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Texas Department of Public Safety
TDEM Reimbursement Process for TIFMAS Deployments
Quenya Evans, Emergency Finance Section Coordinator
And
Robin Sheard, Regional Disaster Finance Coordinator
Texas Department of Public Safety
Presentation Overview
• Introductions
• TDEM Reimbursement Timeline
• What can you do to assist your department in the reimbursement process
• TDEM Reimbursement Assistance Contact Information
• Questions
Texas Department of Public Safety
TDEM Reimbursement Timeline
• Fire Departments should submit the reimbursement request and back-up documentation within 45 days of their demobilization date.
• A second submission will be accepted when delays such as overtime payroll, equipment repair, equipment replacement, etc. necessitate the delay.
• TDEM will reimburse the department within 45 days of receiving the complete reimbursement request with all supporting documentation.
Texas Department of Public Safety
What can you do to assist your department in the reimbursement
process?
Texas Department of Public Safety
Reimbursement Categories• Force Account Labor
– For both deployed and backfill personnel
• Travel
• Force Account Equipment
• Materials
• Rented Equipment
• Contracts
Texas Department of Public Safety
Force Account Labor
• Ensure all Crew Time Reports (CTRs) and/or Unit Logs are turned in after the deployment ends
• Supervisors ensure all hours worked are documented on timesheets for both deployed and backfill personnel
• Maintain copies of Resource Orders
– Approved mobilization/demobilization orders– Approved State of Texas Assistance Request (STAR)
Texas Department of Public Safety
Force Account Labor Documentation
Texas Department of Public Safety
Mandatory 30 –minute breaks should be noted here
Texas Department of Public Safety
Travel
• Ensure all receipts are kept and turned in after the deployment ends
• Ensure employee receives reimbursement for any out of pocket eligible travel costs
• Any purchases of group meals require list of names & departments of those fed with each meal purchase
• Follow your department/jurisdictions written travel policy
Texas Department of Public Safety
Travel Documentation
Texas Department of Public Safety
Force Account Equipment
• Document personnel assigned to each piece of equipment
• Maintain copies of Resource Orders– Approved mobilization/demobilization orders to
included original and any revised orders– Approved State of Texas Assistance Request (STAR)
• Document any damages to equipment thoroughly to include damage report, photographs and any insurance information
Texas Department of Public Safety
Force Account Equipment Documentation
Texas Department of Public Safety
Summary
• Document Document Document
• Always keep TFS informed of any changes to personnel and equipment
• Maintain any resource/equipment orders received to mobilize/demobilize
• Ensure person completing reimbursement submission has access to needed documents
• Never hesitate to contact TDEM for assistance or questions
Texas Department of Public Safety
TDEM Assistance Contact Information
Texas Department of Public Safety
State Disaster Reimbursement Services
• TDEM State Disaster Reimbursement Services main contact line: 512-424-7607
• TDEM State Disaster Reimbursement Services main email: [email protected]
Texas Department of Public Safety
Contact Information
Quenya EvansEmergency Finance Section
PH: 512-424-2288PH: 512-954-3274
Robin SheardRegional Disaster Finance Coordinator
State [email protected]
PH: 512-424-7815PH: 737-703-8194
Texas Department of Public Safety
Texas Department of Public Safety
Questions?...
