emac operations manual 092017 - texas...the emergency management assistance compact (emac) evolved...

©2017NEMA ForOfficialUseOnly EMACOperationsManual

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EmergencyManagementAssistanceCompact

EMACOperationsManual

Version4.012/20/2017

NationalEmergencyManagementAssociation(NEMA)


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Thisdocumentupdatesandsupersedesallpreviouseditions.Anyalteration,editing,revision,reproductionorotherwiseuseforpurposesotherthanofficialEMACbusinesswithoutexpresspermissionoftheNationalEmergencyManagementAssociationisstrictlyprohibited.

This Manual was developed and printed, in part, with funds provided to the NationalEmergency Management Association (NEMA) through a grant from the Department ofHomelandSecurity/FederalEmergencyManagementAgency.


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TableofContentsI. EMAC Articles of Agreement 7II. EMAC Governance and Responsibilities 10

A. The National Emergency Management Association 10B. The EMAC Committee 11

1. EMAC Committee Chair and EMAC Committee Vice-Chair: 112. EMAC Committee Members: 11

C. EMAC Administration 12D. EMAC Advisory Group 13E. The EMAC Executive Task Force (ETF) 14F. The EMAC Operational Components 15

III. EMAC Operational Management & Coordination with Federal Partners 15A. National Emergency Management Association 16B. National Coordinating State 16C. Advance Team (A-Team) 18

1. Member State A-Team Responsibilities 182. Criteria for Selecting A-Team Members 20

D. National EMAC Liaison Team 23E. Regional EMAC Liaison Team 24F. EMAC Operational Levels 24

IV. Standard Operating Guidelines 26A. Pre-Event Preparation 26B. Activation 28C. Request & Offer 30

1. Assessing Resource Needs 302. Availability of EMAC Authorized Representatives 303. Availability of A-Teams 304. Requesting Assistance 303. Assisting State: Offering Assistance 314. Requesting State: Accepting/Declining the Offer of Assistance 325. Procedures for Executing the Request for Assistance (REQ-A) 321. 332. EMAC Broadcast Functionality 33

D. Response 33


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1. Mobilization 342. Deployment 353. Demobilization 37

E. Reimbursement 38A. Member State Reimbursement Responsibilities: 38B. Reimbursement Implementation: 39

Considerations: 40C. Eligible Reimbursable Costs 43D. Ineligible Reimbursable Costs 46E. The EMAC Reimbursement Process 46F. Reimbursement Process Timeline 49G. FEMA Public Assistance and EMAC Missions 52

V. The Mutual Aid Support System (MASS) 54VI. Training and Exercises 54

A. EMAC Training 54B. EMAC Exercises 55

VII. EMAC Forms 55VIII. Checklists 56

A. Pre-Event Preparation Checklist 56B. Requesting State Activation Checklist 57C. Assisting State Activation Checklist 57D. National Coordinating State Activation Checklist 57E. NEMA EMAC Program Director Activation Checklist 57F. Requesting State Request and Offer Checklist 58G. Assisting State Request and Offer Checklist 58H. National Coordinating State Request and Offer Checklist 59I. NEMA EMAC Program Director Request and Offer Checklist 59J. Requesting State Response Checklist 59K. Assisting State Response Checklist 59L. Requesting State Reimbursement Checklist 60M. Assisting State Reimbursement Checklist 62

IX. Appendices 64A. Definitions, Terms & Acronyms 64B. EMAC Articles of Agreement 69


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IntroductionThisnationwasfoundedonthebasicprincipleof“neighborshelpingneighbors”.Fromthatsimplepremise,mutualaidhasevolvedintoaresponsecapabilityofitsown.TheEmergencyManagement Assistance Compact (EMAC) evolved from a regional concept of a few stateshelpingeachotherasaresultofthedevastationcausedbyHurricaneAndrewin1992,toanationalmutualaidcompactof50-states,theDistrictofColumbia,PuertoRico,theU.S.VirginIslands,andGuamby2007.

The 2017 EMAC Operations Manual contains the official policy and procedures for theimplementation, administration, and operational management of the EmergencyManagementAssistanceCompact(EMAC)system.TheEMACOperationsManualisdividedintotensections:

1. EMAC Articles of Agreement provides an overview of state EMAC law, actionsrequiredby law tobe taken for operational implementationof EMAC, andmemberstateresponsibilities.

2. EMAC Governance and Responsibilities describes the EMAC organizational andgovernancestructureandintroducestheoperationalcomponents.

3. EMACOperationalManagement andCoordinationwith Federal Partnersdescribesthe responsibilities and functions of the operational components and explains howEMAC is coordinated with FEMA, Emergency Support Functions (ESFs), and corecapabilities.

4. Standard Operating Guidelines describes the Standard Operating Guidelines duringeachphaseoftheEMACprocess:


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o Phase1: Pre-EventPreparation describes theMemberState responsibilitiesto identify necessary key personnel, inventory existing response resourcecapabilities, determine resource gaps, develop mission ready packages,train/educate,exercise,andprepareforbeinganEMACMember.

o Phase2:ActivationdescribestheactionstakentoactivatetheEMACsystem.o Phase 3: Request and Offer describes the actions taken by Requesting and

Assistingstatestorequestandofferresources.ThisincludesthecompletionoftheEMACREQ-AthroughtheEMACOperationsSystem.

o Phase4: Response (mobilization,deployment,demobilization)describes theresponsibilitiesofMemberStatesandprovidesguidanceforbestpracticesforstatestofollowduringdisasters.

o Phase 5: Reimbursement establishes policies and procedures for EMACmissionreimbursementsbetweenMemberStates.

5. TheMutualAidSupportSystem(MASS): TheMASS2.0 isattachedtotheEOS,andallows resource providers to enter Mission Ready Package information into a geo-spacialresourcemanagementsystem.AllMRPsenteredintotheinventoryarelocatedonamapalongwith thedetailsdescribingeachMRP.Whentasked todosoby theRequestingStateAR,theA-TeamOperationsfunctionmayusetheMASStosearchforavailable resources, and to generate a draft request if an appropriate resource islocated.

6. TrainingandExercise contains informationrelatingtoofficialEMACtrainingcoursesforspecifictargetedgroupsandexerciserecommendations.Currenttrainingcourses,course descriptions, and course schedules are listed on the EMAC website atwww.emacweb.org.

7. FormsidentifieswhereEMACformscanbefound.8. Checklists contain all checklists for pre-event preparation, activation, request and

offer,response,andreimbursement.9. AppendicescontaintheEMACArticlesofAgreementandaglossary.

A series of guidance documents have been developed to support the EMAC OperationsManual.Thefollowingguidebooksofferdetailedinformationandsuggestedguidance.EMACAuthorizedRepresentatives and EMACDesignatedContacts can access thesedocuments inthelibraryontheEMACwebsite.

• EMACExecutiveTaskForceProtocols• A-TeamStandardOperatingGuidelines• NationalCoordinatingStateStandardOperatingGuidelines• National EMAC Liaison Team Standard Operating

TheEMACExecutiveTaskForceProtocolsprovidetheprotocols&directivesforconductingofficialbusinessoftheEMACExecutiveTaskForce.ThisdocumentcanbefoundintheEMAC


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Guidelines• RegionalEMACLiaisonTeamStandardOperatingGuidelines

The Resource Provider and Deploying Personnel Guidebook are publically available on theEMACwebsite.All EMAC Member State Authorized Representatives and Designated Contacts, and otherstate personnel who are likely to comprise an EMAC Operational Component, such as anAdvance Team (A-Team),National EMAC Liaison Team,Regional EMAC Liaison Team,Chairand State of the EMAC Executive Task Force (National Coordinating State) or lead statemembershipon theEMACExecutiveTaskForce shouldbecome familiarwith thesepoliciesandguidelinesinordertoimplementEMACinatimelymannerasaroutinepractice. Anyalteration,editing,revision,reproductionorotherusebyanypersonforpurposesotherthan official EMAC business without express written permission of NEMA is strictlyprohibited.This manual will be reviewed and revised as needed by NEMA, the EMAC Executive TaskForce,andtheEMACCommittee.

I. EMACArticlesofAgreementEachmemberstatehaspassedstatelegislationconsistentwiththethirteenEMACArticlesof Agreement. The Articles of Agreement detail actions necessary by member states toensure the implementation of a standardized and consistent EMAC program nationwide.Statesmust ensure the compliance of all thirteen articles of agreement, as paraphrased,below. (Note: The original ThirteenArticles of Agreement uponwhich EMAC is foundedreferstoMemberStatesas“partystates”meaningeachstateapprovingthesearticlesandpassing them into state law becomes an active “party” to the Emergency ManagementAssistanceCompact.)

A. ArticleI–PurposeandAuthorities• TheGovernorofadisaster-affectedstatemustdeclareastateofemergency

orastateofdisasterbeforereceivingresourcesthroughEMAC.• EMACmaybeusedduringtrainingandexerciseswithoutadeclaration.

B. ArticleII–GeneralImplementation• The legally designated state official who is assigned responsibility for

emergency management will be responsible for the implementation of


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EMAC.C. ArticleIII–PartyStateResponsibilities

• DevelopproceduralplansandprogramsfortheimplementationofEMAC.• Reviewindividualstatehazardanalysestodeterminepotentialemergencies

thepartystatesmightjointlysuffer.• Developaplanfortheinterstatemanagementandprovisionofassistance.• Developinterstateprocedurestofillanyidentifiedresponsecapabilitygaps.• Assistinwarningcommunitiesadjacenttoorcrossingthestateboundaries.• Protect and assure uninterrupted delivery of services, medicines, water,

food, energy and fuel, search and rescue, and critical lifeline equipment,servicesandresources,bothhumanandmaterial.

• Inventoryandsetproceduresforthe interstate loananddeliveryofhumanand material resources, together with procedures for reimbursement orforgiveness.

• Provide, to the extent authorized by law, for the temporary suspension ofany statutes or ordinances that restrict the implementation of the aboveresponsibilities.

• The Authorized Representative of a party state may request assistance ofanother party state by contacting the Authorized Representative of thatstate.

• Requests may be verbal or in writing. If verbal, the request shall beconfirmedinwritingwithin30days.

• Requestshallincludethefollowinginformation:o Adescription of the emergency support function, or core capability

forwhichassistanceisneeded.o The amount and type of personnel, equipment, materials, and

suppliesneeded,andareasonableestimateofthelengthoftimetheywillbeneeded.

o The specific place and time for staging of the assisting party’sresponseandapointofcontactatthatlocation.

• There shall be frequent consultation between state officials who haveassigned emergency management responsibilities and other appropriaterepresentativesofthepartystates.

D. ArticleIV–Limitations• It isunderstoodthatthestaterenderingaidmaywithholdresourcestothe

extentnecessarytoprovideforreasonableprotectionforsuchstate.• RespondingEMACforceswillhavethesameduties, rightsandprivilegesas


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areaffordedforcesofthereceivingstate.• Responding EMAC forceswill remain under command and control of their

regularleaders,butwillcomeunderoperationalcontroloftheauthoritiesofthereceivingentity.

E. ArticleV–LicensesandPermits• Wheneveranypersonholdsa license,certificate,orotherpermit issuedby

anystateparty to thecompactevidencingthemeetingofqualifications forthe professional, mechanical, or other skills, and when such assistance isrequested by the receiving party state, such person shall be deemedlicensed,certified,orpermittedbythestaterequestingassistance.

F. ArticleVI–Liability• EMACrespondersofapartystaterenderingaidtoanotherpartystateshall

beconsideredagentsoftheRequestingStatefortort liabilityandimmunitypurposes.

G. ArticleVII-SupplementaryAgreements• Nothing herein contained shall preclude any state from entering into

supplementary agreements with another state or affect any otheragreementsalreadyinforcebetweenstates.

H. ArticleVIII–Compensation• Eachparty state shall provide for thepaymentof compensationanddeath

benefits to injured members of the emergency forces of that state andrepresentativesofdeceasedmembersofsuchforces incasesuchmemberssustaininjuriesorarekilledwhilerenderingaidpursuanttothiscompact.

I. ArticleIX–Reimbursement• Anypartystaterenderingaidinanotherstatepursuanttothiscompactshall

be reimbursedby the receivingstate for lossordamagetoequipment, thecostsofoperatingequipment,andthecostsofprovidingservicesinresponsetoarequestforassistance.

J. ArticleX–Evacuation• Statesmayagree to receiveandhostevacuees foranaffected stateunder

theprovisionsofthecompact.• The evacuating state and the hosting state shall mutually agree as to

reimbursement of out-of-pocket expenses incurred in receiving and caringforsuchevacuees.

K. ArticleXI–Implementation• Thecompactbecomesoperativeimmediatelyuponitsenactmentintolaw.• Any party state may withdraw from the compact by enacting a statute


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repealingthesame.• EMACstatelegislationisamatterofrecordineachpartystate.

L. ArticleXII–Validity• IfanyprovisionofEMAClawisdeclaredtobeunconstitutionalorinvalid, it

willnotaffecttheconstitutionalityoftheremainderofthelaw.M. ArticleXIII–AdditionalProvisions

• The National Guard deploys through EMAC under both Title 32 and StateActiveDutyforhumanitarianpurposes;however,themilitaryuseofNationalGuard(useofmilitaryforce)throughEMACisprohibited.

II. EMACGovernanceandResponsibilitiesThere are six primary elements within the EMAC governance structure: The NationalEmergencyManagement Association, the EMAC Committee, EMAC Administration, theEMAC Advisory Group, the EMAC Executive Task Force, and the EMAC OperationalComponents.Thegeneralresponsibilities,functions,anddutiesforeacharedescribedinthissection.

A. TheNationalEmergencyManagementAssociationTheNationalEmergencyManagementAssociation(NEMA)isthenon-profitassociationof emergency management and homeland security professionals dedicated toprotecting our nation. NEMA’s mission is to develop the partnerships and initiativesnecessarytoimprovethenation’scapabilitiestoprotectthepublicthroughprevention,mitigation,preparedness, response,and recovery fromallemergencies,disasters,and


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threats toourhomeland. NEMA’svotingmembership (stateemergencymanagementdirectors)maintainsauthorityandcontroloverEMAC.

B. TheEMACCommitteeTheEMACCommitteeisresponsibleforoversightoftheCompact.TheEMACCommitteedelegates responsibility for conducting business and emergency operationsresponsibilitiesonitsbehalftotheNEMAStaff,theEMACExecutiveTaskForce,andtheEMAC Operational Components. The EMAC Committee receives recommendations forthe selection of the ETF Chair-Elect by the EMAC Executive Task Force and votes onacceptance of the recommended Executive Task Force Chair-Elect. All Member StateshaveagreedtoacceptEMACCommitteedecisionsmadewithinthepurviewoftheNEMABy-Laws.

TheEMACCommitteeconsistsofachair,vice-chair,apastNEMAPresident liaison,andstate directors (or their designees). The emergency management director from everystateandterritorythathaspassedEMAClegislationandsignedEMACinto(state) lawisinvited to participate on the EMAC Committee. The Chair of the EMAC Executive TaskForceisanon-votingexofficiomemberoftheEMACCommittee.

1. EMACCommitteeChairandEMACCommitteeVice-Chair:a. Election: SelectedannuallybytheNEMApresidentb. Term: Oneyear(butmayserveconsecutiveyears)c. Roles/Responsibilities: Providesdirectoversightof theEMACExecutive

Task Force (ETF) through coordination with the EMAC ETF chair andNEMAstaff,worksonnationalpoliciesthatimpactEMACMemberStates,andprovidesupdatestoCongressuponrequest

d. VotingMember: Yese. Roster: The current Chair and Vice-Chair, of the EMAC

CommitteeismaintainedbyNEMA.

