Overview of Public Assistance Program
For the current COVID-19 disaster declaration, the only potentially reimbursable costs are Category B- Emergency Protective Measures that do not qualify under another state or federal grant program. In accordance with section 502 of the Stafford Act, eligible emergency protective measures taken to respond to the COVID-19 emergency at the direction or guidance of public health officials’ may be reimbursed under Category B of the agency’s Public Assistance program. FEMA will not duplicate assistance provided by the Department of Health and Human Services (HHS), including the Centers for Disease Control and Prevention, or other federal agencies. This includes necessary emergency protective measures for activities taken in response to the COVID-19 incident. Local government and authorities, state agencies, tribal governments, and certain private non-profits organizations are eligible to apply. FEMA reimbursements are available at 75% of the total eligible cost. For Fact Sheets, disaster-specific guidance and other FEMA resources please visit https://www.fema.gov/coronavirus
Getting Started
Step 1: Track your costs related to COVID-19 back to January 20, 2020.
Step 2:
For state, local, and tribal governments Submit your cost estimates in vdem.emgrants.com (see “COVID-19 Cost Recovery Instructions”)
For private non-profit organizations fill out eligibility screening survey:
- Downloadable word version template with instructions Download Template (.docx)
Step 3: Register in the FEMA Grants Portal – https://grantee.fema.gov
Step 4: Attend Applicant Briefing Download Slides (PDF) | Webinar Audio (External Link)
Step 5: Submit Request for Public Assistance –https://grantee.fema.gov (Due date TBD)
FEMA Grants Portal Training for Public Assistance (PA) Applicants
Access FEMA Grants Portal Training for Public Assistance (PA) Applicants Here
Post Award Process
Once federal funds have been obligated, sub-recipients will be required to enter into a grant agreement which contains the federal terms and conditions of the awards. Sub-recipients may request reimbursement for COVID-19 grant and vaccination project costs. For more post-award information and a step-by-step walkthrough please see the following resources:
Applicant – Post Award Process Slide Deck
Step 1: Contact your Regional Grant Administrator – View Regional Staff Map
Step 2: Sign Your Post Award Agreement
Step 3: Submit a Request for Reimbursement
Eligibility Criteria for Reimbursement
| Resource | File |
| FEMA COVID-19 Eligible Emergency Protective Measures Fact Sheet | |
| FEMA Fact Sheet Emergency Medical Care for COVID-19 | |
| FEMA COVID-19 Noncongregate Shelter FAQ | |
| FEMA COVID-19 Vaccinations PA Eligibility FAQ |
Eligible Applicants must have at least $3,300 in eligible costs, be legally responsible for performing the eligible work, and comply with eligible cost requirements. FEMA makes the final determination of eligibility. There is no timeline on FEMA reimbursement.
Guidance on Tracking and Submitting Costs
| Resource | File |
| COVID-19 Cost Recovery Instructions |
State Agency Guidance
| Resource | File |
| VAPA How to Submit Damage Assessment – Virginia State Agencies Webinar |
Other Local Governments, Authorities, Special Govt Districts and Community Services Boards
| Resource | File |
| VAPA How to Submit Damage Assessment – Special |
Tribal Government Guidance
| Resource | File |
| VAPA How to Submit Cost Recovery Assessment – Virginia Tribal Webinar |
FEMA Disaster Procurement Resources
| Resource | File |
| FEMA: Procurement During EE Circumstances Fact Sheet | |
| Procurement Disaster Assistance Team (PDAT) Contract Provisions Template | |
| Top 10 Procurement Under Grants Mistakes | |
| Top 10 Procurement Mistakes Flyer | |
| FEMA: Procurement Checklist | |
| FEMA: Procurement under Grants during Periods of Emergency | |
| FEMA Expedited Funding for COVID-19 Job Aid (if approved) |
For more information please visit the FEMA Procurement Disaster Assistance Team website – https://www.fema.gov/procurement-disaster-assistance-team
Disaster Procurement for State Agencies
Procurement by state agencies, there are only three requirements as set forth in 2 CFR 200.317:
- Follow your own state procurement rules.
- Use recycled materials to the extent possible (probably not relevant to most pandemic purchasing)
- Include the required federal contract clauses, as applicable
Additional Guidance for State Agencies
Disaster Procurement for local and tribal governments, and eligible non-profit organizations
Local governments and PNPs must meet the more detailed requirements set forth in 2 CFR 200.318-326. The “Top 10 Procurement Mistakes” highlights those rules.
To summarize the competition rules:
- For purchases under $10,000 or the applicant’s own micro-purchase threshold (whichever is less), no competitive quotes are required as long as the price is reasonable. To the extent practical, purchases should be distributed among qualified suppliers.
- For purchases under $250,000 or the applicant’s own small purchase threshold (whichever is less), price quotes should be sought from at least three qualified sources.
- For purchases above $250,000 or the applicant’s own small purchase threshold (whichever is less), competition is generally required.
Resources
The attached slide deck provides instructions referenced in the guidance above on how to submit your cost estimates through the grant portal VirginiaPA.org
For additional resources such as cost tracking templates, please visit the resource tab at https://virginiapa.org/site/resources.cfm
Local Allocations for Federal CARES Coronavirus Relief Funds Download PDF
FEMA PA and CARES Act Eligibility Comparison
| Resource | Download |
| FEMA PA and CARES Act Eligibility Comparison |
FEMA PA and CARES Act Cost Share Information
| Resource | Download |
| FEMA PA and CARES Act Cost Share Information |
FEMA Supplemental Resource Search Tool
External Link: Fema.gov Covid-19 Supplemental Resources
Federal Policy Resources and Updates
- National Strategy Fact Sheet: President Biden Announces Increased Vaccine Supply, Initial Launch of the Federal Retail Pharmacy Program, and Expansion of FEMA Reimbursement to States [View Full Text]
Contact Information
Post Award Contact Information
For questions please reach out to our recovery inbox at recovery@vdem.virginia.gov
Pre-Award Contact Information
For questions related to the COVID-19 Pre-Award process, please reach out to vdemcommunications@iem.com
Stay Informed
Please register for grant updates to stay current on recovery guidance, timelines, and requirements. Register for Grant Updates