COVID-19 OVERTIME TRACKING FORM INSTRUCTIONS

The COVID-19 Overtime Tracking Form is for overtime hours related to COVID-19 emergency work only.

  1. Please see “EXAMPLE” attachment to view how the below items look when entered. http://www.fau.edu/controller/documents/forms/sample-covid19-overtime-tracking-activity-log.xlsx
  2. FEMA provides reimbursement for overtime pay only. Thus, only employee classifications eligible to receive overtime are applicable. These classifications include SP, LEOs, AMP non-exempt, and OPS hourly employees. Please contact aharrison@fau.edu should you have specific questions pertaining to overtime reimbursement eligibility.
  3. Enter your department name in cell C6.
  4. Enter the beginning date of the work week in cell C8. This will auto-populate the dates in the table which you will see on line 12.
  5. Enter your employee’s name and job title.
  6. Enter your employee’s regular and overtime hours for each day of the week.
  7. The overtime rate is calculated at 1.5x the regular rate.
  8. Enter your campus, building number/location and a description of the work performed.
  9. When describing the work performed, please be specific when describing the activity. If different work was completed on different days, please denote which day the work was done in the “Description of Work” cell. View the EXAMPLE attachment to see what this should look like.
  10. For this type of disaster, FEMA will consider reimbursement requests for these types of activities. A description of these activities can be found on the following page.
    • Transporting and pre-positioning equipment and other resources for response;
    • Emergency access;
    • Supplies and commodities;
    • Medical care and transport;
    • Evacuation and sheltering;
    • Safety inspections;
    • Community education.
  11. If you have any questions regarding how to document/describe your employee’s activities, please contact risk management for assistance at aharrison@fau.edu
  12. The spreadsheet will automatically generate your totals and calculate the fringe rate.
  13. Create a file named “COVID-19 Overtime Tracking” and save the spreadsheet. http://www.fau.edu/controller/documents/forms/covid19-overtime-tracking-activity-log.xlsx
  14. At the end of the work week, print the spreadsheet, the supervisor will sign and then scan and e-mail to fau_payroll@fau.edu

Links:

Sample Activity Log http://www.fau.edu/controller/documents/forms/sample-covid19-overtime-tracking-activity-log.xlsx

Activity Log  http://www.fau.edu/controller/documents/forms/covid19-overtime-tracking-activity-log.xlsx

FEMA EMERGENCY WORK DEFINITIONS

Transporting and pre-positioning equipment and other resources for response

Pre-positioning resources for the purpose of evacuating, or providing emergency medical care during the evacuation period (such as ambulances and busses), is eligible even if those resources are not ultimately used, provided the staging of those resources was necessary and prudent based on the data at the time of staging.

Emergency access

There are times when the incident damages or impairs all access routes to an essential community service, or to a community with survivors. Eligible work is limited to that necessary for the access to remain passable.

Supplies and commodities

Costs related to the Applicant purchasing supplies or using its own stock to perform Emergency Work are eligible and reimbursable. Examples include, but are not limited to, safety equipment, personal protective equipment, radios, power tools, sand, and tarps.

Purchasing and packaging life-saving and life sustaining commodities and providing them to the impacted community are eligible. Examples of such commodities include, but are not limited to, food, water, ice, personal hygiene items, cots, blankets, tarps, plastic sheeting for roof damage, and generators, as well as food and water for household pets and service animals. The cost of delivering these same commodities to unsheltered residents in communities where conditions constitute a level of severity such that these items are not easily accessible for purchase is also eligible.

Medical care and transport

When the emergency medical delivery system within a declared area is destroyed, severely compromised or overwhelmed, FEMA may fund extraordinary costs associated with operating emergency rooms and with providing temporary facilities for emergency medical care of survivors. Costs associated with emergency medical care should be customary for the emergency medical services provided. Costs are eligible for up to 30 days from the declaration date unless extended by FEMA. Eligible medical care includes, but is not limited to: · Triage and medically necessary tests and diagnosis · Treatment, stabilization, and monitoring · First-aid assessment and provision of first aid · A one-time 30-day supply of prescriptions for acute conditions or to replace maintenance prescriptions · Vaccinations for survivors and emergency workers to prevent outbreaks of infectious and communicable diseases · Durable medical equipment · Consumable medical supplies · Temporary facilities, such as tents or portable buildings for treatment of survivors · Leased or purchased equipment for use in temporary medical care facilities · Security for temporary medical care facilities · Use of ambulances for distributing immunizations and setting up mobile medical units.

FEMA does not provide PA funding for these costs if underwritten by private insurance, Medicare, Medicaid, or a pre-existing private payment agreement.185 The Applicant must take reasonable steps to provide documentation on a patient-by-patient basis verifying that insurance coverage or any other source funding including private insurance, Medicaid, or Medicare, has been pursued and does not exist for the costs associated with emergency medical care and emergency medical evacuations.

Evacuation and sheltering

Transportation of evacuees, household pets, service animals, luggage, and durable medical equipment is eligible. This includes emergency medical transportation. The mode of transportation should be customary and appropriate for the work required.

Safety inspections

The specific purpose of the inspection must be to determine whether the facility is safe for entry, occupancy, and lawful use. The Applicant must clearly substantiate that the purpose of the inspection was for safety and not to assess damage.

Community Education

Dissemination of information to the public to provide warnings and guidance about health and safety hazards using various strategies, such as flyers, public service announcements, or newspaper campaigns.