2. EMACCommitteeMembers:a. Election: Volunteerormaybeappointedb. Term: Oneyear(butmayserveconsecutiveyears)c. Roles/Responsibilities:Providesoverallguidanceandpolicydirectionfor

EMACd. VotingMember: Yese. Roster: ThecurrentmembershipoftheEMACCommittee

ismaintainedbyNEMA


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C. EMACAdministrationSince1995,theNationalEmergencyManagementAssociation(NEMA),headquarteredinLexington,Kentucky,hasadministeredEMAC.NEMAisanonpartisan,nonprofit501(c)(3)association dedicated to enhancing public safety by improving the nation’s ability topreparefor,respondto,andrecoverfromallemergencies,disasters,andthreatstoournation'ssecurity.TheNational EmergencyManagement Association (NEMA) serves as the administrativebodyforEMACinsupportoftheEMACMemberStatesby:

1. Providingday-to-dayoveralladministrationandmanagement2. Providingfiscalmanagement3. ProvidingsupporttostatesduringoperationalactivitywhereEMAChasbeen

activated4. Serving on national committees, under the leadership of the Department of

HomelandSecurity(DHS),devotedtoenhancingmutualaidthroughresourcetyping, resource management, credentialing, and catastrophic disasterplanninginitiatives

5. Support the EMACGovernance Structure to include theNEMAmembership,EMAC Committee, EMAC Executive Task Force, EMAC Advisory Group, andOperationalComponents

6. Providing coordination and support of DHS/FEMA activations, whereappropriate

7. SecuringandmanaginggrantstogrowandsustainEMACstrategicinitiatives8. Serving as an advocate to state elected officials, Congress, and the federal

government to ensure that EMAC is recognized as the nation’s premierinterstatemutualaidmechanism

9. Providingday-to-dayprogramadministrationstaff10. Answeringinquiriesfromalldisciplines11. AnsweringinquiriesfromMemberStates12. Keeping Member States/territories informed

onnewandemergingissues13. Maintaining online tools used to implement

EMAC (such as the EMAC website, EMACOperations System, and Mutual Aid SupportSystem)

14. Supporting operations that involve the states and the sharing of resourcesbetweenstatesunderEMAC

15. PromotingandmarketingEMACaswellasmutualaidingeneral


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16. MaintainingEMACdocuments17. Providing instructors to support EMAC courses taught at FEMA’s Emergency

ManagementInstitute18. ProvidingaforumforinputintotheEMACprocess19. WorkingtoresolveissuestothesatisfactionofEMACusers20. ConductingandassistingwithEMACtraining,exercises,andeducation21. Sharingcriticalinformationasneededduringmajoractivations22. RemainingtruetothelegislatedarticlesandintentofEMAC23. ProvidingeducationalopportunitiesaboutEMAC24. Supporting other responsibilities as requested that impact EMAC or national

mutualaid

D. EMACAdvisoryGroupThe EMAC Advisory Group (EAG), established in 2006, gives nationalorganizations a venue through which to work in coordination with the EMACCommitteeand theEMACExecutiveTask Force for the improvementof EMACthroughout the nation. Membership to the group is by invitation only torepresentatives from the national organizations serving the first respondercommunityandothermutualaidstakeholders.

EMACAdvisoryGroupMission: To facilitate the effective integrationofmulti-discipline emergency response and recovery assets for nationwidemutual aidthroughtheEmergencyManagementAssistanceCompact.

The current roster of the EMAC Advisory Group can be viewed on the EMACwebsite(www.emacweb.org).

1. EMACAdvisoryGroupRolesandResponsibilities:

a. Representtheissues,position,resourcecapabilities,andrequirementsoftherespectivedisciplinesandnationalorganizations

b. Share information with national memberships, solicit feedback andprovideresponsestoNEMAonEMAC-relatedissues

c. Facilitateoutreach,education,andtrainingopportunitiesonEMACd. Share situational awareness information with national memberships,

organizations,andagenciesduringmajorEMACactivities,asnecessaryandappropriate

e. Participate in conference calls,meetings, and after-action reviews on


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behalfofnationalmembershipf. Identifyandsharebestpracticesg. ProvideguidanceforthestrategicdirectionofEMACh. IdentifyemergingissuesthatwillimpactthedevelopmentofEMACi. ProvideaconnectionbetweenothermutualaidprovidersandEMACj. Gatherandshareinformationk. Networkinthestatestopre-planforEMACdeploymentsl. PromotethedevelopmentofMissionReadyPackages

2. GoalsoftheEMACAdvisoryGroupa. Promote a better understanding of EMAC for multi-discipline

emergency response and recovery entities, and mutual aid partners.

b. Create a forum for mutual aid stakeholders to provide input andfeedbacktoNEMAtoenhancemutualaidthroughEMAC.

c. Advanceinterstateandintrastatemutualaid.

E. TheEMACExecutiveTaskForce(ETF)TheEMACExecutiveTaskForce(ETF)formulatesandprovidespolicyguidelinesandprocedurespertainingtotheimplementationoftheEmergencyManagementAssistanceCompact(EMAC)incoordinationwithNEMAadministrativesupportandguidance.TheEMACCommitteegrantstheETFthepowertoconsiderallmattersofsupervisionandcontrolofthebusinessandoperationalaffairs,andtotakewhateveractionisdeemedappropriateonbehalfoftheMemberStates.AllrecommendationsandactionsoftheETFshallbesubjecttoapprovalbythemembershippresentatthenextregularmeetingoftheEMACCommittee.IntheinterimperiodbetweenthepromulgationoftheactionstakenbytheETFandsaidmeetingoftheEMACCommittee,theEMACstatemembershipshallabidebytherecommendationsandactionstakenbytheETFontheirbehalf.ThevotingmembershipoftheETFshallnotexceedseventeen(17).IncludingamongthisnumberarethecurrentETFChair,thecurrentETFChair-Elect,theImmediatePastETFChair,three(3)At-LargeRepresentatives,theten(10)leadstaterepresentatives(onefromeachFEMAregion),andonepersonfromtheLegalCouncilCommittee.


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TheEMACExecutiveTaskForceoperatesundertheEMACExecutiveTaskForceOperatingProtocolswhichcanbefoundontheEMACwebsite.TheOperatingProtocolsoutlineboththeoperationalandnon-operationaldutiesoftheETF.ThecurrentrosteroftheEMACETFcanbefoundontheEMACwebsite(www.emacweb.org).

F. TheEMACOperationalComponentsTherearefiveEMACOperationalComponents:TheNationalEmergencyManagementAssociation,theNationalCoordinatingState,theA-Team,theNationalEMACLiaisonTeam,andtheRegionalEMACLiaisonTeam.StandardOperationsGuidelinesforeachofthesecomponentsmaybefoundontheEMACwebsiteinthelibraryundertheEMACOperationsManual.

III.EMACOperationalManagement&CoordinationwithFederalPartners

The EMAC Operational Components work together during an incident to share

informationandensuretheEMACproceduresarebeingfollowed.Thefunctions,rolesand

responsibilities of the EMACOperational Components and the EMACoperational levels

aredescribedinthissection.


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A. NationalEmergencyManagementAssociationDuring an incident, NEMA serves an administrative function with the followingresponsibilities:

1. WorkingwiththeNCStocoordinateoperations.2. MaintainingtheEMACOperationsSystem(EOS)andresolvingsystemissues.3. Maintaindataintegrityandensureeventsaremaintainedandupdated.4. Answer questions about the use of the EMAC Operations System and provide

technicalsupportasneededtomemberstates.5. Ensurethetimelyfulfillmentofresourcerequests.6. ResolvepolicyissuesincoordinationwiththeNCSorNEMALeadership.7. EnsurethecoordinationbetweentheNCS,A-Teams,theNELT,andRELT(s).

B. NationalCoordinatingStateTheChairofETFhasadual roleas the leadof theNCS. Thus, theNCS is thehomestateoftheETFChair.ThisveryuniquecomponentpositionsanEMACMemberStatewithnationaloperationalresponsibilityforEMACandistheprimarypointofcontactforadisasteraffectedstate.The NCS serves an operations coordination function with the followingresponsibilities:


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1. EnsuresthatoperationalproceduresarefollowedandincoordinationwithNEMAresolvesanypolicyorproceduralissues.

2. IdentificationandstaffingofA-Teamsandliaisonteams.3. EnsurestimelysituationreportsonEMACactivitiesareissued.TheNCSLeadislistedontheEMACwebsite(www.emacweb.org)astheChairoftheEMACETF.

MoreinformationontheNCScanbefoundintheNCSSOGavailableontheEMACwebsite(www.emacweb.org).


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C. AdvanceTeam(A-Team)AdvanceTeams(A-Teams)havetheprimaryresponsibilityofimplementingtheEMACprocess in both the Requesting and Assisting States as assigned by the stateemergencymanagementdirectorortheirdesignee.

1. MemberStateA-TeamResponsibilitiesTheMemberStatesresponsibilitiesformaintainingtheirA-TeamandpreparingforanincomingA-Teamareasfollows:a. TheminimumstandardforEMACMemberStates isforeachstatetomaintain

twoType4(two-member)A-Teams(seeA-Teamtypingguidelines,below).

Resource:

EMACAdvanceTeams(A-Teams)

CATEGORY:

IncidentManagement KIND: Team

MINIMUMCAPABILITIES:TYPEI TYPEII TYPEIII TYPEIV OTHER

COMPONENT METRIC

Personnel

A-TeamLeader

1 1 1 1

Personnel

DeputyA-TeamLeader

1 1

Personnel

A-TeamMember 6 3 2 1

Personnel

NationalGuardA-Team

Member

2 1 1

COMMENTS:

Training

UnderstandingEMACCourse,NEMAEMACA-TeamTrainingCourse,ICS-100,-200,-300;IS-700.a,IS-800.bRecommended:IS-703.a,IS-706

UnderstandingEMACCourse,NEMAEMACA-TeamTrainingCourse,ICS-100,-200,-300;IS-700.a,IS-800.bRecommended,IS-703.a,IS-706

UnderstandingEMACCourse,NEMAEMACA-TeamTrainingCourse,ICS-100,-200,-300;IS-700.a,IS-800.bRecommendedIS-703.a,IS-706

UnderstandingEMACCourse,NEMAEMACA-TeamTrainingCourse,ICS-100,-200,-300;IS-700.a,IS-800.bRecommendedIS-703.a,IS-706


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Resource:

EMACAdvanceTeams(A-Teams)

CATEGORY:

IncidentManagement KIND: Team

MINIMUMCAPABILITIES:TYPEI TYPEII TYPEIII TYPEIV OTHER

COMPONENT METRIC

NOTES: • AllEMACA-TeampersonnelmustbequalifiedbyNEMAthroughsuccessfulcompletionoftheEMACAdvanceTeamOperationsCourse.

• A-TeamLeadersmusthavepastdeploymentexperienceonanEMACA-Team,orextensiveoperationalexperienceindisasterresponse.TheNCSmay,withconcurrenceoftheRequestingState,designatetheA-TeamLeader.

• A-Team Leaders report to the EMAC Authorized Representative, Designated Contact/EMAC Coordinator or otherdesigneeintheRequestingand/orAssistingState.DeputyA-TeamLeaders,A-TeamMembersandNationalGuardA-TeamMembersreporttotheA-TeamLeader.

• EMACA-Teams functionunder thecommandandcontrolof theirhomestate leadershipbutareunderoperationalcontroloftheRequestingStateforthedurationoftheirmission.

• Typing scheme denotes the minimum capabilities and staffing recommendations. Staffing of A-Teams may beexpandedorcontractedasneeded.

• A-Team roles, responsibilities, forms, recommendedequipment, checklists, andothermission guidelines are foundtheEMACA-TeamStandardOperatingGuidelines(A-TeamSOG)availableatwww.emacweb.org.

PERSONNEL: • DeputyA-TeamLeader:PerformstasksasassignedbytheTeamLeaderandassumesthedutiesoftheA-TeamLeaderduringhisorherabsence.

• A-TeamMember:PerformsdutiesassignedbytheA-TeamLeader.Maybeassignedtoperformfunctionsinplanning,operations,logistics,andfinance/administrationwhentheA-TeamisorganizedusingICSprinciples.

• NationalGuardA-TeamMember:AmemberoftheNationalGuardselectedbytheAdjutantGeneralbasedontrainingandexperienceinNationalGuardoperationsandlogistics.Typicallyperformsdutiesinsupportofrequestsfor,anddeploymentof,NationalGuardResources.CanperformanydutyassignedbytheA-TeamLeader.Maybeassignedtoperformfunctionsinplanning,operations,logistics,andfinance/administrationwhentheA-TeamisorganizedusingICSprinciples.

b. StatesshouldanticipaterequestinganA-Teamatsomepointinthefutureand

be prepared to provide adequate workspace and logistics support to an A-TeamwheneveroneisdeployedtotheirstateEOCorotherdutystation.i. Workspace should consist of twoworkstations (at aminimum) equipped

with telephones and computers (with the latest version of internetbrowsers)internetaccess,ande-mailcapability.Note:TheREQ-AmaystipulatethattheA-Teambringcomputersaspartoftheequipmentneededtocompletethemission.

ii. States should have a dedicated email address for the A-Team to receiveandreplytoe-mails.

iii. Accesstosurvivable/redundantcommunicationsnetworks.c. If a Member State uses a particular operations management software (i.e.,

WebEOC, D-LAN, E-Team, etc.), an individual who is familiar with theRequestingState’scomputertechnologyandmissiontrackingsystemsoftwareshouldbeaccessibletoconnectandtraintheA-Teammembersonuseofthesystemuponarrival.

d. TheEMACA-Teamworkspaceshouldbeestablishedandreflectedinthestate


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EOCorganizationchartandfloorplan.e. TheA-Teammusthaveaccess toanEMACAuthorizedRepresentative that is

abletoassignmissionrequestsandsignEMACRequests forAssistance(REQ-As)inatimelyfashion.

f. TheAssistingStateshouldcoordinatewiththeRequestingStatetopre-arrangetravel,transportationandlodgingaccommodationsfordeployingpersonnel,orensure deploying personnel are self-contained and self-supporting if normalaccommodationsarenotavailable.

2. CriteriaforSelectingA-TeamMembersA-Team members should be disaster experienced, adaptable to high stressenvironments, capable of working without direct supervision, and fullyknowledgeableofEMACpolicies,proceduresandweb-basedtools.PersonnelselectedtoserveasA-Teammembersshouldbeabletoreadilydeployfor a minimum of a two-week mission. Due to the unpredictable nature ofdisasters,deploymentsmayrequirelimitedpriornotice.A-Team members responsibilities put them in a critical response support rolewhen largescaledisastersoccur,andapositiveoutcomemaywelldependuponthe quality work of an A-Team in the procurement of resources. Your A-Teammembersshouldbeamongtheverybestofyourpersonnel.a. DisasterExperience

A-Teammemberswithpreviousdisasterexperiencewillbemorefamiliarwiththerhythmofadevelopingdisaster,andhaveasenseofwhattoexpectastheeventdevelops.Experienced A-Team members will also better understand the urgency offinding and securing resources when requested by the AuthorizedRepresentative.TheywillalsobetterunderstandtheneedtomanageandtrackallEMACresourceswithintheEOSfordocumentationofEMACactivity.AllA-Teammembershavetostartgainingexperienceatsomepoint.Itmaynotbe possible, or advantageous to choose all experienced members for an A-Team.However, startwith theexperiencedpersonnel, and fill inwith smart,quicklearnerswhohavetheabilitytoacceptguidanceandcoachingfromtheexperiencedmembersoftheteam.Mentorthenewmembersuntiltheygainthenecessaryexperience.


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b. Adaptability

No twoA-Teamdeploymentswill be exactly the same. Disaster events vary,different stateswill be affected, EMAC resource needswill be differentwithevery disaster, and affected states organizational structure and disastermanagement procedures will vary. A-Team members responding to arequestingstatewillhavetoadapttotheworkenvironmentandthedisastermanagementpracticesoftherequestingstate.States will operate different automated/web-based critical incidentmanagementsystems.TheEMACOperationsSystem(EOS)willbecommontoallEMACmemberstates.A-Teamswillhavetogainexpedienttrainingontheinternal critical incidentmanagement system, but all requests for assistanceandEMACreportswillbecompletedintheEOS.Stateswillhavevaryingability tohouseandprovide for logisticalsupport forrespondingEMACresourcesandpersonnel.A-Teammembersmay find livingconditionstobeprimitiveanddifficult.Alwaysrespondasself-containedandself-supportingaspossible.Managing disasters is stressfulwork. A-Teammembers need to be aware ofthesocial,politicalandeconomicissuesassociatedwiththeimpactofamajordisaster,andprovidepositivesupporttotheaffectedstate’sleadershipteam.EMAC is a problem solving, solution orientedmutual aid program. A-TeamsworkdirectlyfortheRequestingState’sAuthorizedRepresentative.

c. WorkingwithoutDirectSupervision

The A-Team is responsible for working without direct supervision from theAuthorized Representative to identify assets that meet the missionrequirementsinboththeRequestingandAssistingStates.

d. KnowledgeofEMACPolicies,Procedures,andToolsTo successfully implement the EMAC process, A-Team members mustsuccessfullycompleteEMACA-TeamtrainingrequirementsandmaintaintheirA-Team skills (as described, below). Theymust also practice, on a regularbasis,withtheEOSsotheymaintaintheirskillsandability tousethesystemduringrealevents.


