When disaster strikes, the Federal Highway Administration's Emergency
Relief, or ER program, can help fund repairs to roads, bridges, and other
infrastructure eligible for federal aid. This module provides information on the
process for receiving reimbursement of ER expenses after FHWA approves the
completed work. Let's quickly review the initial steps for requesting FHWA ER
funds covered in another module. After a natural disaster or catastrophic failure
is officially declared, a State Department of Transportation or DOT
sends the FHWA Division office a notice of intent to request ER funds, and
coordinates with the FHWA to assess the damage. The DOT is FHWA official contact
for damages including those for local agencies, and all funds are reimbursed
via the DOT. The DOT works with the Division office to use either the
standard application method or quick release application method to request
ER funds. The quick release method means an expedited initial damage review
and Division Office endorsement, followed by the FHWA headquarters allocating a
portion of the anticipated funds. After any quick release set aside of funds, the ER
process reverts to the standard method. This module picks up the standard
application method as FHWA takes actions that set the stage for additional funds
allocations and reimbursement to the DOT. The DOT will in turn transfer funds to
local agencies as appropriate. The ER program is a reimbursable program, so
funds are not given in advance, and agencies must consider cash flow issues.
Funds allocated are released when the DOT submit invoices, and FHWA approved
the completed work. To begin, the FHWA division
reviews that Damage Survey Summary Report or DSSR, along with any
associated site inspections reported on Detailed Damage Inspection Report forms,
or DDIRs, and estimates the ER fund needs. FHWA independently verifies the
damage and eligibility, usually by evaluating a sample of sites. If the
application with the DSSR meets all requirements, the FHWA division
administrator notifies the DOT that FHWA has approved general ER funding
eligibility for the disaster event and were warranted repairs. This serves as
the official finding that a natural disaster or catastrophic failure has
occurred, and caused substantial damage to federal-aid highways. This approval
addresses eligibility only, and no funds have been allocated to this point. Upon
approval, the FHWA division immediately request an allocation of ER funds from
headquarters based on the estimated need. The request must include certain
information and copies of documents as outlined in the FHWA emergency relief
manual. The allocation request is only for the current federal fiscal year, and
may be less than the total ER needs for the entire event. DOTs work with
their division office to update the requests each fiscal year. The actual
allocation also depends on the availability of ER funds nationwide. Once
the DOT receives eligibility approval, it must promptly submit an initial program
of projects, documenting the known damage sites. This initial program of projects
is due within 3 months after the disaster finding by the FHWA division
administrator. The program of projects is part of the evolving ER application,
augmenting the DSSR, and serving as a comprehensive list of all eligible
project sites and repair costs. The program of projects establishes the
extent of the natural disaster or catastrophic failure and when it
occurred, connects the damage to that described in the DDIRs, identifies
emergency repairs, and describes proposed permanent repairs on a site by site
basis,
includes supporting material that indicate the suitability and economy of
upgrades, also known as Betterments, allows for tracking of eligible projects to
support additional allocations of ER funds and subsequent invoicing. The FHWA
division administrator then reviews and approves the program of projects
submitted to that point,
including the sites, proposed repairs, and estimated cost. Any previously completed
emergency repairs and preliminary engineering are also evaluated and
approved for funding eligibility. However, FHWA must authorize permanent
restoration work before it begins,
unless that work is part of emergency repairs. Once permanent repairs begin, the
DOT follows regular federal aid project delivery procedures, in addition to the
ER requirements for tracking and reporting the program of projects. The
program of projects continues to evolve into the final ER application, including
appropriate documentation to justify funding. Working with the FHWA division,
the DOT regularly update the program of projects with details on any of the
damage sites to request additional funding. FHWA gives final approval based
on justification and availability of ER funds. All projects must be included
in the final program of projects within two years after the disaster occurrence.
Let's look at a flood event involving seven counties in a Midwestern state as
an example of how the emergency relief process works for receiving the
reimbursement of funds. These counties experienced serious flooding over
several days.
FHWA approved the DOT’s use of the quick-release application method to make
an initial request for ER funding, which set up an allocation of limited
funds to begin emergency repairs. The DOT then reverted to the standard
application method to request additional funding allocations. Federal, state, and
local officials conducted a thorough damage assessment to update the Damage
Survey Summary Report and begin to document a more detailed estimate of the
disaster scope and sites eligible for ER funding. The FHWA Division Office
reviewed the application and updated DSSR submitted by the DOT-
doing some field checks to independently confirm the damage and eligibility of
the sites. The Division Office notified the DOT of initial ER eligibility
approval, and requested from FHWA headquarters an allocation of ER
funds for the current federal fiscal year, based on the estimated need beyond
the quick-release allocation. The DOT followed next by submitting the initial
program of projects within three months of the disaster declaration. The division
administrator's approval of the program of projects confirmed funding for
eligible emergency repairs already completed, and for justified permanent
repairs to move ahead.
Some permanent repairs were completed as part of the emergency repairs, because this
was more cost-effective. The DOT processed additional permanent repairs
using the standard project delivery requirements, and was reimbursed as the
work was completed to federal requirements and invoices submitted to a
FHWA. The final program of projects was approved within two years after the
disaster occurrence. The governor also requested and received a presidential
disaster declaration through the Federal Emergency Management Agency or FEMA. The
FEMA request was separate from the FHWA ER program, and covered items like
debris removal and repairs to non-federal aid highways. To learn more
about the Emergency Relief Program, watch the other ER modules in this series. In
addition ER policies and procedures, such as the quick-release application,
can change to meet the demands of emergency relief support, so please
contact your state Department of Transportation and FHWA Division office
for the latest information.