Chapter WEM 7

WEM 7.04(6) (6) The administrator shall take no longer than 30 days from the time the application is deemed complete in which to approve or deny the application. Applications that are approved shall be paid in accordance with s. WEM 7.06. A letter of denial shall be sent upon decision by the administrator that the application is denied.

WEM 7.04(7) (7) If the application is approved, the administrator shall notify eligible local governmental units of the steps necessary to obtain payment or reimbursement for eligible costs as specified in s. WEM 7.05 (1), including submission of invoices or other documentation substantiating the costs to be reimbursed.

WEM 7.04 History History: CR 06-088: cr. Register November 2006 No. 611, eff. 12-1-06.

WEM 7.05 WEM 7.05 Eligible and ineligible costs.

WEM 7.05(1) (1) Costs eligible for payment under this chapter are those that are a direct result of the disaster and are incurred during the designated incident period. Eligible costs are:

WEM 7.05(1)(a) (a) Debris removal to include woody debris, building wreckage, dirt, gravel, vehicles and other disaster related materials.

WEM 7.05(1)(b) (b) Emergency protective measures to eliminate or reduce immediate threats to life, public health or safety or a hazard that threatens significant damage to improved public or private property.

WEM 7.05(1)(c) (c) Damage to roads and bridges to include surfaces, bases, shoulders, ditches, drainage structures, piers, girders, abutments, slope protection and approaches.

WEM 7.05(2) (2) Ineligible costs are:

WEM 7.05(2)(a) (a) Damage to water control facilities including dams, reservoirs, levees, drainage channels, shore protective devices, irrigation facilities and pumping facilities.

WEM 7.05(2)(b) (b) Damage to buildings and equipment.

WEM 7.05(2)(c) (c) Damage to utilities including power generation facilities, sewage collection systems and water treatment plants.

WEM 7.05(2)(d) (d) Ordinary operating expenses of local governmental units, such as salaries and expenses of public officials, which are not directly related to the major catastrophe.

WEM 7.05(2)(e) (e) Costs for which payment has been, or will be, received from any other funding source.

WEM 7.05(2)(f) (f) Disaster-related costs which should be covered and compensated by insurance.

WEM 7.05(2)(g) (g) Projects and claims totaling less than $500.00.

WEM 7.05 History History: CR 06-088: cr. Register November 2006 No. 611, eff. 12-1-06.

WEM 7.06 WEM 7.06 Payments of major disaster assistance fund applications.

WEM 7.06(1) (1) General provisions.

WEM 7.06(1)(a) (a) The state share of the damages and eligible costs incurred by local governmental units may not be greater than 70% of the total eligible disaster costs.

WEM 7.06(1)(b) (b) In any quarter of the state fiscal year, the department may not make payments to applicants in excess of 25% of the total amounts allocated in s. 20.465 (3) (b) and (s), Stats.

WEM 7.06(1)(c) (c) If major disaster assistance application payments requested during a quarter exceed 25% of the total amounts allocated in s. 20.465 (3) (b) and (s), Stats., all accepted applications shall be paid proportionately.

WEM 7.06(1)(d) (d) During the last quarter of the state fiscal year, the department shall proportionately allocate and pay the balance of funds, if any, remaining in the appropriations created in s. 20.465 (3) (b) and (s), Stats., among all the applications submitted during the fiscal year with unpaid eligible costs.

WEM 7.06(2) (2) Match requirements.

WEM 7.06(2)(a) (a) The local share of damages and eligible costs incurred by local governmental units may not be less than 30%.

WEM 7.06(2)(b) (b) The substantiated value of donated materials, equipment, services and labor may be used as all or part of the local share of the eligible costs, subject to all of the following:

WEM 7.06(2)(b)1. 1. All sources of local share donation shall be indicated in the application and supporting documentation.

WEM 7.06(2)(b)2. 2. The maximum value of donated, non-professional labor shall be equal to the prevailing federal minimum wage.

WEM 7.06(2)(b)3. 3. The value of donated equipment may not exceed the Wisconsin department of transportation highway equipment rates.

WEM 7.06(2)(b)4. 4. The value of donated materials and professional services shall conform to market rates and be established by invoice.

WEM 7.06(3) (3) Audit.

