurechambersimulatingdiving,orasanobservertothetestorasatechnicianassemblingunderwatermock‐upcomponentsforthetestwhentheobserverortechnicianisexposedtohigh‐pressuregaspipingsystems,gascylinders,andpumpingdeviceswhicharesusceptibletoexplosiveruptures.

8

—Participatinginaltitudechamberstudiesrangingfrom5,500to45,700meters(18,000to150,000feet)eitherassubjectorasobserverexposedtothesameconditionsasthesubject.

8

—ParticipatingassubjectincentrifugestudiesinvolvingelevatedGforcesabovethelevelof49meterspersecond2(5G's),whetherornotatreducedatmosphericpressure.

8

—Participatingasasubjectinarotationalflightsimulatorinstudiesinvolvingcontinuousrotationinoneaxisthrough360°atrotationratesgreaterthan15r.p.m.forperiodsexceedingthreeminutes.

8

9.Workinfuelstoragetanks.Wheninspecting,cleaning, orrepairingfuelstoragetankswherethereisnoreadyaccesstoanexit,underconditionsrequiringabreathingapparatusbecauseallorpartoftheoxygenintheatmospherehasbeendisplacedbytoxicvaporsorgas,andfailureofthebreathingapparatuswouldresultinseriousinjuryordeathwithinthetimerequiredtoleavethetank.

8


73

10.Firefighting.Participatingorassistingin firefightingoperationsontheimmediatefiresceneandindirectexposuretothehazardsinherentincontainingorextinguishingfires.

8

Highdegree—Fightingforestandrangefiresonthefireline. 25Lowdegree—Allotherfirefighting. 811.Experimentallanding/recoveryequipmenttests 8—Participatingintestsofexperimentalorprototypelandingandrecoveryequipmentwherepersonnelarerequiredtoserveastestsubjectsinspacecraftbeingdroppedintotheseaorlaboratorytanks.

8

12.Landimpactorpadabortofspacevehicle. Actualparticipationinde‐armingandsafingexplosiveordnance,toxicpropellant,andhigh‐pressurevesselsonvehiclesthathavelandimpactedoronvehiclesonthelaunchpadthathavereachedapointinthecountdownwherenoremotemeansareavailableforreturningthevehicletoasafecondition.

88

13.Massexplosivesand/orincendiarymaterial.Workingwithinacontrolleddangerareain,on,oraroundwharves,transferareas,ortemporaryholdingareasinatrans‐shipmentfacilitywhenexplosivesareintheprocessofbeingshiftedtoorfromaconveyance.

4

Suchanareashallincludelandandseaareaswithinwhichithasbeendeterminedthatpersonnelaresubjecttoanunusualdegreeofexposureorliabilitytoseriousinjuryordeathfrompotentialexplosiveeffect.

4

Atrans‐shipmentfacilityforthispurposeisaportorseaterminalestablishedforthemarshallingortemporaryassemblyofexplosivespriortoshipmentwhereamountsinexcessof113,400kilograms(250,000pounds)netexplosiveweight(NEW)arepresentonaregularorrecurringbasis.

4

14.Dutyaboardaircraftcarrier.Dutyaboardanaircraftcarrierwhenexposedtohazardsconnectedwithaircraftlaunchandrecovery.Examples:

4

—Participatingincarriersuitabilitytrialsaboardaircraftcarrierswhenworkisperformedontheflightdeckduringlaunch,recovery,andrefuelingoperations

4

—Operatingormonitoringcameraequipmentadjacenttotheflightdeckintheareaofmaximumhazardduringlandingsequencewhileconductingphotographicsurveysaboardaircraftcarriersduringperiodsofheavyaircraftoperations.

4

15.Participatinginmissileliquidpropulsionorsolidpropulsionsituations. Participatinginresearchanddevelopment,orpre‐operationaltestandevaluationsituationinvolvingmissileliquidorsolidpropulsionsystemswheremechanical,orotherequipmentmalfunction,oraccidentalcombinationofcertainfuelsand/orchemicals,ortransientvoltageandcurrentbuilduponorwithinthesystemwhenthesystemisina“go”conditionontheteststand,orsled,canresultinexplosion,fire,prematureignitionorfiring.Examples:

8

—Teststandortracktests,whenadequateprotectivedevicesand/orsafetymeasureseitherdonotexistorhavebeendevelopedbuthavenotpracticallyeliminatedthepotentialforpersonalinjury,underanyofthefollowingconditions:

8

a.Tanksarebeingpressurizedabovenormalservicingpressure. 8b.Assembly,disassembly,orrepairofcontaminatedplumbingcontaininginhibitedredfumingnitricacidandunsymmetricaldimethylhydrazineorotherhypergolicfuelsisrequired.