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AdvanceTeam(A-Team)StandardOperatingGuidelines(A-TeamSOG)canbefoundontheEMACwebsite(www.emacweb.org).

e. A-TeamTrainingandQualification

A-TeamsaretrainedontheEMACA-TeamStandardOperatingGuidelines,theEOS,andtheuseofreportsavailablethroughtheEOS.InitialA-TeamQualificationStandardA-Teampersonnelareselectedbythestateemergencymanagementagencyastheycouldbeusedin-stateordeployedoutofstateinsupportincidentstatesrequestingresourcesunderEMAC.AllcandidatesforA-Teamqualificationselectedbythestateemergencymanagementagencyshouldhavecompletedthefollowing:• UnderstandingEMACCourse(E431atEMIoronline)• NEMAsponsoredEMACA-TeamTrainingCourse• ICS-100• ICS-200• ICS-300• IS-700.a-AnIntroductiontotheNationalIncidentManagementSystem• IS-800.b-AnIntroductiontotheNationalResponseFramework

Itisfurtherrecommended,butnotrequired,thatA-TeamMemberstakethefollowing:• IS-703.a-NIMSResourceManagementCourse• IS-706-AnIntroductiontoNIMSIntrastateMutualAid

UponcompletionoftheinitialA-Teamqualification(asdefinedabove),personnelarequalifiedforaperiodoftwo(2)years.Toremainqualified,personnelmustparticipateinare-qualificationactivity(asdefinedbelow).Re-qualificationActivitiesToremainA-TeamqualifiedandeligibletodeployonanEMACmission,personnelshouldcompleteatleastoneofthefollowingeveryotheryeartocountasan“A-Teamrefresher”:• ServeasanA-TeammemberdeployedtoaRequestingState


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• Serveasin-stateA-TeamsupporttoanAssistingState• ParticipateinanexercisethatutilizestheEOSasanA-Teammember• ParticipateinaNEMAsponsoredwebinarorrefreshertraining• Re-taketheNEMAEMACA-TeamTrainingCourse

f. A-TeamExercisePrograms

Regularpracticewith theEOSandreviewofEMACoperationalprocedures isthe responsibility of the A-Team members in each Member State. It issuggestedandencouragedthatMemberStatesestablishanexerciseprogramso A-Team members are kept up-to-date on current EMAC policies andprocedures, andmaintain a level of proficiency with the EOS. Many stateshavefoundmonthlyexercisestobeverybeneficialtomaintainreadiness.Periodically, a Member State will conduct a full scale exercise and includeEMACoperationsasapartoftheexercise.PotentialAssistingStatesaregivennotice in advance andmay voluntarily participate. These opportunities offerexcellenttrainingandpracticeforA-Teammembers.

D. NationalEMACLiaisonTeamCoordinating the state response through EMAC with the Federal EmergencyManagement Agency/Department of Homeland Security (FEMA/DHS) at FEMAheadquartersistheresponsibilityoftheNationalEMACLiaisonTeam(NELT).The NELT is requested by FEMA/DHS. If states are actively requesting/deployingresourcesthroughEMACwhentherequestisreceived,ateamwillbeidentifiedbytheNCSanddeployedtotheNationalResponseCoordinationCenter(NRCC)atDHS/FEMAHeadquartersinWashington,D.C.TheNELTservesasaliaisonteamrepresentingallaspectsofEMAC(NEMA,theNCS,andtheEMACMemberStates).TheroleoftheNELTistosharesituationalawarenesswithEMACOperationalComponents,FEMA,theEmergencySupportFunctions(ESFs)and to discuss/resolve issues that arise during the operation, on behalf the EMACMemberStates.TheNELTmayneedtocontactEMACA-Teamstovalidateinformationor obtain situational awareness thatwas not shared through the EMACOperationsSystemoronthedailyEMACCoordinationCalls.TheNELTmaybecomprisedofoneormorepersonsexperiencedinEMACoperations.


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ThecompositionoftheNELTisdependentonmissionrequirements.WhiletheNCSidentifiestheNELTteam,theEMACMemberStatesareresponsibleforrecommendingpersonneltoserveontheNELT.Themissionisunique,andrequiresindividuals with experience and the ability to engage with the Federal levelmanagementteam.The StandardOperatingGuidelines for theNELT are in theNELT SOGwhich can befoundontheEMACwebsite(www.emacweb.org).

E. RegionalEMACLiaisonTeamIn a large scale disaster, there may be the need to coordinate the state responsethrough EMAC with the Federal Emergency Management Agency/Department ofHomeland Security (FEMA/DHS) at the FEMA regional office in which the affectedstateresides.ThisistheresponsibilityoftheRegionalEMACLiaisonTeam(RELT).TheRELTisrequestedbyFEMA/DHS.Ifstatesareactivelyrequesting/deployingresourcesthroughEMAC,ateamwillbe identifiedbytheNCSanddeployedtotherequestingRegionalResponseCoordinationCenter(RRCC).Foramajor,multi-statedisaster,aliaisonteammay,upontherequestofDHS/FEMAand the approval of both NEMA and the NCS, be deployed to a FEMA RegionalResponse Coordination Center (RRCC). A coordinating team deployed to a RRCC isreferredtoasaRegionalEMACLiaisonTeam(RELT).StandardoperatingguidelinesfortheRELTcanbefoundontheEMACwebsiteatwww.emacweb.org.TheRELTmaybecomprised of one or more A-Team trained personnel who are knowledgeable onEMAC procedures. The composition of the RELT is dependent on missionrequirements.EMACMember States are responsible for the identification of personnel to fill theRELT.Themissionisunique,andrequiresindividualswithexperienceandtheabilitytoengagewiththeFederallevelmanagementteam.

F. EMACOperationalLevelsTherearethreeEMACoperationallevels:Level3,2,and1.EMAClevelsofoperationreflectthatOperationalComponentsare

Level3 MonitoringLevel2 A-TeamsActivatedLevel1 AllFunctionsActivated


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activatedandindicatethescopeoftheincident.TheoperationallevelsaredesignedtomirrormoststateandfederaloperationslevelsandhaveworkedeffectivelyandseamlesslywithintheNationalIncidentManagementSystem(NIMS).Level3:Duringday-to-daymonitoringandsupportingstateswithoperationalactivities,NEMAandtheNCSareataLevel3operation.ShouldastatebemanaginganincidentandrequestingresourcesthroughEMAC,theyareutilizingtheirinternalA-Team.Level2:OnceastaterequestsanEMACA-Teamtobedeployedintotheirstate,EMACisautomaticallyataLevel2operation.Level1:ThedeploymentofaNELToraRELTrampstheEMACoperationalleveltoa1indicatingalloperationalcomponentsarefullyengaged.


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IV.StandardOperatingGuidelinesThis section delineates the responsibilities incumbent upon each EMACMember State andestablishes StandardOperating Guidelines for the five phases of EMAC operations: 1) Pre-eventPreparation,2)Activation,3)RequestandOffer,4)Response,and5)Reimbursement.

A. Pre-EventPreparation Under EMAC Article III, it is the duty of each Member State to formulate internalproceduralplansandprogramsandtostandpreparedtorequestorprovideinterstatemutualaidtootherMemberStates.

MemberStateinternalproceduresshould,ataminimum:1. EstablishanEMACtrainingprogramthatprovidesawarenessofEMACtostateand

localelectedandappointedofficials.2. Develop a standard operations guide for the implementation and utilization of

EMACasbothaRequestingandAssistingState.Thefollowingshouldbeincludedintheguidebook:

a. Establish procedures for requesting and receiving assistance under thecompact.

b. Definethe24/7systemsforreceivinganddispersingEMACbroadcasts.c. Establish procedures for reimbursement of EMAC claims as both a


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RequestingandAssistingstate.d. Establish processes for utilizing local/state government level and other

availableresourcestofillbothintrastateandEMACrequests.e. Establishpre-deploymentbriefingprocess/checklistforpersonnelassigned

toEMACmissionsinanotherstate.f. Developprocedures for transitioningEMACdutiesback to the in-stateA-

TeamfollowingthedemobilizationofanexternalA-Team.3. Conductahazardanalysisandcapabilityassessmenttodeterminewhereresource

gaps exist, and specifically what types ofmutual aid resourcesmay be needed.Conductpre-planningforthesharingofresourcesthroughEMACwithneighboringstates.

4. ConductNIMSResourceTypinganddevelopMissionReadyPackages (MRPs) forinternal use and for EMACdeployments, andmaintain an inventory of availableMRPs.

5. Designate a sufficient number of Authorized Representatives and DesignatedContacts to implement EMAC. Authorized Representatives have the Governor’sauthoritytorequestortodeploymutualaidassetsthuscommittingthespendingof state funds. EMAC recommends a minimum of three AuthorizedRepresentatives toensureavailabilityof adesignatedAuthorizedRepresentativewithsignatureauthorityatalltimes.

6. Designateoneindividualtobethe“lead”onEMACasanEMACCoordinator.7. DesignateandtrainaminimumoftwoTypeIVA-Teams.DetailsonA-Teamsmay

befoundontheEMACwebsiteintheA-TeamStandardOperatingGuidelines.8. Followthe“typing”guidanceprovidedforEMACA-Teamassetswhenrequesting

ordeployingEMACA-Teams.9. Anticipate requesting an A-Team at some future time and thus be prepared to

provideadequateworkspaceandlogisticssupporttoanA-Teamwheneveroneisdeployed to their stateEOCorotherduty station. Workstations shouldhaveallthe necessary equipment, communications, and connectivity to the internet.Shouldthestatenothavethenecessaryequipment,theyshouldrequestthattheA-Teambringlaptopsaspartoftheirequipment.

10. Develop legislation, intrastate mutual aid agreements, or memorandums ofunderstandingwithlocals,volunteeragencies,andprivatesector(ifallowedunderstatelaw)todeployseamlesslythroughEMAC.

11. Maintain Contact information for EMAC Authorized Representatives andDesignated Contacts on the EMACwebsite. Current key state personnel contactinformation and member state profiles can be found on the EMAC web site(www.emacweb.org).


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12. DevelopanEMACtrainingandexerciseprogramthatinvolvesstakeholdersatthestate and local levels of government and others thatmay be eligible to deploythroughEMACsuchasvolunteeragenciesandprivatesector.

13. DevelopanEMACTrainingPrograma. NEMA offers EMAC training on a regular basis including eLearning

opportunities.StatesareencouragedtotakefulladvantageofthetrainingprogramsmadeavailablethroughNEMAasapartoftheirEMACprogramdevelopment.CurrentEMACcourses,EMACrelatedwebinars,andtrainingschedulesmaybefoundontheEMACwebsiteatwww.emacweb.org.

b. Statesareencouragedtodeveloptheirowntrainingprogramsformutualaidstakeholderstoinformthemaboutinternalpoliciesandproceduresforthe implementation of intrastate and interstate mutual aid. RegulartrainingandpracticewiththeEOSisalsoencouraged.TheNEMAwebsiteprovidesanumberoftrainingresourcesthatstatescanutilizetoestablishorenhancetheirtrainingprograms.

c. NEMAhasprovidedamodelEMACtrainingandexerciseguidethatcouldbeadopted inpartorcomplete foruseby individualmemberstates.Theguidemaybe foundon theEMACwebsite in the libraryunder theEMACOperationsManual.

14. DevelopanEMACExerciseProgramEachMemberStateshouldfactorEMACintoatleasttwoormoreexercisesannually. The state can choose to be either a Requesting State or anAssistingStatedependingontheexercisescenario.Itisrecommendedthatoneoftheexercisesincorporatetheuseoflocalresourceproviders.

B. Activation Article 1 of EMAC law, Purpose and Authorities states that the purpose of thecompactis“toprovideformutualassistancebetweenthestatesenteringintothiscompact in managing any emergency or disaster that is duly declared by thegovernoroftheaffectedstate(s)”.While a state can complete activation procedures prior to a declaration, theycannotreceiveassistancethroughEMACuntilaGovernor’sdeclarationisinplace.

1. RequestingStateresponsibilities:

a. ConfirmsthattheGovernorhasdeclaredaStateofEmergencyinhisorherstate.


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b. Evaluates current inventory and anticipated needs to identify potentialgaps in response capability. Verifies the need for assistance (personnel,equipment,skills,services,etc.).

c. Standsuptheirin-stateA-Team.Notes:

• IfanEMACeventisopened,thereisneedfortheA-Teamtobeinplace.

• Unless the A-Team is also an EMAC Designated Contact or EMACAuthorized Representative, they do not automatically have accesstoeventswithintheEMACOperationsSystem.

d. DeterminestheneedforanexternalA-Team,andcoordinateswiththeNCStosecureanA-Teamifneeded.

e. Opens an EMACEventwithin the EMACOperations System.Note: Statesare encouraged to only open an event if they anticipate requestingresources.

f. PostsaSITREP(situationreport)ontheEMACwebsiteandbroadcastitasdeemedappropriate.

g. States should consider standing up a Reception Center based upon themagnitudeoftheeventtocheckin/outdeployingresources.

2. AssistingStateresponsibilitiesa. For large scale disasters, activate an internal A-Team tomonitor activity

fromtheaffectedstates.b. Preparetoofferassistancewhenrequestedfromaffectedstate(s).c. Evaluatecurrentactivitiesanddetermineavailabilityofresponseassets.d. SeekapprovalfromEMACAuthorizedRepresentativetoofferassistance.

3. NationalCoordinatingStateresponsibilities:a. EstablishcommunicationswiththeRequestingStatetodeterminetheneed

forA-Teampersonnel.b. Schedule daily or as required conference calls among EMAC Operational

ComponentsandRequestingState.c. ResolvepolicyandprocedureissuesincoordinationwiththeNEMAEMAC

ProgramDirector.d. Coordinate communications with EMAC Operational Components, EMAC

Leadership, Requesting State(s), Assisting State(s), and EMAC AdvisoryGroupmembership.

4. NEMAEMACProgramDirectorresponsibilities:a. AssistRequestingStatewiththeEOSasneeded.


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b. Coordinate communications with EMAC Operational Components, EMACLeadership, Requesting State(s), Assisting State(s), and EMAC AdvisoryGroupmembership.

c. WorkwithNCStoscheduleconferencecallsasneeded.d. ResolvepolicyandprocedureissuesincoordinationwiththeNCS.

C. Request&OfferDetailedinformationontherequestandofferprocessandhowtheA-TeamusestheEOStofacilitaterequestsandofferscanbefoundintheA-TeamStandardOperatingGuideontheEMACwebsite(www.emacweb.org).

1. AssessingResourceNeedsa. Assesscurrentresponseinventoryagainsttherequirementsofthecurrent

ordevelopingdisastersituation.b. Determinesourcesforresourcegaps.

2. AvailabilityofEMACAuthorizedRepresentativesEnsureanEMACAuthorizedRepresentativeisavailableatalltimestoprocessrequestsandoffersofassistanceandtosignEMACREQ-A’sinatimelyfashion.

3. AvailabilityofA-Teamsa. StandupyourinternalNEMAqualifiedA-Team.b. RemindA-Teamsthattheydonothavetheauthoritytofinanciallyobligate

astatetorequestorprovideassistanceunlesstheindividualisalsoanEMACAuthorizedRepresentative.

c. ReviewEMACprocedures.

4. RequestingAssistancea. In an effort to accurately provide the needed resources, Requesting and

Assisting States are encouraged to use clear and concise communicationthat will clarify the request and assist in the understanding of both therequestandoffer. DirectcoordinationbetweenRequestingandAssistingStates, ESF counterparts, operations personnel or others who areultimatelyengaged inusingorprovidingthespecificresource isessential.All parties are encouraged to communicate directly, to the fullest extentpossible, during request and offer negotiations to ensure that a clearunderstandingofwhat isbeing requestedandprovidedand the termsofthe assistance are clearly understood by both parties. States areencouraged to utilize NIMS Resource Typing and Job Positions


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Qualificationstoidentifyminimumresourceandpersonnelrequirements.b. A-TeamsreceiveresourcerequestsfromEMACAuthorizedRepresentatives

orreceiveapprovaltosourcearesourceneed.c. A-Teams enter requests for assistance into the EOS. Once entered and

published,EMACMemberStateswillbeabletoseetherequestandenteroffersofassistance.i. Requestsmaybeuploadedfromapre-scriptedREQ-ASectionIusing

theMicrosoftExcelworkbookandtheEOS.ii. StatesmayworkwithNEMAtoestablishadataconnectionbetween

theirWebEOCsoftwareandtheEOSwherebyrequestsforassistancewillautomaticallypopulateintheEOSasdraftresourcerequests.

d. A-TeamsmayusetheEMACBroadcastsystemtoemailtheirrequestforassistancetoindividuals,specificstates,orstateswithinFEMAregions.

3. AssistingState:OfferingAssistancea. Uponreceiptofaresourcerequest,theAssistingState’skeyEMAC

personnel(EMACAuthorizedRepresentative,EMACDesignatedContact,orA-Team)confirmtheavailabilityoftheresourcesbeingrequested.

b. AssistingStatesaretomakeavailableresourcesintheirstatetoincludelocalgovernmentpersonnel.Therearefourprimaryenablingmechanismsusedbystates:

1. Legislation2. MemorandumofUnderstandingorAgreement(MOU/MOA)3. Intergovernmentalagreement4. GovernorExecutiveOrder

c. UponverbalapprovalbytheAssistingStateAuthorizedRepresentative,theAssistingState’sA-TeammayenteranofferofassistanceintotheEOS.TheverbalapprovalauthorizestheA-TeamtomoveforwardwiththeintentofcompletingaREQ-A.AssistingStatesshouldoffernomorethanwhatcanbeactuallyandexpeditiouslyprovidedtofilltherequestsothatotheroptionscanbepursuedbytheRequestingStatetofillmissionshortfalls.

d. Offersofassistancemaybepre-scriptedusingtheREQ-ASectionIIoraMRPanduploadedintotheEOS.MRPswithintheMutualAidSupportSystem(MASS)maybeselectedfromwithintheEOS.

e. Offersofassistanceincludeallcostestimatesforthepersonnel,equipment,commodities,travel,andothercategories.

f. Namesandcontactinformationshouldbeenteredforallpersonnelbeing


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deployedonanEMACmissionsotheymaybetrackedandaccountedforwhiletheyaredeployed.(MemberStatesshouldfollowNEMA/EMACguidancefortheprotectionofpersonalinformationofrespondersbeingdeployedonanyEMACmission.)

