Lesson 4 Overview and Objectives

This lesson provides an overview of the resource requirements for Tribes requesting Public Assistance grant funding.

At the end of this lesson, participants will be able to:

  • Identify the resource requirements associated with Recipient status
Tribal Disaster Officials as a Recipient

When a Tribal government acts as a Recipient, a Tribal Coordinating Officer is appointed by the Tribal Chief Executive to act in cooperation with FEMA's Federal Coordinating Officer to administer disaster recovery efforts.

The Tribal Coordinating Officer is designated as part of the FEMA-Tribe Agreement and coordinates Tribal disaster assistance efforts with those of the Federal government and State partners, as applicable.
FEMA/EMI Officials and Tribal officials sitting together at a table during training.
Tribal Chief Executive's Authorized Representative

The Tribal Chief Executive's Authorized Representative is designated as part of the FEMA-Tribe Agreement and empowered with fiduciary responsibility for the Tribal government during the disaster.

The Tribal Chief Executive's Authorized Representative executes all necessary documents for disaster assistance on behalf of the Tribal government.

A single individual may serve as both the Tribal Coordinating Officer and the Tribal Chief Executive's Authorized Representative.

Tribal Chief meets with the volunteers at a home repair site
Federal Coordinating Officer and Unified Command Group

The Federal Coordinating Officer is the lead Federal official at incident site, identified by the President to work with the Tribal government and administer authorized Federal disaster assistance. The Federal Coordinating Officer is responsible for:

  • Assuring that Federal assistance is provided in accordance with the declaration, laws, regulations, and the FEMA-Tribe Agreement
  • Performing the initial appraisal of the types of relief most urgently needed
  • Establishing necessary field offices
  • Coordinating the relief activities of State, Tribal, and local governments, as well as other disaster assistance organizations

If the area affected by a major disaster or emergency includes more than one State, the President may appoint a single Federal Coordinating Officer for the entire affected area and deputy Federal Coordinating Officer(s).

 

Federal Coordinating Officer and Athabaskan Tribal Chief tour a Home
Program Staff

The FEMA-Tribe Agreement is provided by the FEMA Regional Office and signed by the tribe.

Program-related staff outlined in the FEMA-Tribe Agreement usually includes (but is not limited to):
  • Tribal Authorized Representative
  • Deputy Tribal Authorized Representative (optional)
  • Tribal Coordinating Officer
  • Deputy Tribal Coordinating Officer (optional)
  • Comptroller
  • Tribal Hazard Mitigation Officer
A Tribal Council Chief addresses the Tribal Council during a meeting.
Grants Portal

As a Recipient, the Tribal government will need to access multiple systems for financial and grant management, including Grants Portal, EMMIE, and SmartLink.

Grants Portal is a web-based project tracking system used by FEMA and FEMA grant Recipients and Applicants. The Tribal government can use this system to track all activities involved in the grant process from project formulation to grant obligation. Grants Portal can be used to:

  • Complete and update profile information
  • Submit the Request for Public Assistance
  • Submit the SF-424 information
  • Upload required project documentation
  • Obtain daily oversight of project statuses
  • Approve workflow items for concurrence/acknowledgement
  • Update Essential Elements of Information for projects
Emergency Management Mission Integrated Environment (EMMIE)

Emergency Management Mission Integrated Environment is a web-based application that enables Public Assistance Recipients to complete, submit, monitor, and manage Public Assistance applications online.

FEMA first deployed the Emergency Management Mission Integrated Environment in December 2007, before using the system for all disasters in 2008. Prior to this system, FEMA used the National Emergency Management Information System (NEMIS).
Interconnection Security Agreement

The Interconnection Security Agreement is a tool for Assistance Partners from all levels of government, emergency managers, and planners to request access to FEMA resources for assistance with response and recovery efforts. The intent of the Interconnection Security Agreement is to document and formalize the interconnection agreement between FEMA and other non-FEMA organizations. This Agreement is not required for a Presidential declaration.

A diverse group of people sitting at a large, wrap around table
SmartLink

SmartLink is the system FEMA uses to transfer grant funds to Recipients from its account with the U.S. Treasury. This system provides consistent guidance to Regions in facilitating recovery of these high-dollar amounts.

Payment Management System for full image description, refer to appendix 4-1.5 Payment Management System
Reporting Requirements (1 of 2)

Recipients will adhere to grant lifecycle reporting requirements. Recipients spend the grant award in accordance with the allowable activities scoped in the program guidance. They submit quarterly financial reports and semi-annual progress reports on implementation.

The law requires that information about entities and organizations receiving Federal funding be disclosed to the public via a central website, USA Spending.

Applicants give their reporting data to Recipients; Recipients submit all required data via the Federal Funding Accountability and Transparency Act Sub-Award Reporting System; and Federal grant-making agencies publish program data on USASpending.gov.

Documenting Costs for Public Assistance cover on binder.
Reporting Requirements (2 of 2)

Recipients are expected to include the following types of data in their reporting:

  • Financial data: expenses paid for with Federal funds
  • Compliance information: ensure the Recipient is following Federal regulations
  • Project data: highlight progress and/or community impact

Required information may be collected through regular progress reports, site visits, and audits.

Tribal Council Meeting for Support
Lesson 4 Summary

In this lesson, participants learned how to:

  • Identify the resource requirements associated with Recipient status

The next lesson will provide an overview of administrative responsibilities for Tribes applying as Applicants through the State.