FEMA Public Assistance

Grants Management and Resources

LOA and ReceiptSuccessful grant management requires strict adherence to evolving federal policies. While DEMHS tracks the specific guidance applicable to every Connecticut disaster declaration, Subrecipients are ultimately responsible for maintaining compliance throughout the life of their project.

The resources below provide the foundational tools you need to navigate Grants Portal, access required state and federal forms, and understand mandatory procurement standards. For the most up-to-date overarching federal policies, always refer to FEMA Guidance Documents | FEMA.gov and/or the Public Assistance Resource Library | FEMA.gov.

Grants Portal

FEMA has updated its PA Process to include use of Grants Portal. The platform allows both DEMHS and Applicants/Subrecipients to complete the PA Process online and FEMA considers it the official system of record. DEMHS provides access during the pre-declaration process and frequently assists Applicants with navigating the system. However, Applicants must ensure their POCs are up to date and be comfortable with: 

• Updating Profiles
• Submitting a Request for Public Assistance (RPA)
• Uploading project documentation

For help with any of these tasks, Applicants/Subrecipients can refer to the Grants Portal Support Center , the FEMA Public Assistance - YouTube Page , and/or email demhs.pa@ct.gov.

 

Application/PA Requirements

The following information is mandatory for the PA process:

• Request for Public Assistance RPA Form
• Receipt of List of Assurances Receipt of List of Assurances Forms 
• Unique Entity ID (UEI) from Sam.gov/FEIN#
• Proof of Legal Existence as a Government Entity 
• Proof of Non-Profit Organization Questionnaire PNP Facility Questionnaire
• Effective ruling letter from the Internal Revenue Service at the time of the disaster granting tax exemption under Sections 501(c), (d), or (e) of the Internal Revenue Code OR Satisfactory evidence from the State that the organization is a non-revenue producing, nonprofit entity organized or doing business under State law
• Bylaws/Charter
• Form W-9 (Federal) SP-26NB Agency Vendor Form
• Agency Vendor Form (State of CT) Form W-9 (rev. March 2024) 

 

The following is a list of forms that are useful when documenting work:

• Force Account Labor (FAL) Summary Record
• Force Account Equipment Summary Record
• Material Summary Record
• Rented Equipment Summary Record
• Contract Work Summary Record
• FEMA 2025 Schedule of Equipment Rates
• Schedule of Equipment Rates
• Applicant's Benefits Calculation Worksheet
• Management Costs/Cat-Z Forms
• CT PA Project Progress Report
• DESPP/DEMHS Checklist for Documentation and Closeout

**Please note most of these processes are now completed online using Grants Portal. These samples are provided for informational purposes only. For the most up to date forms please refer to Public Assistance Project Templates and Forms | FEMA.gov or contact demhs.pa@ct.gov for forms that are specific to Connecticut. 

 

Procurement Guidance

Procurement refers to how you acquire the goods and services to complete your projects. All PA procurement is subject to federal standards under 2 C.F.R. §§ 200.317 – 200.327. Rules vary based on:

• Entity Type
• Cost of goods and services
• contract method

While DEMHS works to keep you informed, it is the Subrecipient's legal responsibility to thoroughly understand and follow all federal procurement standards. Procurement standards and guidelines are subject to change at any time. Failing to procure contracts correctly is the number one reason FEMA denies funding.

For the specific procurement standards refer to the following:

• Procurement Under Grants Policy Guide Procurement Policy for Recipients and Subrecipients of FEMA Financial Assistance
• Contracting with Federal Funds for Goods and Services Before, During, an After Disasters
• eCFR::2 CFR Part 200 Subpart D - Procurement Standards (if applicable)
• PA Program and Policy Guide Version 5