4. RequestingState:Accepting/DecliningtheOfferofAssistancea. Onceenteredandpublished,theRequestingStateA-Teamwillbeableto

seetheoffer,andwiththeapprovaloftheAR,toacceptordecline.b. Oncetheofferofassistanceisaccepted,theRequestingandAssistingState

willcompletetheREQ-AthroughtheEOS.

5. ProceduresforExecutingtheRequestforAssistance(REQ-A)c. EMACallowsforMemberStatestorequestandprovideassistanceverbally

and in writing. Verbal agreements made between EMAC AuthorizedRepresentativesmustbeconfirmedbycompletingtheREQ-AFormwithin30-daysoftheverbalrequest(EMACArticleIII.B.).Cautionshouldbeusedforverbalagreementsastheyarelegallybinding.

d. All requests and offersmust be completedwithin the EOS to ensure theintegrity of data. Should the internet be down or the A-Team does nothaveaccess to theEOS,a statemayuse theMicrosoftExcelREQ-AFormfoundon the EMACwebsite. Once access to the EOS is established, themissiondatamustbeentered intothesystemtoensuredata integritybyuploading the REQ-As into the system by the Requesting and AssistingStates.

e. The REQ-A is not valid until all three sections are signed by both theRequestingandAssistingStatesEMACAuthorizedRepresentativesatwhichtimeitbecomesalegallybindingagreement.

f. TheEOSfacilitatesthecompletionoftheREQ-Aafteranofferofassistanceisaccepted. REQ-AsaregeneratedthroughtheEOSandprinted,signed,andscannedintotheEOS.

g. TheREQ-AFormhasthreesections:i. SectionIistherequest.CompletedbytheRequestingState.ii. SectionIIistheoffer.CompletedbytheAssistingState.iii. SectionIIIistheacceptanceoftheoffer.CompletedbytheRequesting

State.h. REQ-AAmendments

i. Shouldtheassistanceprovidedorthetermsandconditionschangeatanytimethroughthecourseofthemission,orshouldanextensionofthe deployment period be necessary, the REQ-A should be amended


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usingtheEOS.ii. The Requesting and Assisting Statewill update the data fields within

theEOSandthenaddaREQ-AAmendment. TheAmendmentwillbecompleted by obtaining the signatures of the EMAC AuthorizedRepresentativesanduploaded into theEOS. All three sectionsof theREQ-A Amendment must be completed for the amendment to belegallybinding.

i. DuplicatingaResourceRequestinEOSi. The EOS makes it possible for a Requesting State to duplicate an

existing resource request. This option should be used when anamendmenttoamission isnotappropriate(anewREQ-A isrequired)orwhenrequestingaresourcethatissimilartoonealreadyrequestedwithinthatevent.

ii. The A-Team will select the “duplicate request” icon within the EOSwhich will make an exact copy of the request with a new trackingnumber.

iii. Therequestwillhavetobeupdatedwiththecurrentneeds/datespriortopublishing.

1.

2. EMACBroadcastFunctionality The EMAC Broadcast functionality is to be used for resource requests and

situation reports to EMAC Designated Contacts and EMAC AuthorizedRepresentatives. States should refrain fromentering requests for assistanceinto the EOS and sending it out as a broadcast if they are inquiring foravailability.Thesystemshouldonlybeusedforresourcesthatareintendedtoresult in an EMAC mission. Should you need assistance pre-identifying aresource,theA-TeamorNEMA/NCSareabletomakeinquiriestostates.

D.ResponseOnceaREQ-AhasbeencompletedintheEOSortheEMACAuthorizedRepresentativeshaveverballyagreedonthetermsofthemissionwithinthe30-dayprovision,thepersonnelandequipmentmustbemobilized,deployed,anddemobilizedortheservice/commodityprovided.StatesshouldutilizereportsintheEOStotrackmobilizing/demobilizingpersonnel,


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trackcosts,andsharereportsfromEOSwithFinance/Administration,Operations,Logistics,andPlanningasappropriate.Through available technology, some EMAC missions may be able to be accomplished virtually without the physical deployment of personnel and equipment. Examples are: virtual A-Team, GIS mapping, weather forecasting, and shelter management in an Assisting StateMobilization,deploymentanddemobilizationaredetailedasfollows:

1. MobilizationMobilizationistheprocessofnotifyingtherespondingpersonnelthattheywillbedeployingonanEMACmission,activatingtheindividual,teamorMissionReadyPackage,andaddressinglogisticalsupportthatwillbeneededthroughoutthemission.Throughavailabletechnology,someEMACmissionsmaybeabletobeaccomplishedvirtuallywithoutthephysicaldeploymentofpersonnelandequipment.Examplesare:virtualA-Team,GISmapping,weatherforecasting,andsheltermanagementinanAssistingState.

AssistingStateA-TeampersonnelorEMACDesignatedContactsshouldsendtheindividualorteamleaderaMissionOrderAuthorizationForm(MissionOrder)fromtheEOSandreviewtheMissionOrderaswellasotherpertinentinformationduringapre-deploymentbriefing.Personnelshouldbegivenadequatetimebetweenthenotificationofthemissionanddeploymenttocompletepersonalbusiness.Note:WhiletheMissionOrderisdesignedtoassistDeployingPersonnel,itmaybeprudentinpoliticallysensitivemissionstonotsendtheMissionOrderandinsteadreviewallmissioninformationdirectlywiththeDeployingPersonnel.Thepre-deploymentbriefingshouldcoverthefollowing:a. Definethescopeanddetailsofthemissionandtheroleofthedeploying

teaminaddressingandcompletingthemission.b. Explainwhenthedeploymentwillbegin,andhowlongthemissionwilllast.c. Existingdeploymentconditionswheretheworkwillbeperformed.


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d. Hazardousconditionsrequiringprotectiveclothing,currentvaccinations,andhealthandsafetyconcerns.Concernsaboutprotectingtheidentityofthedeployedpersonnelshouldbeaddressedbasedonthepotentialforthreatstothedeployedpersonnel.

e. WherepersonnelshouldreporttouponarrivalintheRequestingState.Thismaybeareceptioncenterortheactualdeploymentlocation.

f. ContactinformationfortheAssistingStateA-TeamorEMACDesignatedContact.

g. Addresslogisticalsupportfordeployingteams:o Transportationandfuelforvehicleso Lodgingo Mealso Disasterenvironmentissues/concernso Communicationso AvailabilityofATMso Badging/identificationrequired

h. Reviewitemstoconsiderbringingonthedeployment.i. Reviewthedeploymentchecklist.j. Reviewthedemobilizationchecklist.k. Reviewdocumentationrequiredforreimbursementtoensuredeploying

personnelunderstandwhatareconsideredtobeeligiblecostsandspecificallywhatdocumentationisrequired.

l. Reviewthecodeofconductfordeployingpersonnel.m. Communicateanychangestothemission,deploymentdates,ormission

coststothehomestateemergencymanagementsoanamendmentcanbecompletedontheirbehalf.

2. DeploymentDeploymentincludesalloftheactionsnecessarytogettherespondingmutualaidresourcesfromhomestationtotheaffectedstate,andtheconductofthemission.

a. DeploymentandRequestingStateReceptionCenter

i. Itisrecommendedthatrequestingstatesplanforandbeabletoestablishareceptioncenterforrespondingout-of-statepersonnelandequipment.AlldeployinganddemobilizingEMACteamsandpersonnelwouldberequiredtocheckinattheRequestingState’sreceptioncenter


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toreceiveanuptodatemissionbriefing.ii. Arrivingteamsandpersonnelmusthave:

o AnEMACMissionOrderAuthorizationFormo Driver’slicenseorstateissuedidentificationo Agencyissuedidentificationo Necessaryequipmenttoperformtheassignedmission.o Credentialstosupportanyskilledmissionrequirements

(medical/health/etc.)o Personalclothing,suppliesandequipmenttosupportthemission

lengthofstay.iii. ReceptioncentersshouldprovideanofficialidentificationbadgetoEMAC

respondersforusewhileexecutingtheirassignedmissions.iv. Receptioncenterpersonnelshouldverifythroughconversationwith

respondingteamleadersEMACrespondershave:o Aclearlydefinedmissionandanassignedmissionorder.o Adequateequipmentandsuppliestoaccomplishthemission.o Anidentifiedpointofcontactatthemissionlocation.o Cleardirectionstothemissionlocation.o Arrangementsformealsandlodging.o Aclearunderstandingofthedisasterenvironmentandthe

living/workingconditionsatthemissionlocation.IncludinganyconcernsandneedtoconcealidentityoftheEMACresponders.

o Asafetyplanfortheirpersonnelunderthecurrentdisasterconditions.

o Aclearunderstandingofthereimbursementrequirements.

b. DeployedResources:Renderingservicesi. Respondingteamsandpersonnelhavebeenrequestedanddeployedto

deliveraprofessionalservice.Theyshouldbeadequatelytrainedandcertifiedtoperformthemissionrequested.

ii. Missionsshouldbeclearlydefinedwithbeginningandendingdatesandaspecificsetoftaskstobeaccomplished.

iii. ChangestomissionassignmentsmayrequireanamendmenttotheREQ-A,orthedevelopmentofanewREQ-A.

iv. Attheconclusionofamission,allpersonnelwillcheckoutthroughtheRequestingState’sreceptioncentertobedebriefed,providedwithreimbursementinstructions,andtobeaccountedforpriortodemobilization.


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c. SupportingDeployedResources

i. Whileresourcesaredeployed,theAssistingStateA-TeamorEMACDesignatedContactshouldconductpersonnelaccountabilityreportingwithteamstomonitorteamsforissues.Asissuesareidentified,theycanworkforresolution.

ii. AmendREQ-As,asneededutilizingtheEOS.

3. DemobilizationDemobilizationistheprocessofreleasingmutualaidassetsfollowingthecompletionoftheirassignedmissionandreturningthemsafelytotheirhomestation.Whenmissionshavebeencompleted,personnelandequipmentneedtobedemobilizedandreturnedhome.Theprocessshouldincludeadebriefingforpersonnel,accountabilityforallpersonnelandequipment,travelhome,andcheck-inathomestation.a. Oncetheteam(personnel)hascompleteditsmission,thereshouldbea

designatedlocationforthemtocheckoutandbedebriefedbeforetheystartthetraveltohomestation.

b. Checkoutshouldincludeaccountabilityforallequipment,personnelandotherassetscommittedtothesuccessfulcompletionofthemission.Anydamagedequipmentshouldbenoted,documented,andacknowledgedbytheRequestingStatebeforetheEMACrespondersdepartforhome.

c. Respondersshouldbegiventheopportunitytocommentonthescopeandsuccessoftheirmission.Anydifficulties,unforeseenhazards,orissuesshouldbebroughttotheattentionoftheRequestingState.

d. Opportunitiesforimprovementshouldbenoted.e. Reimbursementproceduresshouldbediscussed,andanynecessaryforms

provided.f. Responderstravelhome.g. RespondersnotifyAssistingStateA-TeamorEMACDesignatedContactonce

theyhavearrivedathomestation.h. Completeapost-deploymentsurvey.AtthediscretionofNEMAandtheEMAC

ETFChair,anEMACPost-DeploymentSurveymaybedeveloped.TheresultsofthesurveywillbeusedtoevaluateEMACoperationsresultsandidentifyoutcomestoimproveEMACdocumentsandtrainingmaterials.


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E.Reimbursement

AllpartiestoanEMACmissionhaveresponsibilitiesforthereimbursementprocess.ThesepartiesincludeRequestingStates,AssistingStates,ResourceProviders(stateagencies,unitsoflocalgovernmentandotherentitiesdeployedbyanAssistingStateaslegalagentsofthestate)andpersonneldeployedbyaResourceProvider.WhilethereimbursementprocessstartswhenDeployedPersonnelreturnhomeandendswhenaRequestingStatereimbursestheAssistingState,thereareresponsibilitiesduringthemissionsuchasthemaintenanceofdocumentation.Eachpartytothereimbursementprocessisdependentuponthepriorparty’scompletingitsresponsibilitiespromptlyandeffectivelyinordertocompleteitsownroleinthereimbursementprocess.GuidelinesforreimbursementfollowtheEMACArticlesofAgreement,basicaccountingprinciples,aswellasMemberStateandResourceProviderprocedures.Thissectionprovidesguidanceonreimbursementanddescribesthetypesofcoststhatareeligibleandineligibleforreimbursement.Italsodetailsspecificformstobeusedandthetypesofdocumentationtobesubmittedwithaclaimforreimbursementaswellasthesuggestedtimelinesforeachstepofthereimbursementprocess.AproperlyexecutedRequestforAssistance(REQ-A)authorizestheEMACmissionandconstitutesalegallybindingagreementbetweentwostates.UponacceptingresourcesofferedbyanotherEMACMemberState,theRequestingStateisfinanciallyobligatedtoreimbursetheAssistingStatesforexpensesincurredinperformanceoftheEMACmission.Self-dispatchedresourcesthatdeploywithoutstateauthorizationarenotrecognizedundertheCompactandarenoteligibleforreimbursement.ReimbursementundertheCompactisnotdependentuponreceiptofDisasterReliefFundsthatareavailablethroughtheFederalEmergencyManagementAgency(FEMA)afterthepresidentdeclaresamajordisasteroremergency.TheRequestingStatemayseekfundsfromFEMAoranyothersources,butitsobligationsunderEMAClawtopayforservicesrenderedarenotcontingentuponreceiptofsaidfunds.

A.MemberStateReimbursementResponsibilities:

1. EMACArticleIIstatesthatpartystatesshouldconsiderallavailablestate,local,volunteerandprivatelyownedresourceswhenrespondingtoanEMACrequest.


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Note:Itislegallyadvisableforeachstatetoascertainitsstatutoryauthorityforutilizinglocalgovernment,privateandvolunteerresourcesforEMACpurposespriortodeployment.Thismayincludetheneedforthestatetoenterintoaseparateagreementwithalocalorprivateentitytoensureitreceivesfundstoreimbursetherespondingstate(s).

2. EMACArticleIIIassignseachpartystatethedutytoformulateinternalproceduralplansandprogramsandtostandpreparedtorequestinterstatemutualaidorprovideaidtootherpartystates.Eachpartystatemustdevelopaninternalprocessforreceivingandsendingassistance,includingthetimelypreparationandreviewofclaimsforreimbursementorthedonationofservices.

3. ArticleIXoftheCompactprovidesthatanystate“renderingaidinanotherstatepursuanttothiscompactshallbereimbursedbythepartystatereceivingsuchaidforanylossordamagetoorexpenseincurredintheoperationofanyequipmentandtheprovisionofanyserviceinansweringarequestforaidandforthecostsincurredinconnectionwithsuchrequests;provided,thatanyaidingpartystatemayassumeinwholeorinpartsuchloss,damage,expense,orothercost,ormayloansuchequipmentordonatesuchservicestothereceivingpartystatewithoutchargeorcost;andprovidedfurther,thatanytwoormorepartystatesmayenterintosupplementaryagreementsestablishingadifferentallocationorcostsamongthosestates.ArticleVIIIexpensesshallnotbereimbursableunderthisarticle.”

B.ReimbursementImplementation:EachMemberStateissovereign,andassuch,thein-statetravelpoliciesandrequireddocumentstoprocessreimbursementundertheCompactwillvaryfromstatetostate.EMACMemberStateshavepassedEMACaslawandhaveagreedtofollowthereimbursementguidelinesapprovedbytheEMACCommitteeforthispurpose.Regardlessofthedifferencesfromstatetostate,theaccuratecollection,preparationandsubmissionofdocumentationandthecoordinationofthereimbursementprocessbyaMemberStatewillexpeditethepaymentofclaimsforreimbursement.MemberStateshaveagreedtousetheEMACREQ-AForm(REQ-A)fortheimplementationofEMAC.OncetheREQ-AisdulyexecutedbytheEMACAuthorizedRepresentativesofbothMemberStates,theREQ-Aconstitutesalegallybindingcontract.


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Considerations:1. InaccordancewithArticleIII(A)(6)oftheEMACArticlesofAgreement,andinthespirit

ofmutualaid,ResourceProvidersandAssistingStatesmaydeterminetowaivereimbursementforsomeorallofthecostsrelatedtothemission.

a. Partialwaiverofreimbursement:TheAssistingStateshouldsendaletterwithin45daysuponcompletionofthemissionindicatingtheintentionoftheAssistingStatetoexerciseapartialwaiverofthereimbursement.TheamounttobewaivedshouldbeclearlystatedandincludedinthecoverletterattachedtotheAssistingState’sreimbursementpackageandforwardedtotheRequestingStateforaction.

b. Fullwaiverofreimbursement:TheAssistingStateshouldsendaletterwithin45daysuponcompletionofthemissionindicatingtheintentionoftheAssistingStatetoexerciseafullwaiverofthereimbursement.

2. EachMemberStateshouldtrainemergencymanagementstaffandotherorganizationsthatmaydeployresourcesinsupportofanEMACmission.ThistrainingshouldexplaintheEMACmissionprocess,includinghowthereimbursementprocessworksandwhatdocumentationwillbeneededtosupportareimbursementclaim.

