How to submit COVID-19-related expenses for FEMA reimbursement

Have you incurred expenses directly related to the COVID-19 pandemic?

WMU may be eligible to be reimbursed by the Federal Emergency Management Agency, or FEMA, for expenses directly related to the COVID-19 pandemic. Consequently, to receive any expense reimbursement, the University is required to submit documentation of such expenses. Eligible expenses include cleaning supplies, personal protective equipment, training supplies and communication materials. COVID-19-related donations to other entities may qualify for reimbursement, as well.

Examples of potential eligible expenses, required documentation and submission procedures are available  here. After reviewing the documents, direct questions or requests for assistance to Michele Cole at bsvc_fema@wmich.edu .

This FEMA reimbursement program should not be confused with any other federal or state grant funding source established to cover COVID-19 expenses. Continue efforts to pursue other sources of funding, as applicable and appropriate.

Key information about submission procedures, including documentation time periods, is available here.

POTENTIAL ELIGIBLE EXPENSES

Expenses must be:

  • Directly tied to the eligible emergency action to protect public health and safety
  • Adequately documented
  • Reduced by credits, such as insurance proceeds or salvage value
  • Authorized and not prohibited under federal, state, tribal or local government laws or regulations
  • Consistent with WMU internal policies, regulations and procedures that apply uniformly to both federal awards and other activities of the applicant
  • Incurred or used starting January 20, 2020 through September 20, 2020 (end date may be extended)
  • Necessary and reasonable to accomplish the work properly and efficiently

Examples include:

  • Overtime to cover for another employee in quarantine if conducting eligible emergency protective measures work
  • Screening of essential employees reporting for duty in direct COVID-19 response activities
  • Overtime for reassigned employees due to emergency COVID related work (pay rate on January 20,2020)
  • Project costs to create a permanent physical barrier between employees and public
  • Redeveloping instructional plans and distance learning curriculum development
  • Training
  • Health and safety
  • PPE
  • Medical shelter operations
  • Communications of general health and safety information
  • Sanitizing/disinfecting/decontaminating facilities (time, equipment, supplies)
  • New purchase or from inventory
  • Storage facilities
  • Extra security/law-enforcement
  • Time associated with grant management activities
  • Emergency Operation Center costs
  • Triage and medically necessary tests
  • Emergency medical treatment
  • Patient prescription costs
  • Use or lease of specialized medical equipment
  • PPE, durable medical equipment, and consumable medical supplies (disposition requirements may apply)
  • Medical waste disposal related to eligible emergency medical care
  • Emergency medical transport
  • Lease, purchase, construction or alteration costs for medical care services
  • Non-congregate medical sheltering
  • Precautions necessary for remaining students and staff on campus
  • Labor – WMU or contracted
  • WMU donations to another entity
  • Equipment
  • Labor
  • Material/supplies

Ineligible Expenses

  • Costs associated with sending employees home
  • Purchase of equipment to allow employees to work from home
  • Increase of normal operations
  • Contracts that are cost + % of cost,  with a debarred contractor or contingent on FEMA reimbursement
  • Costs reimbursed from another funding source
  • Loss of revenue such as summer camps; room and board and  parking refunds; NCAA; Miller, Fetzer, West Hills, Lawson
  • Increased normal operational costs
  • Straight time for budgeted employees (or unbudgeted employed prior to declaration)
  • Salaries and leave time incurred while employees are working from home

Under review by FEMA

  • Mid- and long-term costs for reopening and remaining compliant with regulations
  • PPE
  • Install/create permanent physical barriers at a “front desk” to protect employees and public
  • Special sanitation requirements
  • Labor and other costs associated with employees/public entering buildings, etc.
  • Tracking potentially exposed persons