8

c.Fuelingandde‐feuling. 8—Hoistinghypergolicliquidfueledsystemsinto,oroutof,ateststandwheretheworkingareaisconfinedandexternalplumbingispresent,resultinginasituationwheretheplumbingmaybedamagedcausingaleak.

8

—Testsonforeignmissileswheretechnicaldataisquestionableornotavailable. 8—Mannedtestfiringsofsmall,closesupportmissilesforwhichsafetyperformancedataare 8


74

notyetavailable.—Removalofamissile,propulsionsystem, orcomponentthereoffromateststand,fixture,orenvironmentalchamberwherethereisreasontobelievethattheitemmaybeunusuallyhazardousduetodamageresultingfromthetest.

8

16.Asbestos.Workinginanareawhereairborneconcentrationsof asbestosfibersmayexposeemployeestopotentialillnessorinjury.ThisdifferentialwillbedeterminedbyapplyingoccupationalsafetyandhealthstandardsconsistentwiththepermissibleexposurelimitpromulgatedbytheSecretaryofLaborundertheOccupationalSafetyandHealthActof1970aspublishedintitle29,CodeofFederalRegulations,§§1910.1001or1926.1101.Regulatorychangesin§§1910.1001or1926.1101areherebyincorporatedinandmadeapartofthiscategory,effectiveonthefirstdayofthefirstpayperiodbeginningonoraftertheeffectivedateofthechanges.

8

17.Workingathighaltitudes.Performingworkataland‐basedworksitemorethan3900meters(12,795feet)inaltitude,providedtheemployeeisrequiredtocommutetotheworksiteonthesamedayfromasubstantiallyloweraltitudeundercircumstancesinwhichtherapidchangeinaltitudemayresultinacclimationproblems.

8


75

APPENDIX H: OPM WINDCHILL CHARTS FOR HAZARD AND ENVIRONMENTAL DIFFERENTIALS


76

APPENDIX I: COST ESTIMATOR

RESOURCE DESCRIPTION ‐‐‐‐‐‐‐‐‐‐‐‐DAILY ESTIMATED COST‐‐‐‐‐‐‐‐‐‐‐

CREWS (20 PERSONS, 14 HOURS) HAZARD NON‐HZ GUAR

# OF UNITS TOTAL COST

Federal Hotshot Crews HC1 $ 10,400 $ 8,600 $ ‐

Federal Handcrews HC2 $ 8,800 $ 7,300 $ ‐

AD Handcrew HC2 $ 5,500 $ 5,400 $ ‐

Contract Crews HC2 $ 10,500 $ ‐ $ ‐

State Cooperator Crews HC2 $ 9,800 $ ‐ $ ‐

State Inmate Crews HCI2 $ 3,300 $ ‐ $ ‐

Helitack Crew (7 Person) HMOD $ 3,800 $ 3,100 $ ‐

National Guard (per person) HCMI $ ‐ $ ‐ $ ‐ TOTAL COST OF CREWS $ OTHER PERSONNEL (14 HOURS) HAZARD NON‐HZ GUAR