3. TheREQ-AisusedtoconveyestimatedreimbursablecostsandcostsforwhichanAssistingStatewillnotseekreimbursement.

4. EMACmissionsarevalidonlyiftheyhavebeenapprovedbytheRequestingStateandAssistingStatethroughtheREQ-AprocessorbyverbalagreementthatisfollowedupbytheREQ-Apaperworkwithin30daysoftheverbalrequest.

5. DifferencesinestimatedcostsandotherconditionsthatwarrantanamendmenttotheREQ-AmustbecommunicatedandagreeduponbetweenMemberStateswithinareasonabletimeframeofthemission.CostestimatesintheREQ-AdonotdeterminethefinalcostobligationoftheRequestingStateasreferencedinArticleIXoftheCompact.ThedifferencebetweentheestimatedandactualcostsmaynecessitateanamendmenttotheREQ-A.

a. Thebasisofanamendmentshouldbecoststhataredocumented,justifiableandreasonablewithinthescopeofthemissionasdescribedontheREQ-A.StatesmaycompleteamendmentstotheREQ-Atoupdatecostestimatesorotherconditionsthataredocumentable,justifiableandreasonable.TheRequestingorAssistingStatemayinitiateanamendmenttoaREQ-A,andbothSectionIIandSectionIIImustbeproperlyexecutedbyAuthorizedRepresentativesoftheMemberStates.

b. SuggestedguidelinesforamendingaREQ-Ainclude• Changesinlodgingorfoodprovisions• Changesintour-of-dutydates• Necessaryequipmentrepairorreplacement


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• Returningequipmenttopre-deploymentconditions• Errorsincalculatingpersonnelorfringebenefitcosts

6. DeviationsincostprojectionsorchangesinthemissionwillrequireanamendmenttotheREQ-A,whichmustthenbesignedbybothMemberStates’EMACAuthorizedRepresentatives.

7. DeviationstoapprovedactivitiesorestimatedcostsbetweenaproperlyexecutedREQ-Aandareimbursementpackagemustbesupportedbyagoodandreasonablejustification.Ifexpensesareincurredforactionsnotdirectlyrelatedtothemission,expenseswillnotbereimbursed.

8. AnyexpensesclaimedmustbedirectlyrelatedtotheperformanceofanofficialEMACmissionandmustbesupportedbyaREQ-AdulyexecutedbytheEMACAuthorizedRepresentativesofbothMemberStates.

9. ClaimsforreimbursementdocumenttheexpensesincurredduringadeploymentundertheCompact.ClaimsarebaseduponthecostestimatesprovidedintheEMACREQ-A.Costestimatesmaynotreflectactualmissioncosts.ActualcostsaredeterminedbyexpensesincurredbytheResourceProvidertoperformthemissionasdescribedintheREQ-Aandsubstantiatedbydocumentationofcosts.

10. WhenanAssistingStatepreparesareimbursementrequestpackage,itmustbesuretoprovidedetailsonexpensesincurredinperformingdutiesrelatedtotheEMACmissionandsupplybackupdocumentationtosupporttheexpendituresasdescribedintheREQ-Ascopeofservices.

11. BeforesubmittinganEMACreimbursementpackagetoaRequestingState,anAssistingStatemustthoroughlyauditthepackageforcompletenessandtoensurethattheexpensesandsupportingdocumentationbeingclaimedareconsistentwithstandardaccountingpracticesandwiththecostcategoriesandestimatesprovidedintheREQ-A.

12. ThestandardEMACreimbursementtimelineoutlines45daysforeachreviewcycleaftereachclaimisreceivedfromtheResourceProvider,theAssistingStateandtheRequestingState.Deployedpersonnelmustsubmittheirtravelvoucherassoonaspossibleafterreturningtotheirhomestate.Timelyprocessingofrequireddocumentationandreimbursementofallpartiesinvolvedarecriticaltosuccessofinterstatemutualaid,statecashmanagementandthewillingnessofMemberStatestodeployresourcesinthefuture.

13. Exceptinextenuatingcircumstancesorwhereprohibitedbystatelaworregulation,anAssistingStatemustauditandpayclaimssubmittedbyResourceProvidersbeforesubmittingitsclaimtotheRequestingState.

14. ARequestingStateshouldbereasonablewhenreviewingclaimsfromanAssistingState.IftheAssistingStatehasalreadyauditedandreimbursedtheprovidingentity,


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thatAssistingStatecouldbefacedwithunanticipatedfiscalissuesifnotreimbursedcompletelyforexpensesinatimelymanner.

15. DiscussionsbetweentheAssistingStateandtheRequestingState,aswellasthedevelopmentofRequestingandAssistingStateproceduresforthereimbursementofEMACclaims,willhelptoresolvediscrepanciesandprovideanyspecialinstructionsneeded.Ifneeded,thestatesshouldengagetheEMACAuthorizedRepresentativesoftheMemberStatestoresolveanydiscrepancies.

16. MemberStatesshouldconsidertheinclusionofanappealsprocessintheirauditprocesssoResourceProviders,AssistingStates,andRequestingStatesmayworktogethertoresolveissuesandproblems.


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C.EligibleReimbursableCostsEMACwasintendedtoprovidereimbursementforactualcostsincurredduringtheexecutionofvalidEMACmissions.AllexpensesincurredasdescribedintheREQ-A(andamendedREQ-A,ifapplicable)areeligibleforreimbursement.CostsaggregatedintheREQ-AareestimatedcostsuntilsuchtimethattheResourceProviderandAssistingStatecompilethereimbursementpackageandreconcileexpenses.Reimbursableexpensesbegintobeincurredwhendeployedpersonneland/orassetsinitiatetraveltotheRequestingStateandendwhenthepersonnelandassetsreturntotheirhomestates.Inaddition,certainexpensesincurredforpre-andpost-deploymentactivitiescanbeeligibleforreimbursementiftheactivities,timelines,andcostestimatesaredocumentedinSectionIIoftheREQ-AandapprovedbytheAuthorizedRepresentativeoftheRequestingState.Note:Creditcardstatementsarenotconsideredavaliddocumentforthepurposesofreimbursement.Costcategoriesandexamplesofeligibleexpensesundereachcostcategoryareasfollows,howeverpleasenotetherequirementsfordocumentationismissiondependentandatthediscretionoftherequestingstate:1. Personnel

EligibleCosts:Regulartimesalary,overtimesalaryandfringebenefitscalculatedattheregularrateutilizedbytheResourceProvider.(BackfillcostsarenormallynoteligiblebutmaybenegotiatedbetweentheRequestingandAssistingStatesand,ifauthorized,mustbedocumentedontheREQ-A,andagreeduponbytheAuthorizedRepresentativesoftheMemberStates.Additionally,individualstatesmayhavelawsorguidelinesthatwillnotacceptbackfillcosts.)Documentation:Dailyworkrecords/worklogs,timeandattendancerecords,payrollregistersdetailingpersonnelsalariesandbenefits.

2. TravelAirTravelEligibleCosts:Airfare(unlessdirectbilledtotheRequestingState)andbaggagefees.Documentation:Receiptfromairlineortravelagentindicatingnameoftraveler,dates


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oftravelandtotalcostofticket;receiptfromairlineindicatingnameoftraveler,datesandcostofanybaggagefeesassessed;andboardingpasses.

GroundTransportationEligibleCosts:Costofrentalvehiclesandfuel;costoftaxisandshuttles;parkingfees;highwayandbridgetollfees;costoffuelforgovernment-ownedvehicles;personally-ownedvehiclemileageutilizingfederalGSAratesfoundatwww.gsa.gov.Documentation:Rentalvehiclecontractindicatingnameofrenter,rentaldatesandfuelreceipts;taxiandshuttlefarereceipts;parkingreceipts;highwayandbridgetollreceipts;mapshowingvehiclerouteanddailyvehicleusagelogsindicatingmilestravelled.

3. LodgingEligibleCosts:Per-diemlodgingratesutilizingfederalGSAratesfoundatwww.gsa.govoractualcostsforlodging,exceptwherecostsweredirectbilledtotheRequestingState,directlyprovidedtodeployedpersonnel(e.g.,basecamporcongregatecarefacility)orwherelodgingwasnon-existentandprimitiveconditionswerepresent(e.g.,personaltents).ThelodgingtypeshouldbedocumentedontheREQ-A.Documentation:Originalreceiptsforlodgingshowinga“zero”balance.

4. MealsEligibleCosts:Per-diemmealratesutilizingfederalGSAratesfoundatwww.gsa.govoractualcostsforfood,exceptwherecostsweredirectbilledtotheRequestingState,mealsweredirectlyprovidedtodeployedpersonnel(e.g.,basecamporcongregatecarefacility),ortherewasanotherfoodserviceprovider(e.g.,AmericanRedCross,SalvationArmy,VOAD).MealprovisionsshouldbedocumentedontheREQ-A.Documentation:AllmealcostswillbecalculatedaccordingtothepoliciesoftheAssistingStateand/ortheResourceProvider.SomestatesandResourceProvidersutilizethefederalGSAmealrates,whileothersreimburseapre-determinedamountoractualmealcostssupportedbyreceipts.Regardlessofthemethodologyused,theAssistingStateand/orResourceProviderpolicydocumentationshouldaccompanythereimbursementpackage.

5. Equipment


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EligibleCosts:Maintenanceandoperatingcosts(rates)forvehiclesandmachineryrequiredtoperformthemission.Documentation:Copiesoflogsheetsthatindicatethedatesandhoursthattheequipmentwasinuse,anddocumentationsubstantiatingmaintenanceandrepaircostsandgas,oilorotherfluidconsumption.

6. CommoditiesEligibleCosts:ConsumablesandothersuppliesandmaterialsthatarenecessarytoperformthemissionasdescribedintheREQ-A.Documentation:Receiptsforpurchasesandrecordssubstantiatingtheneedforthesepurchases.Examples:officesupplies,suchasnotebooks,staplers,paperclips,andpens;otherconsumableitemsgenerallyneededtoperformthemission.

7. OtherEligibleCosts:a. Reasonablecoststorepairorreplaceequipmentdamagedduringdeployment

whileperformingtheEMACmissiondescribedintheREQ-A.Thesecostsshouldtakeintoconsiderationthedepreciatedvalueoftheequipmentandanyinsurancecoverageavailableforthedamageorloss.

b. CostsrelatingtothedecontaminationofequipmentandcleaningofpersonalprotectiveequipmentusedinperformingthemissionasdescribedintheREQ-A.

c. CostsofpurchasingandtransportingsuppliesbytheAssistingStateasrequestedbytheRequestingState(andapprovedintheREQ-A).

d. Reasonablecostsformaintenanceandrepairofequipmenttorestoreittopre-deploymentcondition.

e. Replacementcosts:Alldamaged,destroyed,totaled,contaminatedorotherwiseunusableitemsthatwereusedonanofficial,fullyexecutedEMACmission(uniform,turn-outgear,etc.)shouldbeconsideredasreplacementandshouldbedocumentedassuch.Further,theseitemsshouldbereportedasdamagedassoonasknowntobesosuchthatproperrecordkeepingcantakeplace.

Documentation:Picturesofdamagedequipment,copyofinsurancecoverage,receiptforrequiredrepairsordecontaminationandanarrativestatementjustifyingtheactionforwhichtheexpenseswasincurred.Ifsubmittingmaintenancecosts,sendingcopiesofmaintenancerecordsformonths


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priortothedeploymentwillsubstantiatetherates.

D.IneligibleReimbursableCostsEMACwasintendedtoprovidereimbursementofactualcostsincurredduringtheexecutionofvalidEMACmissions.AllexpensesincurredasdescribedintheREQ-A(andamendedREQ-A,ifapplicable)areeligibleforreimbursement.AnycostsnotagreedtointheREQ-AorinaREQ-Aamendmentarenoteligibleforreimbursement.Suchineligiblecoststypicallyincludethefollowing:1. Administrativecostsassociatedwithpre-deployment,response,andpost-deployment

functionsorothercostsincurredbyAssistingStatesinrespondingtoEMACrequests,unlessotherwisemutuallyagreeduponbyeachMemberStateandstipulatedintheREQ-A.

2. Costsforalcohol,tobacco,toiletries,andsimilaritems.3. Costsincurredbyanentitywhoself-deployedwithoutavalidREQ-Aorwithprior

verbalconsentofboththeAssistingStateandRequestingStateEMACAuthorizedRepresentativesbutwhichwerenotfollowedupwithin30daysbyawrittenREQ-A.

4. CostsforitemsnotspecifiedintheREQ-AunlessotherwisedeemedjustifiablebytheRequestingStateatalaterdateandsupportedbyanamendmenttotheREQ-AorsubmissionofvalidsupportingdocumentationinthereimbursementpackagethatisacceptedbytheRequestingStateEMACAuthorizedRepresentative.Thisincludescostofequipmentoritemspurchasedduringthemissionthatwerenotpurchasedforreplacementorrepairreasons.

E.TheEMACReimbursementProcessThestandardEMACreimbursementprocessisinitiatedwhendeployedpersonnelsubmitdocumentationfortravelandotherexpensestotheResourceProviderforpayment,andtheprocessendswhentheRequestingStatereimbursestheAssistingState.EachpartytoanEMACmissionmustensurethatdocumentationrelatingtoanEMACclaimforreimbursementiscompleteandfullysupportstheexpensesincurred.Issueswithinsufficientdocumentationmustberesolvedbetweenpartiesinatimelyfashion.Specificresponsibilitiesanddocumentationrequirementsinthefour-stepreimbursementprocess


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foreachpartyareasfollows:1. DeployedPersonnel

DeployedpersonnelareresponsibleforpreparingandsubmittingtotheirResourceProvidersatravelvoucherwithapproveddailytimeandattendancerecords,additionaldocumentsthatmayberequiredbytheResourceProviderandothersupportingdocumentationoutlinedaboveunderSectionC,EligibleReimbursableCosts,ofthisreimbursementguidelinesdocument.

DeployedpersonnelalsoassisttheResourceProviderinpreparingdocumentationforotherexpensesincurredduringthedeployment,includingdailyequipmentuse,claimsfordamageditems(machineryandpersonalprotectiveequipment),maintenanceorrestorationofequipmenttopre-deploymentcondition,contractualservicesandanyotherexpenseauthorizedintheREQ-A.

2. ResourceProviderTheResourceProviderisresponsibleforauditingtravelvouchers,reimbursingdeployedpersonnelfortravelexpensesandpayingothereligibleexpensesincurredinconnectionwiththeEMACmissiondeployment.

AllexpensesincurredandpaidbytheResourceProviderarecompiledandsummarizedbycategoryofexpenseonanEMACIntrastateReimbursementForm(R-2).

AsingleEMACFormR-2isusedforeachEMACmissionperformedbypersonneloftheResourceProviderandforwhichasingleREQ-Awasexecuted.

TheResourceProvider’sreimbursementpackageconsistsofthefollowingdocuments:

A. AcompletedFormR-2withcopiesofsupportingdocumentationattached,suchas

1) AcopyofthefullyexecutedREQ-A2) Copiesoftimesheets3) Workrecords4) Payrollvouchers/documents5) Travelexpensereports/vouchers6) Travelpoliciesandprocedures7) Warrants/checksdemonstratingproofofpayment8) Receiptsorinvoicesforpurchasedgoods


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9) SimilardocumentsevidencingeligiblecostsincurredasoutlinedintheREQ-A10) OtherdocumentationasoutlinedunderSectionC,EligibleReimbursableCosts,

ofthisreimbursementguidelinesdocument

B. CoverletteronResourceProviderletterhead,officiallytransmittingthereimbursementpackagetotheAssistingStateandadvisingofanyspecialinstructionsorotherrequirementstheResourceProvidermayhave.(Note:IfasingleResourceProviderhadmultipledeploymentsfortheevent,thecompletedreimbursementpackagemayconsistofmultipleFormR-2s(onemissionperREQ-ApereachFormR-2)withsupportingdocumentationfortheEMACmissionandacoverletter.)

C. TheResourceProvidershouldnotsubmitincompleteclaimstotheAssistingState.Missiondocumentationmustbecompletedbeforetheclaimissubmitted.AnyproblemsorissueswithdocumentationshouldbediscussedwiththeAssistingStateandresolvedpriortosubmission.

3. AssistingState

TheAssistingStateisresponsibleforauditingclaimssubmittedbyResourceProviderswhoseresourcesweredeployedonEMACmissionsandforreimbursingtheResourceProvidersforeligibleexpensesincurred.TheResourceProvidermaybepaidbytheAssistingStatefollowinganauditanddeterminationofeligibleexpensesor,dependingonspecificstatelawandregulations,aftertheAssistingStatehasfirstreceivedfundsfromtheRequestingState.OnceResourceProviderclaimshavebeenaudited(andpaid,ifallowable),theAssistingStatepreparesitsclaim.TheexpensesrelatingtopaidreimbursementclaimsofResourceProvidersaresummarizedbycategoryofexpenseonanEMACInterstateReimbursementForm(R-1).SinglereimbursementpackagesshouldbedevelopedforeachREQ-A.Example1:IfoneagencyinastatecompletedthemissiononasingleREQ-A,thereimbursementpackagewillconsistofoneEMACFormR2andoneEMACFormR1.Example2:ShouldmultipleagenciescomprisethemissionofasingleREQ-A,thereimbursementpackagewouldconsistofmultipleR-2formsandasingleR-1form.TheAssistingStateReimbursementPackageconsistsofthefollowing:


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a. AcompletedEMACFormR-1b. AcompletedEMACFormR-2(ormultipleEMACFormR-2(s)shouldmultiple

agenciescompriseasingleREQ-Amission)andsupportingdocumentationc. Copiesofstatewarrantsorchecksdemonstratingproofofpayment

d. AcoverletteronAssistingStateletterhead,officiallytransmittingthereimbursementpackagetotheRequestingState.ThecoverlettermaydescribespecialinstructionsforremittingpaymenttotheAssistingState,specialcostcodingthatmayberequested,IRSoremployeetaxIDnumberoftheAssistingStateResourceProvider,thenameandcontactinformationoftheindividualintheAssistingStatewhoisresponsibleforcompilingthereimbursementpackage,andanyotherinformationrelevanttothepaymentoftheclaim.