WEM 7.06(3)(a) (a) The applicant shall account for all funds received and paid under this chapter in conformance with generally accepted accounting principles and practices. The applicant shall maintain detailed records of expenditures to show that fund payments were used for the purpose for which the payment was made. The applicant shall maintain for 5 years all records relating to the application submitted in accordance with the State’s standard audit practices and shall make the records available for inspection and audit. The applicant shall keep all financial records, including all invoices and canceled checks or bank statements that support all eligible costs claimed by the applicant for 5 years after the final payment.

WEM 7.06(3)(b) (b) The department may audit all of the applicant’s records pertaining to an application under this chapter. The department’s audit may result in an adjustment in the payment amount.

WEM 7.06(4) (4) Payment. The applicant shall submit to the administrator claims for payment of actual and eligible costs on forms provided by the department. All eligible costs claimed for payment shall be documented and shall be consistent with the eligibility provisions of this chapter.

WEM 7.06(5) (5) Final inspection. Upon completion of all work by an applicant, the division shall inspect all the work that the applicant claims. The applicant shall provide the division employees with access to records pertaining to all claimed work and shall permit review of all records relating to the work.

WEM 7.06(6) (6) Closeout of application. The administrator shall close out the applicant’s major disaster assistance application after all of the following occur:

WEM 7.06(6)(a) (a) The recovery work is complete.

WEM 7.06(6)(b) (b) The division completes a final inspection of all work claimed for reimbursement by the applicant.

WEM 7.06(6)(c) (c) The applicant receives the final amount due or pays any amount owed.

WEM 7.06(6)(d) (d) The required audits are complete.

WEM 7.06 History History: CR 06-088: cr. Register November 2006 No. 611, eff. 12-1-06.

WEM 7.07 WEM 7.07 Fund expenditure limitation. Expenditures from the major disaster assistance fund, as a result of a catastrophic disaster, shall not exceed the amount authorized in the major disaster assistance appropriations created in s. 20.465 (3) (b) and (s), Stats.

WEM 7.07 History History: CR 06-088: cr. Register November 2006 No. 611, eff. 12-1-06.

WEM 7.08 WEM 7.08 Dual payment. If eligible costs are subsequently recovered from other sources after payment from the major disaster assistance fund, the applicant shall return the recovered eligible costs to the department for deposit back into the fund. If the administrator, auditor or applicant, determines that the applicant received duplicate funds for a claim from the state and from another source, the applicant shall refund the amount received from the state.

WEM 7.08 History History: CR 06-088: cr. Register November 2006 No. 611, eff. 12-1-06.

WEM 7.09 WEM 7.09 Appeal process.

WEM 7.09(1) (1) Applicant shall have 30 days after receipt of the final determination by the administrator in which to file a written appeal of a denial of funds.

WEM 7.09(2) (2) The applicant shall first appeal directly in writing to the administrator detailing the rationale for overturning the original determination.

WEM 7.09(3) (3) Following an appeal to the administrator, an applicant may then request, in writing, a problem resolution process in which the adjutant general of the department of military affairs reviews the materials submitted by the applicant and either issues a decision based on those materials or meets with the parties to negotiate an acceptable resolution of the problem.

WEM 7.09(4) (4) Upon exhaustion of a departmental appeal, an applicant may request an administrative hearing under 227, Stats.

WEM 7.09 Note Note: Application materials are available on request without charge from the Disaster Resources Section Supervisor, Wisconsin Emergency Management, 2400 Wright Street, Room 213, P.O. Box 7865, Madison, WI 53707-7865, telephone [phone]. The completed forms and supporting documentation shall be mailed to the Disaster Resources Section Supervisor, Wisconsin Emergency Management, 2400 Wright Street, Room 213, P.O. Box 7865, Madison, WI 53707-7865. Application materials may also be accessed from the Wisconsin Emergency Management webpage at: http://emergencymanagement.wi.gov/.

WEM 7.09 Note Note: Within 6 months of enactment of the administrative rules, Wisconsin Emergency Management will develop an administrative manual that details the implementation process and provides specific information on program eligibility. Until such time as the manual is developed, Wisconsin Emergency Management will adhere to the eligibility criteria outlined for Categories A, B, and C of FEMA’s Public Assistance Program contained in the FEMA Public Assistance Guidance Document.

WEM 7.09 History History: CR 06-088: cr. Register November 2006 No. 611, eff. 12-1-06.