Overhead ‐ Line (Hazard) $ 770 $ ‐ $ ‐

Overhead ‐ Camp Support $ ‐ $ 630 $ ‐

Overhead ‐ State/Local Coop $ ‐ $ 700 ‐

Casuals ‐ Line & Base AD $ ‐ $ 490 $ ‐

Camp Crew (w/Ldr, 10 Person) CC $ ‐ $ 2,400 $ ‐

Expanded Dispatch (12 hrs) EDRC $ ‐ $ 540 $ ‐

Buying Team (6 person) BUYM $ ‐ $ 4,000 $ ‐ TOTAL COST OF OTHER PERSONNEL $

PERSONNEL SUPPORT COSTS* DAILY GUAR # OF UNITS TOTAL COST

Air Transportation (Mobilize) TRAN $ 800 $ ‐

Ambulance AMBU $ 2,200 $ ‐

Buses BUS $ 850 $ ‐

Buying Team Supplies SUP $ ‐ $ ‐

Cache Supplies (per person) CACH $ 60 $ ‐

Caterer (per person) CTR $ 55 $ ‐

Fuel Truck w/Operator FT $ 3,000 $ ‐

Garbage Collection TRCL $ 100 $ ‐

Generators/Electricity GEN $ 750 $ ‐

Gray Water Truck GRAY $ 1,100 $ ‐


77

PERSONNEL SUPPORT COSTS DAILY GUAR # OF UNITS TOTAL COST

Hand Washing Stations HNDW $ 800 $ ‐

Land Use Agreements LUA $ 200 $ ‐

Mechanic Service Truck MEC $ 1,200 $ ‐

Medical Treatment (APMC) MISC $ ‐ $ ‐

Mobile Clerical Service MOOF $ 1,900 $ ‐

Mobile Laundry Service LNDY $ 2,300 $ ‐

Mobile Office Trailer/Tents TENT $ 500 $ ‐

Mobilization/Demob TRAN $ 210 $ ‐

Phone Service/Setup MISC $ 1,000 $ ‐

Pickup w/Driver, Contract PU $ 250 $ ‐

Potable Water Truck POT $ 1,400 $ ‐

Refrigerator Truck REF $ 300 $ ‐

Rental Vehicles PU $ 100 $ ‐

Showers SHW $ 3,000 $ ‐

Toilets (including service) TLT $ 100 $ ‐

Vehicles, Agency PU $ 75 $ ‐

Weed Wash WEED $ 1,800 $ ‐ TOTAL PERSONNEL SUPPORT COSTS $ *Personnel Support Surcharge, $150/person. Only use if support costs are not available.

EQUIPMENT (with personnel) DAILY GUAR # OF UNITS TOTAL COST

Federal

Engines, Type 3 (4 Pers, 14 Hrs) ENG3 $ 2,500 $ ‐

Engines, Type 4 (4 Pers, 14 Hrs) ENG4 $ 2,200 $ ‐

Engines, Type 6 (3 Pers, 14 Hrs) ENG6 $ 1,600 $ ‐ State/Local Cooperators

Engines, Type 1‐3 ENG $ 4,800 $ ‐

Engines, Type 4‐6 ENG $ 3,600 $ ‐ Contracts

Engines, Type 3 ENG3 $ 2,400 $ ‐



Chippers CHIP $ 1,800 $ ‐

Dozers DOZ $ 1,700 $ ‐


78

EQUIPMENT (with personnel) DAILY GUAR # OF UNITS TOTAL COST

Transports/Lowboys LOWB $ 1,000 $ ‐

Water Tender, Support WTSx $ 1,500 $ ‐

Water Tender, Tactical WTTx $ 1,700 $ ‐

Faller w/Saw & Transportation FALx $ 2,000 $ ‐ Faller Module (2 w/saws and transport) FALx $ 1,000 $ ‐

Grader GRD $ 1,900 $ ‐

Skidder SKDx $ 1,500 $ ‐

Skidgine SKGx $ 2,350 $ ‐

Feller Buncher FELx $ 2,400 $ ‐

Masticator MAST $ 2,200 $ ‐

Excavator EXCA $ 1,500 $ ‐ TOTAL COST OF EQUIPMENT $

AIRCRAFT* Flight Rate Hourly

Daily Availability


Exclusive Use Helicopters

Type 1 HEL1 $ 4,290 $ 13,950

Type 2 HEL2 $ 1,760 $ 5,030

Type 3 HEL3 $ 1,050 $ 2,325 Call When Needed Helicopters

Type 1 HEL1 $ 4,200 $ 26,600

Type 2 HEL2 $ 1,960 $ 7,150

Type 3 HEL3 $ 890 $ 3,050 Fixed Wing Aircraft

Airtankers, Heavy AT $ 5,720 $ 10,120

Airtankers, SEAT AT $ 2,960 $ 2,880

Lead Plane LP $ 1,075 $ 1,425

Air Attack Platform/IR Flight AA $ 410 $ 840 TOTAL COST OF AIRCRAFT $ *Due to the extreme variability of aircraft costs, these should be taken from the daily invoice rather than attempting to utilize these estimated rates.