4. RequestingStateTheRequestingStateisresponsibleforauditingAssistingStateclaimsandforissuingreimbursementpaymentstotheAssistingStatesinatimelymanner.

F.ReimbursementProcessTimelineThissectionpresentsrecommendedreimbursementprocesstimelinesfordeployedpersonnel,ResourceProviders,AssistingStatesandRequestingStates.Itincludesastandardtimelinewhenallpartieshavesufficientfundingimmediatelyavailabletopayreimbursementclaimsandatimelinewhenallpartiesdonothavesufficientfundingimmediatelyavailabletopayreimbursementclaims.AlsoincludedareguidelinesonactionstobetakenbyRequestingandAssistingStatesinlarge-sizedandcatastrophicevents,whereconditionsmayimpactthetimelyprocessingandpaymentofreimbursementclaims.1.StandardTimeline(fundsimmediatelyavailableatalllevels/forallparties)Thestandardtimelineappliestosmall-andmoderate-sizedeventswhereimmediatefundsareavailabletoResourceProviders,AssistingStatesandtheRequestingStatetoprocessandpayclaimsforreimbursement.a. DeployedPersonnel

Inaccordancewithlocalrulesandpolicies,deployedpersonnelshould,immediatelyuponreturninghomefromtheEMACmission,prepareandsubmittheirtravelvoucherstotheResourceProvider,asdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocument.


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b. ResourceProviderUponthereceiptoftravelvouchersfromthedeployedpersonnel,theResourceProvidercompletesitsresponsibilities,paystheclaimasdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocumentandsubmitstheauditedreimbursementpackagetotheAssistingStatenolaterthan45daysafterthereturnoftheResourceProvider’sforcesfromtheEMACmissiondeployment.

c. AssistingStateUponreceiptofthereimbursementpackagefromtheResourceProvider,theAssistingStatecompletesitsresponsibilities,paystheclaimasdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocumentandsubmitstheauditedreimbursementpackagetotheRequestingStatenolaterthan45daysafterthereceiptoftheResourceProviderclaims. Notes:• Dependingonstatelawandregulations,theAssistingStatemayissuepaymentto

theResourceProvideratthistimeorpaymentmaybedelayeduntilreimbursementisreceivedfromtheRequestingState.

• AssistingStatesthatareawareofconditionswithintheirstatethatwillrenderthemunabletocomplywiththetimelineguidelineshereinshouldincludeastatementtothateffectandprovideaprojectedtimelineforsubmissionofthereimbursementpackagetotheRequestingStatewithintheREQ-A.ThenotificationoftheprojectedtimelinewithintheREQ-AandtheagreementontheprojectedtimelinebetweentheMemberStateswillservetoestablisharevisedtimelineforaRequestingStatetoreceiveareimbursementpackage.

d. RequestingStateUponreceiptofthereimbursementpackagefromtheAssistingState,theRequestingStatecompletesitsresponsibilities,asdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocumentandissuespaymentnolaterthan45daysafterthereceiptoftheAssistingState’sclaimwithallrequireddocumentation.

e. AssistingStateIf,duetostatelaworregulation,paymenttotheResourceProviderwasnotmadewithin45daysofreceiptoftheResourceProvider’sclaim,theAssistingState,uponreceiptofpaymentfromtheRequestingState,issuespaymenttotheResourceProviderwithin45daysofreceiptoftheAssistingState’sreimbursementclaim.


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2.Timeline(fundsnotimmediatelyavailabletoRequestingorAssistingStates)ThistimelineappliestoeventswhereadequatefundsarenotimmediatelyavailabletoaRequestingorAssistingState.Thismaybeduetothelargemonetaryvalueoftheclaimsreceived,statutoryrequirementsprecludingdirectpaymenttoResourceProviders,lackof“cashonhand”andtheneedforthelegislaturetoappropriatedisasterdollars,oranoveralllackofsufficientfunds.Whenanyoralloftheseconditionsexist,itshouldbecommunicatedtoallconcernedpartiesduringtheREQ-Aprocess.Thiswillensurethatallparties(deployedpersonnel,theResourceProviderandAuthorizedRepresentativesoftheAssistingandRequestingStates)arecognizantoftheimplicationsofprovidingandreceivingassistanceundertheconditionspresented.a. DeployedPersonnel

Inaccordancewithlocalrulesandpolicies,deployedpersonnelshould,immediatelyuponreturninghomefromtheEMACmission,prepareandsubmittheirtravelvoucherstotheResourceProvider,asdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocument.

b. ResourceProviderUponthereceiptoftravelvouchersfromthedeployedpersonnel,theResourceProvidercompletesitsresponsibilities,asdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocumentandsubmitstheauditedreimbursementpackagetotheAssistingStatenolaterthan45daysafterreimbursingtheclaimsfortheEMACmission.

c. AssistingStateUponreceiptofthereimbursementpackagefromtheResourceProvider,theAssistingStatecompletesitsresponsibilitiesasdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocumentandsubmitstheauditedreimbursementpackagetotheRequestingStatenolaterthan45daysafterthereceiptoftheResourceProvider’sclaims. ThecoverletterontheAssistingState’sclaimshouldindicatethattheAssistingStatehasauditedandcertifiedtheResourceProvider’sclaimbutisunabletoissuepaymenttotheResourceProvideruntilfundsarereceivedfromtheRequestingState.

d. RequestingStateUponreceiptofthereimbursementpackagefromtheAssistingState,theRequestingStatecompletesitsresponsibilities,asdetailedunderSectionE,TheEMACReimbursementProcess,ofthisreimbursementguidelinesdocumentandadvisestheAssistingStateinwritingoftheanticipatedtimeframeinwhichpaymentwillbe


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issued.e. AssistingState

UponreceiptofpaymentfromtheRequestingState,theAssistingStateissuespaymenttotheResourceProviderwithin45daysofpaymentreceipt.

3.SpecialCircumstanceorCatastrophicEventsWhenEMACisusedinconnectionwithspecialcircumstancesorcatastrophicevents,boththeAssistingStateandtheRequestingStatemaybeunabletoissuepaymentforResourceProviderclaimsinatimelymanner.Thismaybeduetothelargemonetaryvalueoftheclaimsreceived,statutoryrequirementsprecludingdirectpaymenttoResourceProviders,agenerallackoffundsorothercashflowdifficultiesresultingfromtheevent.Wheneventsofthisnatureoccur,theRequestingStateshouldissuespecificguidanceonthereimbursementofclaimsduringtheREQ-Aprocess,advisingAssistingStatesofestimatedtimelinesandprovidingotherspecificguidancefortheeventtoensurethattheResourceProviderandAuthorizedRepresentativesofMemberStatesarecognizantoftheimplicationsofprovidingandreceivingassistanceundertheseconditions.OncetheRequestingState’smethodologyisknown,theAssistingStateshoulddevelopandtransmitAssistingStatespecificguidancetoResourceProvidersandbepreparedtoupdateResourceProvidersonthestatusoftheirclaimsforreimbursement.

G. FEMAPublicAssistanceandEMACMissionsMember-stateswhoreceiveEMACassistancecanapplyforreimbursementbasedonthetotalREQ-A’sestimatedcostsundertheFederalEmergencyManagementAgency(FEMA)PublicAssistance(PA)Program.EmergencyWorksuchasmutualaidworkprovidedintheperformanceofemergencyworknecessarytomeetimmediatethreatstolife,publicsafety,andimprovedproperty,includingfirefightingactivitiesareeligibleforreimbursement.FEMAspecifiescosteligibilityformission-relatedEMACcostsintheFEMADisasterAssistancePolicy9523.6datedNovember10,2012.Whendevelopinginternalproceduresandguidelines,thestatemustreferenceSectionIIIoftheEMACOperationsManualthataddressesReimbursement.IfreimbursementswillbesenttoFEMAforreimbursement,theymustalsobeconsistentwithFEMADisasterAssistancePolicy9523.6,StaffordActtothefullestextentofthelawandregulation.IffundingforEMACmutualaidresourcesisbeingprovidedthroughagrantinsupportofa


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NSSE-typeeventitistheresponsibilityoftheRequestingStatetoensureallAssistingStaterespondersarebriefedontheeligibilityanddocumentationrequirementsforreimbursement.


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V. TheMutualAidSupportSystem(MASS) TheMutualAidSupportSystemorMASSistheonlineinventoryofMissionReadyPackages(MRPs)enteredbyResourceProviders.StateemergencymanagementagencyEMACAuthorizedRepresentativesandEMACDesignatedContactsareabletoeditthevisibilityofMRPstobevisibletojusttheResourceProvider,tootherResourceProviderswithintheState,orto“EMAC”.A-TeamsareabletoutilizeMASSduringaneventtoselectaMRPandpopulateboththedraftresourcerequestanddraftofferofassistancewithintheEOS.ThegoalofMASSistoacceleratethestateresponsethroughEMAC.

VI. TrainingandExercises

A. EMACTrainingSince the scope of EMAC is much broader than just utilizing state emergencymanagement personnel, EMAC training spans personnel/teams that may deploythrough EMAC, locals, federal agencies, state agencies (to include state emergencymanagement),electedandappointedofficials,andacademia.It is vital to the success of EMAC that potential resource providers, deployingpersonnel, and those who may request resources through the state emergencymanagement agency understandwhat EMAC is, how itworks, their responsibilities,and the reimbursement process. The better prepared personnel are to deploythroughEMAC,themorelikelytheywillhaveapositiveexperience.

Many intrastatemutualaidprogramshavealready identifiedtheavailableresourcesandservicesthatcanbedeployedthroughEMACandhaveorganizedthetaskforcesandstrike teams intoMissionReadyPackages. Since the resources thatareutilizedthroughintrastatemutualaidareoftenthesamethataredeployedthroughEMAC,itis recommended that training for resource providers and deploying personnelincorporatebothintrastateandEMACconceptsandpractices.All EMAC training for potential mutual aid service providers will be facilitated,conductedandadministeredbyNEMAortheemergencymanagementorganizationof


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thatMemberState.TheDesignatedContactsofEMACMemberStatesshouldnetworkwith in-state agencies such as National Guard, law enforcement, fire, emergencymedical, medical, public health, search and rescue, public works, environmentalhealth, water and wastewater resources, and animal control, and their localcity/county emergency management organizations to keep them informed aboutEMAC training and exercise opportunities. This can be accomplished throughnewsletters,meetings, e-mail, or any othermeans deemed appropriate. These vitalforces should be viewed as “components of the State’s emergency managementsystem”ratherthanappearasseparateanddistinctemergencyserviceproviders.States may use the EMAC eLearning Courses on the EMAC website to provide thebasicsonEMACandsupplementthetrainingwithareviewofEMACprocedureswithintheirstate.

A complete listing of EMAC training courses can be found on the EMACwebsite atwww.emacweb.org.

B. EMACExercisesExercisesprepareparticipantstoactivateEMACandmutualaidingeneral-bothasaRequesting andAssisting State - in accordancewith the procedures set forth in theEMAC Operations Manual and supporting documentation to include standardoperatingguidebooksandstatelaw/procedures.NEMA has a number of prepared exercise scenarios that can be utilized by EMACMember States that are available on the EMACwebsite (www.emacweb.org) in thelibraryunderexercisescenarios.

VII. EMACFormsAllofficialEMACforms(theEMACREQ-A,EMACReimbursementFormR-1,andEMACReimbursementFormR-2)areavailabletoEMACAuthorizedRepresentativesandEMACDesignatedContactsontheEMACwebsite(www.emacweb.org).TheEMACREQ-AFormiscompletedthroughtheEOS.CompletionoftheformsintheEOSalsoprovidesacapabilitytocreateandprintreportsbasedupondatathathasbeenenteredintothesystem.


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VIII. Checklists

A. Pre-EventPreparationChecklist

¨ BrieflocalandstatelevelelectedandappointedofficialsontheEMACmutualaidsystem.

¨ Develop a written state standard operations guidebook for the implementationandutilizationofEMACforbothassistingandrequestingmutualaidresources.

¨ Identify and officially appoint a minimum of three EMAC AuthorizedRepresentatives who have the Governor’s authority to financially obligate thestatetoprovideorrequestmutualaidresources.

¨ Identify personnel to develop aminimumof twooperationally ready Type IVA-Teams.

¨ AppointaminimumofoneEMACDesignatedContactforthestate.¨ AppointanEMACCoordinatorforthestate.¨ Establish a work station for an EMAC A-Team with all necessary equipment,

communications,andconnectivitytotheinternet.¨ Conductahazardanalysisandcapabilityassessmentanddeterminetheadequacy

ofexistingresponseresourcestoaddressworstcasedisasterscenarios.¨ Identify potential resource gaps based upon the hazard analysis and capability

assessment.¨ Engagewithstakeholders fromamultitudeofdisciplines forthedevelopmentof

response (assisting) assets, and gap identification (potentially needed) responseassets.

¨ Maintainaninventoryofavailableresponseresources,teams,andMissionReadyPackages.

¨ Develop intrastate mutual aid agreements, memorandums of understanding orotherlegallybindingagreementsforassetstodeploythroughEMAC.

¨ Conductdiscussionswithneighboringstatesandstateswithin theirFEMAregiontoidentifypotentialsourcesofmutualaidassistancetofillidentifiedresourceandcapabilitygaps.

¨ Establishaplan foracentral receptioncenter to receive,process,and integrate,anddemobilizeout-of-stateEMACrespondingresourcesintothestate’sresponseoperation.

¨ Develop and implement EMAC training and exercise programs that involvestakeholdersatthestateandlocal levelsofgovernment,andothersthatmaybeeligibletodeploythroughEMACintheirstatesuchasvolunteerorganizations,and


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representativesfromtheprivatesector.

B. RequestingStateActivationChecklist

¨ TheGovernorhasdeclaredastateofemergencyordisaster.¨ The state EMAC Authorized Representative has evaluated existing inventory of

response resources against thedevelopingdisaster event todetermine resourcegaps,andhasbegunthedevelopmentofalistofEMACmutualaidrequests.

¨ The state EMAC Authorized Representative has activated the state’s internal A-Team.

¨ OpenanEMACeventintheEMACOperationsSystem.¨ PostsituationreportintheEMACOperationsSystem.¨ Consider the activation/staffing of a reception center for out-of-state EMAC

mutualaidresourcesifEMACresourcesareneeded.

C. AssistingStateActivationChecklist

¨ Activate internalA-Team tomonitor activity from the affected stateor states intheEMACoperationssystem.

¨ Preparetoofferassistancewhenrequestedfromtheaffectedstateorstates.¨ Evaluatecurrentongoingactivitiesanddetermineavailabilityof responseassets,

teamsandmissionreadypackages.

D. NationalCoordinatingStateActivationChecklist

¨ CoordinatewiththeaffectedstatetoensuretheyhaveadequateA-Teamsupport.Ifnot,assistwiththeidentificationofarespondingout-of-stateA-Team.

¨ Schedule daily or as needed conference calls with EMAC leadership and theaffectedstate.

¨ EvaluatetheneedforaNELToraRELT.¨ Providesupporttostatesandassistwiththeresolutionofissuesastheyoccur.

E. NEMAEMACProgramDirectorActivationChecklist


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¨ EnsureoperationsoftheEMACOperationsSystem.¨ Monitortheeventandaddressanytechnicalissuesorsupportneeds.¨ Providesupporttostatesandassistwiththeresolutionofissuesastheyoccur.

F. RequestingStateRequestandOfferChecklist

¨ IdentifyandgiveresourcerequeststotheEMACA-Team.¨ A-Team:PosttherequestforassistanceintheEMACOperationsSystem.¨ A-Team:Broadcastrequestforassistance.¨ A-Team:ReviewoffersofassistancewithEMACAuthorizedRepresentative.¨ Accept/Declineoffersofassistance.¨ A-Team/RequestingStateEMACDesignatedContact:CompleteREQ-ASectionIby

printing, obtaining signature from EMAC Authorized Representative, andscanning/uploadingintoEOS.

¨ A-Team/RequestingStateEMACDesignatedContact:AftertheAssistingStatehascompletedSection II, completeREQ-ASection IIIbyprinting,obtaining signaturefromEMACAuthorizedRepresentative,andscanning/uploadingintoEOS.

¨ Process incoming resources through the state reception center and providemissionbriefinguponarrival(ifapplicable).

