| Disaster events are unpredictable and may be multiple. Because such incidents financially impact the operations of County departments, it is critical to establish procedures designed to track and capture all costs associated with the provision of disaster services by the Los Angeles County Department of Mental Health (DMH).
After Federal/State disasters and/or emergencies are declared, funds or grants are available to local governments. Federal and/or State agencies such as Federal Emergency Management Agency (FEMA) reimburse only for allowable costs associated to the disaster, including costs associated with contracted Non-Government Agencies (NGA providers). The Board of Supervisors must give approval before entering into or amending a contract with an NGA provider (Attachments I and II). If such allowable costs are properly documented, DMH may receive reimbursement. In accordance with program requirements, Labor Record forms must be in place to support labor hours spent on disaster services. Services and supplies and any other operational costs associated with the disaster must also be identified and properly documented.
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| For each disaster, the Accounting Division will assign a Fund Organization Code (Fund/Org Code), a Revenue Source Code, and any necessary Minor Object Codes.
For regular County staff, only overtime spent on disaster services is allowable for reimbursement, excluding in-kind hours. Fringe benefits for regular County staff are not reimbursable.
For County staff hired strictly for a particular disaster, all regular time and overtime spent on disaster services are allowable for reimbursement. Usual and customary fringe benefits under established personnel policies are reimbursable.
Costs submitted by NGA providers on the monthly claims for reimbursement are allowable according to the guidelines of a particular disaster program and the DMH service agreement and/or contract amendment(s).
For all other DMH operating costs, only those expenses allowable according to the guidelines of a particular disaster program are reimbursable. Those operation costs not allowable for reimbursement will be accounted for as in-kind costs.
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