TOTAL COST THIS DAY $

TOTAL COSTS FROM PREVIOUS DAY $

TOTAL COST OF INCIDENT TO DATE $


79

APPENDIX J: ESF‐4 MISSION ASSIGNMENTS MEMORANDUM OF UNDERSTANDING

TheMemorandumofUnderstanding(MOU)betweentheUSDAForestServiceandDepartmentoftheInteriorBureausprovidesageneralframeworkofcooperationinrespondingto,managing,coordinatingandfinanciallyaccountingformajordisastersandemergenciesandforresolvinganydifferencesorconflictsregardingthiscooperationinanefficientandconstructivemanner.

1. TheMOUdefinesthebillingrequirementsfortheDOIBureaus(assubtaskedagencies)undertheESF4Activation.

2. SubtaskedagenciesparticipatingunderMA’sissuedthroughESF4willbillFEMAthroughtheFS.TheFSisresponsibletoreimbursethesubtaskedagencyand,in‐turn,requestreimbursementfromFEMA.

3. ThesubtaskedagencywillprovideformSF‐1081ESFAgencySubmission(seefollowinglink)inadditiontonecessarydocumentationtosupportthebillamountbeforeissuingIPAC.http://www.fs.fed.us/fire/ibp/all‐hazard/esf4‐forms‐resources.html#forms

Necessarydocumentationincludesatransactionreportthatsupportseligibledocumentedcostsincurredper44CFR206.8–ReimbursementofOtherFederalAgencies.

4. SubTaskedagencywillsubmitrequestforpaymenttotheFSbyemailasc_ipc@fs.fed.usfax:1‐866‐816‐9532orhardcopyto:

AlbuquerqueServiceCenterBudget&FinanceATTN:IncidentFinanceCooperativeAgreements101BSunAveNEAlbuquerque,NM87109

5. Invoicepackagesarerequiredtobedatedandsigned,includingtitleofsignatoryandcontactinformation.6. Subtaskedagenciesarerequiredtosubmit1billingpackageperMA,permonthforreviewbythe20thofeach

month.7. Discrepancieswillbediscussedwiththesubtaskedagencyrepresentativetoreachresolution.8. ApprovedinvoiceswillbereturnedtothesubtaskedagencywithacopyofFS6500‐224Commitmentand

ObligationRequestForm,whichwillincludeIPACbillreferencedocumentinformation.Atthispoint,theIPACisapprovedforprocessing.NOTE:ItiscriticaltheIPACisnotprocesseduntilthesubtaskedagencyhasreceivednotificationfromtheFSofbillapproval.TheIPACbillreference#isrequiredinorderfortheIPACtoreflectproperlywithintheFSfinancialsystem.IftheIPACissubmittedforpaymentbeforetheabovestepshaveoccurred,thereisapotentialforachargebacktobeprocessed.

a. IfFEMAprocessesachargebackagainstsubtaskedagencycosts:i. FSwillcontactFEMAtodetermineissueand/ornegotiateresolution.ii. FSwillworkwithsubtaskedagencyforresolution

9. ThesubtaskedagencywillsendwrittennotificationtotheFSwhenbillinghasbeencompletedonallmissionassignments.WrittennotificationmustincludetheMissionAssignmentNumber.

CERTIFICATIONOFUNLIQUIDATEDOBLIGATIONPROCEDURES

1. SubtaskedagenciesarerequiredtoreviewtheUnliquidatedObligation(ULO)spreadsheetpreparedbyFEMA.Thisisaquarterlyreporttoidentifyifagencieshavecompletedbillingorhaveadditionalcostsyettobebilledonallmissionassignments.Keepinginmindthattheremaybebills‐in‐process.

2. Subtaskedagenciesneedtoreportiftheyhavecompletedbilling,orhaveadditionalcosttobebilled,byenteringthetotalsandtheappropriateagencyidentifier(BLM,NPS,BIA,FWS)inthecommentcolumn.NOTE:Noresponsefromasubtaskedagencycouldresultintheremainingbalanceonamissionassignmenttobede‐obligatedbeforeallbillingshavebeenprocessed.

3. SubtaskedagenciesmustprovideULOcertificationresponsewithin10daysofreceipt.Pleasesendto:[email protected]

4. Anyquestionspleasecontact:a. CarolRobinson–OperationsManagerCooperativeAgreements,FEMA&InternationalBillings&

[email protected]@505‐563‐7422b. JohnGetchell–[email protected]@505‐563‐7325