¨ A-Team:UtilizereportsintheEMACOperationsSystemfortrackingofpersonnel,costs, and share reports with Operations, Logistics, Finance/Administration, andPlanningasneeded.

G. AssistingStateRequestandOfferChecklist¨ A-Team:Confirmwillingnessofstatetoofferassistance.¨ A-Team:ContactResourceProvidertodetermineavailability/willingnesstodeploy.¨ A-Team/EMAC Coordinator/EMAC Designated Contact: Obtain Mission Ready

Package or cost estimate from Resource Provider and enter into the EMACOperationsSystem.Note:TheMRPandREQ-ASectionIIwilluploadintotheEOS.

¨ If needed, communicate with the Requesting State A-Team to verify missiondetailsandthepotentialrespondingmutualaidresources.

¨ A-Team:Theofferofassistancewillbeacceptedordeclined.Ifdeclined,youwillreceive an e-mail to that effect. If accepted, print REQ-A Section II, obtainsignatureoftheEMACAuthorizedRepresentative,scan/uploadintoEOSoncetheRequestingStatehascompletedREQ-ASectionI.


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¨ A-Team: Once the Requesting State has completed Section III, utilize the EMACOperationsSystemtosendtheMissionOrderAuthorizationForm(MissionOrder)to the Resource Provider and set up a time to provide the pre-deploymentbriefing.

H. NationalCoordinatingStateRequestandOfferChecklist¨ Assist the affected state with the procurement of an A-Team to support

operations.¨ MonitortheactivityintheEOS.¨ Conduct daily conference callswith the affected state to address issues as they

arise.¨ Assist with the identification of available mutual aid resources needed by the

affectedstate.

I. NEMAEMACProgramDirectorRequestandOfferChecklist¨ AssisttheaffectedstatewiththetechnicalissuesortrainingneedsintheEOS.¨ MonitortheactivityintheEOSandaddressanyissues.¨ AssisttheNCSwiththeidentificationofavailableEMACmutualaidresources.¨ Assistwiththeresolutiontoany issuesthatmaydevelopduringtheresponseto

theevent.¨ Participate in conference calls with the affected state to address issues as they

arise.

J. RequestingStateResponseChecklist

¨ Establishandmanagea receptioncenter to receiveall respondingEMACmutualaidresourcesandpersonnel.

¨ Utilize the EOS to track costs and to send reports to Operations,Finance/Administration,Logistics,andPlanning,asneeded.

¨ StandpreparedtocompleteREQ-Aamendmentsasneededonbehalfofdeployedresources.

¨ Asteamsdemobilize,utilizereceptioncenterstoprovidereimbursementguidancetodeployingpersonnelandtocheckequipmentfordamage.

K. AssistingStateResponseChecklist¨ Provideapre-deploymentbriefingtoinclude:


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a. Definethescopeandthedetailsofthemissionandtheroleofthedeployingteaminaddressingandcompletingthemission.

b. Explainwhenthedeploymentwillbegin,andhowlongthemissionwilllast.c. Existingdeploymentconditionswheretheworkwillbeperformed.d. Hazardousconditionsrequiringprotectiveclothing,currentvaccinations,and

healthandsafetyconcerns.e. WherepersonnelshouldreportuponarrivalintheRequestingState.Thismay

beareceptioncenterortheactualdeploymentlocation.f. ContactinformationfortheAssistingStateA-TeamorEMACDesignated

Contact.g. Addresslogisticalsupportfordeployingteams:

§ Transportationandfuelforvehicles§ Lodging§ Meals§ Disasterenvironmentissues/concerns§ Communications§ AvailabilityofATMs

h. Reviewitemstoconsiderbringingonthedeployment.i. Reviewthedeploymentstatechecklist.j. Reviewthedemobilizationstagechecklist.k. Reviewdocumentationrequiredforreimbursementtoensuredeploying

personnelunderstandwhatareconsideredtobeeligiblecosts.l. Reviewthecodeofconductfordeployingpersonnel.m. Aclearunderstandingthatchangestotheirmissionthatwouldchangethe

deploymentdatesormissioncostsmustbecommunicatedtothehomestateemergencymanagementsoanamendmentcanbecompletedontheirbehalf.

¨ Monitor deployed resources and conduct personnel accountability reporting(PAR).

¨ StandpreparedtocompleteREQ-Aamendmentsasneededonbehalfofdeployedresources.

L. RequestingStateReimbursementChecklist¨ Establish the internal procedures and guidelines for handling reimbursement

claimswithinyourstate.Note:Whendevelopinginternalproceduresandguidelines,thestatemustreferenceSectionIIIoftheEMACOperationsManualthataddressesReimbursement.IfreimbursementswillbesenttoFEMAforreimbursement,they


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mustalsobeconsistentwithFEMADisasterAssistancePolicy9523.6,StaffordActtothefullestextentofthelawandregulation.IfreimbursementisbeingsuppliedthroughagrantforaNSSE-typeevent,eligibilityanddocumentationrequirementsmustbeprovidedtoEMACresponders.

a. Statesshouldpre-identifypersonnelwhowillhandletheEMACclaimprocess.

b. Exerciseyourreimbursementproceduressoduringarealeventyouknowwhowillhandleeachresponsibility.

¨ Executeanyagreementsneededtoensurereimbursementofthestateifstateisusinglocalorgrantfunds.

¨ EstablishreimbursementguidelinesforAssistingStates/deployedpersonnel.ThisguidancewillstandardizethereimbursementclaimprocessforteamsthatdeployedintoyourstatebyclarifyingthecosteligibilityundertheEMACguidelinesandhowyouwouldlikethereimbursementpackagetobeorganizedandsubmittedtoyourstate.Attheminimum,theseguidelinesshouldinclude:

a. Acoverletter,whichoutlinesthestateprocessforhandlingEMACclaimsandtimelines.

b. Guidanceonwhatisincludedinthereimbursementpackage,c. Instructionsonwhotheclaimspacketsshouldbesentto,recommended

timelinesforreceiptofclaimsandsamplesofanyinternalformsrequiredbyyourstates.

¨ Briefrespondersuponarrivalconcerningreimbursementprocedures.¨ Asmissionsdemobilize,requestingstatesshould

a. Briefrespondersonreimbursementproceduresifutilizingreceptioncenters.

b. PrintandreviewthefinalEMACREQ-AfromtheEOS.REQ-AsSectionIIcostestimatesshouldbereviewedtoensureaccuracyandthatallcostforthemissionarecaptured.Workwithassistingstatetocompleteanyamendmentsifneeded.i. Note:Requestingstatesmustkeepdetailedrecordsoftheservices

requestedandreceived,andprovidethoserecordsaspartofthesupportingdocumentationforareimbursementrequesttoFEMAifrequestingreimbursementthoughFEMAPA.

b. SendreimbursementguidelinestotheAssistingStateEMACDesignatedContact.Providetheassistingstatewithanynecessaryformsfordocumentation,specialinstructionsnecessaryfordocumentation,andapointofcontactforanyquestionsconcerningreimbursement.


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¨ EnsureallREQ-A’sandreportsarecompletedandaccurateintheEOS.¨ UponreceivingareimbursementpackagefromanAssistingState,enterthe

datethestatereceivedthereimbursementpackageintheEOSReimbursementTrackingfunction.

¨ IfseekingfederalreimbursementfromFEMAPA,onceEMACmissionshaveendedandtheresourcesaredemobilizedsetupameetingwithyourFEMAPublicAssistantCoordinatorandfinancialstafftocompilecostsforcompletionoftheFEMAProjectWorksheetsofederalfundscanbeobligatedtoyourstateassoonpossible,youdonothavetowaitfortheactualclaimstobereceivedtoapplyforFederalfunding.ItisrecommendedthatonePWcanbewrittenforallEMACcostforthedisaster,includingadministrationandcostoverrunbasedonthesizeofthedisaster.(Recommend10%–20%)

¨ If seeking reimbursement through a grant submit as required.¨ Establishclearanddefinedtimelinesforreimbursementdocumentreviewand

deadlines,reviewreimbursementdocuments,andadjustclaimsasnecessaryandrequestadditionaldocumentationifneeded.

¨ Finalizeclaimsandsendreimbursementstotheassistingstatewithin45days(orless)ofreceiptofthecompletedclaimalongwithcoverthankyouletter.

¨ TrackthereimbursementprocesswithintheEOSReimbursementTracking.

M. AssistingStateReimbursementChecklist¨ Establishinternalreimbursementguidelinesfordeployedpersonnelandresource

providers that standardize the reimbursement claim process and clarify costeligibilityundertheEMACguidelines.

¨ Establish internal procedures and guidelines for how to process claims in yourstate which includes identifying who will review and resolve issues withreimbursementpackagesfromdeployedpersonnel/resourceproviders.

¨ Conduct the pre-deployment briefingwith responders. Deploying personnel andresourceprovidersshouldreceivethe internal reimbursementguidelinesof theirstate and be notified that following the reimbursement they may receiveadditional instructions from the Requesting State. All responders should beprovidedanyformsrequiredbythestatefordocumentingcosts.Responders should understand the importance of accurate documentation ofmissionexpensesandretentionofreceiptstoinclude:

o Personnelcosts,regulartimeandovertime.o Mealsandlodgingcosts


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o Transportationcosts,airlinetickets,rentalcars,agencyvehicles,privatevehicles,fuel,damageandrepairs,etc.

o Necessarypurchasestosupportthemission.o Replacementofexpendableequipmentorsupplies.

¨ UtilizetheEOStotrackestimatedcostsassociatedwithmissions.¨ UponcompletionoftheEMACmission,theAssistingStateEMACDesignated

ContactshouldreceivereimbursementguidancefromtheRequestingState.¨ TheEMACDesignatedContactshouldcomparetheRequestingStateguidance

withtheirowninternalguidancetoensurenoadditionalresponsibilitiesordocumentationisrequired.

¨ Theguidance,alongwithanyspecialnotes(suchasdocumentationthattheRequestingStaterequiresthattheAssistingStatedoesnot),ablankR-2andsamplecoverlettershouldbecommunicatedtothedeployingpersonnel/resourceproviderimmediatelyupontheirreturnfromtheEMACdeployment.

o Establishclearanddefinedtimelinesforreceiptoftheclaimpacket.o AllexpensesincurredandpaidbytheResourceProviderarecompiledand

summarizedbycategoryofexpenseonanEMACIntrastateReimbursementForm(R-2).

¨ Enterthedatethereimbursementpackagewasreceivedfromthedeployingpersonnel/resourceproviderintheEMACOperationsSystemReimbursementTrackingsystemandreviewtheclaimpacket,requestadditionaldocumentationifneeded.

¨ AllexpensesincurredandpaidbytheAssistingStatearecompiledandsummarizedbycategoryofexpenseonanEMACIntrastateReimbursementForm(R-1).

¨ SubmitcompleteandauditedclaimtotheRequestingStatewithintheEMACrecommendedtimelinewhichis45daysafterthereceiptoftheresourceproviderclaim.IncludeacopyofyourstatesW-9andcoverletterdetailinganyspecificpaymentinstructions.

¨ RecordwithintheEMACOperationsSystemReimbursementTrackingSystemthedatethatthereimbursementpackagewassenttotheRequestingState.


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IX. Appendices

A. Definitions,Terms&AcronymsAssistingState:AnAssistingStateisanyEMACMemberStatethathascompletedthe

REQ-AtoprovideassistancetoanotherMemberState.Authorized Representative (AR) – The Authorized Representative is the person

empowered to obligate state resources and expend state funds for EMACpurposes. InaRequestingState, theAR is thepersonwho is legallyempoweredunderArticleIII.B.oftheCompacttoinitiatearequestforassistanceunderEMAC.InanAssistingState,theARisthepersonwhocanlegallyapprovetheresponsetoa request for assistance. State Emergency Management Directors areautomaticallyAuthorizedRepresentatives.Thedirectorcandelegatethisauthorityto other EM officials within the organization as long as they possess the sameobligatingauthorityasthedirector.AlistofAuthorizedRepresentativesforeachMemberStateisfoundontheEMACwebsite(www.emacweb.org).

Advance-Team(A-Team):AnA-TeamconsistsoftwoormorepersonsfromaMember

State who have been qualified by NEMA by successfully completing the EMACAdvanceTeamOperationsCourseandareknowledgeableaboutandpreparedtoimplement EMAC procedures in their own state or any otherMember State. A-TeamsmayworkineithertheRequestingorAssistingStatestofacilitaterequests,offers,completionoftheREQ-A,trackingofdeployedresources,andprovidingthestateswithreportsontheEMACresponse.

A-Teams are typed I through IV. The Type IV A-Team consists of twomembers,TypeIIIconsistsoffourmembers,TypeIIhassixmembers,andaTypeIteamhastenmembers.Theteamstructuremayexpandandcontractasneededto fit theneed.

At the request of a Member State, an A-Team is deployed to the RequestingState’sEOCtofacilitateEMACrequestsandassistancebetweenMemberStates.

Broadcast: The EMAC Broadcast functionality sends EMAC key personnel (as

designatedbythestateemergencymanagementagencydirector)anemailwhenarequest forassistanceneedstobeshared. It is theprimarymeansusedtoalertEMAC states of an impending or occurring emergency event or to requestassistance and is sent via the EOS. The system can send to individuals, selectedstates,statesinFEMARegions,orallmembers.Debrief:Aconversationwhereinformationisexchangedonaspectsofthemission(suchaspersonnelwell-being,experience,etc.).


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Demobilization: This is the process of releasing assets (personnel and/orequipment)whosemissioniscompletedornolongerneededtosupportaspecificmission within an event. The process involves debriefing personnel, returningissued equipment, completing and submitting required paperwork, arrangingreturntravel,andtrackingreleasedassetsbacktotheirhomedutystationintheAssistingStateinasafeandtimelymanner.

DesignatedContact(DC):ThispersonisveryfamiliarwiththeEMACprocessandservesasthepointofcontactforEMACintheirstateandcandiscussthedetailsofa request for assistance. TheDC isnotusually legallyempowered to initiateanEMACrequestorauthorizeEMACassistancewithoutdirectionfromasuperior.Alist of Member State Designated Contacts can be found on the EMACwebsite.EMAC: The Emergency Management Assistance Compact, an interstateagreement which enables entities to provide mutual assistance during times ofneed.

EMAC Advisory Group (EAG): The EAG, comprised of representatives fromnationalorganizationswhosemembershipareEMACstakeholders, facilitates theeffective integration ofmulti-discipline emergency response and recovery assetsfor nation-wide mutual aid through EMAC. Many of these resources are localteamswhichneedtheabilitytobebroughtonastemporarystateemployees.

EMACExecutiveTaskForce (ETF):TheETF,under the leadershipof theChair, isresponsibleformanagingtheday-to-dayprogrammaticactivitiesonbehalfofthemember states to ensure that the EMAC system, including the OperatingProtocols,OperationsManual,StandardOperatingGuidebooksaremaintainedinacurrent stateofoperational readiness. TheETF is comprisedof the chair, chair-elect, immediatepast-chair, a representative fromeach federal region, threeat-largemembers,andtheNEMALegalCounselCommitteeliaison.

EMACMember State:The term applies to the 50-states, the Commonwealth ofPuerto Rico, theDistrict of Columbia, and all U. S. territorial possessionswhosegovernorshavesignedtheCompactintolaw.Itisusedonadailybasistorefertostatesduringperiodsofnon-emergencyactivity.SeedefinitionoftheRequestingand Assisting State used when denoting EMAC Member State’s roles duringactivationoftheEMAC.

Joint Field Office (JFO): This facility is used to house state, federal and volunteer

agencypersonnelwhomanageemergencyresponseandrecoveryoperationsandadminister state and federal recovery assistance programs within each statedeclaredamajordisasterbythepresident.


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Lead State Representative (LSR):Amember of the EMAC Executive Task Forceresponsible for representing the EMAC Member States within their respectiveFEMARegion.

Legal Committee Liaison: The Chair or the Chair’s Designee fromNEMA’s LegalCommitteewhichservesasavotingmembertotheEMACETF.

Mission:AmissionunderEMACbecomesanofficialmissiononceallthreesectionsof theREQ-Ahavebeendulyexecutedby theAuthorizedRepresentativesof theRequestingandAssistingstate(s).

MissionReadyPackage(MRP):Amissionreadypackage isapre-definedspecificmission/capabilitywithalistofallassociatedpersonnelandequipmentnecessarytoaccomplishthepre-definedmission.Thepackagealsoincludeslogisticsupportrequirements,andatotalcostperdayforoperationoftheMRP.Theintentistopre-defineasmanyresponseandrecoverymissionsaspossible,andhavememberstates organize, list and maintain their response and recovery inventory in amissionreadypackageformat.Mutual Aid Support System (MASS): The online inventory of Mission ReadyPackages.

National Coordinating State (NCS):The home state of the Chair of the EMACExecutive Task Force is the NCS. The Chair of the ETF is responsible for thedevelopment of an in-state team to assist with the management of EMACoperationswhenthenationalmutualaidsystemisactivated.TheNCSLeadisthenationwide EMAC point-of-contact during normal day-to-day, non-emergencyperiods. TheNCS is prepared to activate EMACon shortnoticeby coordinatingwith the EMACAuthorized Representatives or Designated Contacts of the otherMemberStates.

National EMACLiaisonTeam (NELT): In theevent that theNRCC inactivatedatFEMA Headquarters inWashington, D.C. and a coordinating team is needed tomaintain over all coordination among the deployed EMAC components.DHS/FEMAwill request that NEMA/NCG deploy anNELT to theNRCC. Costs fordeploying and maintaining an NELT are reimbursed by NEMA through acooperativeagreementwithFEMA.NationalResponseCoordinationCenter(NRCC):ThisisthefacilityinWashington,D.C.usedbyDHS/FEMAtocoordinatefederalresponseandrecoveryoperations.TheFederalEmergencySupportFunctions(ESFs)areco-locatedattheNRCCtoprovideresourcesupporttostatecounter-partsthroughtheRegionalResponseOperationsCenters.


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NationalIncidentManagementSystem(NIMS):ThesystemusedtoconductincidentmanagementasspecifiedinHomelandSecurityPresidentialDirective(HSPD)-5andHSPD-8.NIMSestablishedanationalstandardmethodologyformanagingemergenciesandensureseamlessintegrationofalllocal,stateandfederalforcesintothesystem.

NationalResponseFramework(NRF):TheNRFestablishesthenationalframeworkfor domestic incident management in accordance with Homeland SecurityPresidentialDirective-5andHSPD–8.

Operations Manual and Standard Operating Guide: These are the writtenstandardized process to ensure each Member State understands the EMACagreement, is adequately prepared to participate in the agreement, and followsthe same standardized procedureswhile implementing EMAC. Themanual setsforththetermsoftheEMACagreementandestablishestheEMACproceduresthatall Member States are to follow. The manual is supplemented by StandardOperatingGuidelinesforpositions.

PointofContact(POC):Thepersonorentitythatisthemaincontact.

RegionalEMACLiaisonTeam(RELT):Ifthedisastereventinvolvesmorethanonestate in a single federal regionormultiple states inmultiple regions, FEMAmayrequestthatanRELTbedeployedtothefederalRegionalResponseCoordinationCenter (RRCC) to coordinate the state EMAC response with the FEMA regionaloffice.TheRELTpreparesregionalSituationReportsandchannelsinformationuptotheNELT.

Regional Response Coordination Center (RRCC): The federal facility fromwhichfederalpersonnelcoordinateresponseoperationsandprovideresourcesupporttostateswithineachfederalregion.

Reimbursement: The process of submitting documented eligible costs by anAssistingStatetoaRequestingStateinordertoreceivefinancialcompensationforprovidingassistancespecifiedintheREQ-AandinaccordancewiththeEMAC.

Reimbursement(R-1)Form:Theformusedtosummarizethecostsofallinterstateassistance requestedandprovidedbyanAssistingState. A singleR-1 shouldbecompleted and submitted to the Requesting State by each Assisting State thatprovidedassistance. Allof thecosts forprovidingassistanceunder theREQ-A(s)aretotaled.CopiesofreceiptsandpaymentvouchersareattachedtotheR-1.TheR-1issignedandsenttotheRequestingStateforreimbursement.AcopyoftheR-1FormmaybefoundontheEMACwebsite.


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Reimbursement(R-2)Form:Theformusedtosummarizethecostsofallintrastateassistance requested and provided by an agency, municipality, county or otherorganizationwithin a State providing assisting to another state under EMAC. AsingleR-2,accompaniedbycopiesofreceipts,paymentvouchersandothercostssupportingdocuments,shouldbecompletedandsubmittedtotheAssistingStatefor each agency, municipality, county or other organization who providedassistance.TheR-2issignedbytheappropriateauthorityoftherequestingentityand sent to the Assisting State for reimbursement. The Assisting State attachescopiesofallR-2sandsupportingdocumentstoallapplicableR-1sasappropriate.AcopyoftheR-2maybefoundontheEMACwebsite.

Requesting State: Any EMAC Member State that has informally or formallyrequestedinterstateassistanceusinganyofthesystemsestablishedbyEMACforthispurpose.

RequestforAssistance(REQ-A)Form:TheEMACRequest forAssistance(REQ-A)Form is used to officially request assistance, offer assistance, and acceptassistance. Theuseof the single formsimplifiesandstreamlines thepaperworknecessarytorequestandreceiveassistancefromMemberStates.Itisimportantto remember thatwhen duly executed by theAuthorized Representative of theRequestingandAssistingState(s),theREQ-AbecomesalegallybindingagreementbetweentheRequestingandAssistingState(s)underEMAC.AcopyoftheREQ-AFormmaybefoundontheEMACwebsite.

ResourceTyping:Themethodemployedtocategorizeanddescribetheresourcesthat are commonly exchanged in disaster via mutual aid, by capacity and/orcapabilityofaresource’scomponents(i.e.,personnel,equipment,andtraining).

SituationReport(SITREP):ThestatusreportthatispreparedbyaRequestingStateand posted within the EOS. It details the current status of the emergencyoperationandtheresponsetothatemergencyevent.ThepurposeoftheSITREPistoensurethatallpartiesinvolvedintheresponseeffortarethoroughlyinformedofeveryfacetofthecurrentoperation.


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B. EMACArticlesofAgreement ARTICLEI-PURPOSEANDAUTHORITIESThiscompactismadeandenteredintobyandbetweentheparticipatingMemberStateswhich enact this compact, hereinafter called party states. For the purposes of thisagreement,theterm"states"istakentomeantheseveralstates,theCommonwealthofPuertoRico,theDistrictofColumbia,andallU.S.territorialpossessions.The purpose of this compact is to provide for mutual assistance between the statesenteringintothiscompactinmanaginganyemergencyordisasterthatisdulydeclaredby the governor of the affected state(s), whether arising from natural disaster,technological hazard, man-made disaster, civil emergency aspects of resourcesshortages,communitydisorders,insurgency,orenemyattack.Thiscompactshallalsoprovideformutualcooperationinemergency-relatedexercises,testing, or other training activities using equipment and personnel simulatingperformance of any aspect of the giving and receiving of aid by party states orsubdivisions of party states during emergencies, such actions occurring outside actualdeclaredemergencyperiods.Mutualassistanceinthiscompactmayincludetheuseofthestates'NationalGuardforces,eitherinaccordancewiththeNationalGuardMutualAssistanceCompactorbymutualagreementbetweenstates.

ARTICLEII-GENERALIMPLEMENTATIONEach party state entering into this compact recognizes many emergencies transcendpolitical jurisdictional boundaries and that intergovernmental coordination is essentialin managing these and other emergencies under this compact. Each state furtherrecognizesthattherewillbeemergencieswhichrequireimmediateaccessandpresentprocedurestoapplyoutsideresourcestomakeapromptandeffectiveresponsetosuchanemergency.This isbecausefew, ifany, individualstateshavealltheresourcestheymayneed inall typesofemergenciesorthecapabilityofdeliveringresourcestoareaswhereemergenciesexist.Theprompt,full,andeffectiveutilizationofresourcesoftheparticipating states, including any resources on hand or available from the FederalGovernmentoranyothersource,thatareessential tothesafety,care,andwelfareofthepeopleintheeventofanyemergencyordisasterdeclaredbyapartystate,shallbetheunderlyingprincipleonwhichallarticlesofthiscompactshallbeunderstood.On behalf of the governor of each state participating in the compact, the legallydesignatedstateofficialwhoisassignedresponsibilityforemergencymanagementwillbe responsible for formulation of the appropriate interstate mutual aid plans andproceduresnecessarytoimplementthiscompact. ARTICLEIII-PARTYSTATERESPONSIBILITIES


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A. Itshallbetheresponsibilityofeachpartystatetoformulateproceduralplansandprogramsforinterstatecooperationintheperformanceoftheresponsibilitieslistedin this article. In formulating such plans, and in carrying them out, the party states,insofaraspractical,shall:

i. Review individualstatehazardsanalysesand, totheextentreasonablypossible, determine all those potential emergencies the party statesmight jointly suffer, whether due to natural disaster, technologicalhazard,man-madedisaster, emergency aspects of resource shortages,civildisorders,insurgency,orenemyattack.

ii. Review party states' individual emergency plans and develop a plan

which will determine the mechanism for the interstate managementandprovisionofassistance concerninganypotentialemergency.

iii. Develop interstateprocedurestofillany identifiedgapsandtoresolve

anyidentifiedinconsistenciesoroverlapsinexistingordevelopedplans.iv. Assist in warning communities adjacent to or crossing the state

boundaries.v. Protectandassureuninterrupteddeliveryofservices,medicines,water,

food,energyandfuel,searchandrescue,andcriticallifelineequipment,services,and resources,bothhumanandmaterial.

vi. Inventory and set procedures for the interstate loan and delivery of

human and material resources, together with procedures forreimbursementorforgiveness.

vii. Provide, to theextentauthorizedby law, for temporary suspensionof

any statutes or ordinances that restrict the implementation of theaboveresponsibilities.

B.The Authorized Representative of a party state may request assistance of anotherpartystatebycontactingtheAuthorizedRepresentativeofthatstate.Theprovisionsofthis agreement shall only apply to requests for assistancemadebyand toAuthorizedRepresentatives. Requestsmay be verbal or inwriting. If verbal, the request shall beconfirmed inwritingwithin 30 days of the verbal request. Requests shall provide thefollowinginformation:

i. Adescriptionoftheemergencyservicefunctionforwhichassistanceisneeded, such as but not limited to fire services, law enforcement,emergencymedical, transportation,communications,publicworksandengineering, building inspection, planning and information assistance,mass care, resource support, health andmedical services, and searchandrescue.


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ii. Theamountandtypeofpersonnel,equipment,materialsandsuppliesneeded, and a reasonable estimate of the length of time theywill beneeded.

iii. Thespecificplaceandtimeforstagingoftheassistingparty'sresponse

andapointofcontactatthatlocation.C.There shall be frequent consultation between state officials who have assignedemergencymanagement responsibilities and other appropriate representatives of theparty states with affected jurisdictions and the United States Government, with freeexchangeofinformation,plans,andresourcerecordsrelatingtoemergencycapabilities.

ARTICLEIV-LIMITATIONSAny party state requested to rendermutual aid or conduct exercises and training formutual aid shall take such action as is necessary to provide and make available theresourcescoveredbythiscompactinaccordancewiththetermshereof;providedthatitis understood that the state rendering aid may withhold resources to the extentnecessarytoprovidereasonableprotectionforsuchstate.Eachpartystateshallaffordtotheemergencyforcesofanypartystate,whileoperatingwithinitsstatelimitsunderthetermsandconditionsofthiscompact,thesamepowers(exceptthatofarrestunlessspecificallyauthorizedbythereceivingstate),duties,rights,and privileges as are afforded forces of the state in which they are performingemergencyservices.Emergencyforceswillcontinueunderthecommandandcontroloftheir regular leaders, but the organizational units will come under the operationalcontrol of the emergency services authorities of the state receiving assistance. Theseconditionsmaybeactivated,asneeded,onlysubsequenttoadeclarationofastateofemergencyordisasterbythegovernorofthepartystatethatistoreceiveassistanceorcommencementofexercisesortrainingformutualaidandshallcontinuesolongastheexercisesortrainingformutualaidare inprogress,thestateofemergencyordisasterremains in effect or loaned resources remain in the receiving state(s), whichever islonger. ARTICLEV-LICENSESANDPERMITSWhenever any personholds a license, certificate, or other permit issuedby any stateparty to the compact evidencing the meeting of qualifications for professional,mechanical,orotherskills,andwhensuchassistanceisrequestedbythereceivingpartystate, such person shall be deemed licensed, certified, or permitted by the staterequestingassistancetorenderaidinvolvingsuchskilltomeetadeclaredemergencyordisaster, subject to such limitations and conditions as the governorof theRequestingStatemayprescribebyexecutiveorderorotherwise.

ARTICLEVI-LIABILITYOfficers or employeesof a party state rendering aid in another statepursuant to this


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compact shall be considered agents of the Requesting State for tort liability andimmunity purposes; and no party state or its officers or employees rendering aid inanotherstatepursuanttothiscompactshallbeliableonaccountofanyactoromissionin good faith on the part of such forces while so engaged or on account of themaintenanceoruseofanyequipmentorsuppliesinconnectiontherewith.Goodfaithinthisarticleshallnotincludewillfulmisconduct,grossnegligence,orrecklessness. ARTICLEVII-SUPPLEMENTARYAGREEMENTSInasmuchas it isprobablethatthepatternanddetailofthemachineryformutualaidamongtwoormorestatesmaydifferfromthatamongthestatesthatarepartyhereto,this instrument containselementsof abroadbase common toall states, andnothinghereincontainedshallprecludeanystatefromenteringintosupplementaryagreementswith another state or affect any other agreements already in force between states.Supplementaryagreementsmaycomprehend,butshallnotbelimitedto,provisionsforevacuation and reception of injured and other persons and the exchange ofmedical,fire,police,publicutility, reconnaissance,welfare, transportationandcommunicationspersonnel,andequipmentandsupplies. ARTICLEVIII–COMPENSATIONEachpartystateshallprovidefor thepaymentofcompensationanddeathbenefits toinjuredmembersoftheemergencyforcesofthatstateandrepresentativesofdeceasedmembers of such forces in case such members sustain injuries or are killed whilerenderingaidpursuanttothiscompact,inthesamemannerandonthesametermsasiftheinjuryordeathweresustainedwithintheirownstate. ARTICLEIX-REIMBURSEMENTAny party state rendering aid in another state pursuant to this compact shall bereimbursedbythepartystatereceivingsuchaidforany lossordamagetoorexpenseincurred in the operation of any equipment and the provision of any service inansweringarequestforaidandforthecostsincurredinconnectionwithsuchrequests;provided,thatanyaidingpartystatemayassumeinwholeorinpartsuchloss,damage,expense, or other cost, or may loan such equipment or donate such services to thereceivingpartystatewithoutchargeorcost;andprovidedfurther,thatanytwoormoreparty states may enter into supplementary agreements establishing a differentallocationof costsamong those states.ArticleVIIIexpenses shallnotbe reimbursableunderthisprovision. ARTICLEX-EVACUATIONPlans for the orderly evacuation and interstate reception of portions of the civilianpopulation as the result of any emergency or disaster of sufficient proportions to sowarrant, shall be worked out and maintained between the party states and theemergencymanagement/servicesdirectorsof thevarious jurisdictionswhereany typeof incident requiring evacuations might occur. Such plans shall be put into effect by


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request of the state from which evacuees come and shall include the manner oftransportingsuchevacuees, thenumberofevacueestobereceived indifferentareas,the manner in which food, clothing, housing, andmedical care will be provided, theregistrationoftheevacuees,theprovidingoffacilitiesforthenotificationofrelativesorfriends, and the forwarding of such evacuees to other areas or the bringing in ofadditionalmaterials, supplies, and all other relevant factors. Such plans shall providethat the party state receiving evacuees and the party state fromwhich the evacueescomeshallmutuallyagreeas to reimbursementofout-of-pocketexpenses incurred inreceiving and caring for such evacuees, for expenditures for transportation, food,clothing, medicines and medical care, and like items. Such expenditures shall bereimbursed as agreed by the party state from which the evacuees come. After thetermination of the emergency or disaster, the party state from which the evacueescome shall assume the responsibility for the ultimate support of repatriation of suchevacuees. ARTICLEXI-IMPLEMENTATIONA. This compact shall become operative immediately upon its enactment intolaw by any two (2) states; thereafter, this compact shall become effective as to anyotherstateuponitsenactmentbysuchstate.B.AnypartystatemaywithdrawfromthisCompactbyenactingastatuterepealingthesame,butnosuchwithdrawalshall takeeffectuntil30daysafter thegovernorof thewithdrawingstatehasgivennoticeinwritingofsuchwithdrawaltothegovernorsofallotherpartystates.Suchactionshallnotrelievethewithdrawingstatefromobligationsassumedhereunderpriortotheeffectivedateofwithdrawal.C.Dulyauthenticatedcopiesofthiscompactandofsuchsupplementaryagreementsasmaybeenteredintoshall,atthetimeoftheirapproval,bedepositedwitheachoftheparty states and with the Federal Emergency Management Agency and otherappropriateagenciesoftheUnitedStatesGovernment. ARTICLEXII-VALIDITYThisActshallbeconstruedtoeffectuatethepurposesstated inArticle Ihereof. Ifanyprovisionofthiscompactisdeclaredunconstitutional,ortheapplicabilitythereoftoanypersonorcircumstancesisheldinvalid,theconstitutionalityoftheremainderofthisActand theapplicability thereof tootherpersonsandcircumstancesshallnotbeaffectedthereby.

ARTICLEXIII-ADDITIONALPROVISIONSNothing in this compact shall authorize or permit the use of military force by theNationalGuardofastateatanyplaceoutsidethatstateinanyemergencyforwhichthePresidentisauthorizedbylawtocallintofederalservicethemilitia,orforanypurposeforwhichtheuseoftheArmyortheAirForcewouldintheabsenceofexpressstatutoryauthorizationbeprohibitedunderSection1385oftitle18,UnitedStatesCode.


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Ratifiedduringthe2ndsessionofthe104thCongressandbecamePublicLaw104-321,October1996

emac operations manual 092017 - texas...the emergency management assistance compact (emac) evolved...

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