H-2 - TFD SAFER PPE Policy

The Program Manager, or, in the alternative, the Grant Administrator, will order PPE for the recruit from the appropriate vendors sized to the recruit. Upon delivery of the PPE, the Program Manager will enter each item into the Department’s inventory in Emergency Reporting, including the brand, size, serial number, and quantity of the PPE issue to the recruit, as applicable. The Program Manager will be responsible for ensuring all PPE is returned to the Department if the recruit resigns or is terminated. The recruit will be trained on the PPE by the Program Manager or another certified instructor designated by the Program Manager before the PPE is issued to the recruit, including how to don and doff, properly clean, and maintain the PPE. The recruit will be responsible for reviewing and following the manufacturer’s instructions and guidance for each item of PPE. The Program Manager will issue the PPE to the recruit and document the date and items issued. Documentation & Reimbursement of PPE Expenses The Program Manager will obtain an itemized invoice from each vendor specific to each recruit for whom the Department purchases PPE for under this grant activity. The Program Manager will submit the itemized invoice to FEMA for reimbursement of PPE expenses in accordance with SAFER program guidance and regulations as part of a reimbursement request. The Program Manager will enter the inventory documentation into Emergency Reporting and maintain documentation to include the PPE issued to the recruit, date of issue, and date of return of PPE, if applicable. The Program Manager and City Finance Officer will maintain documentation in accordance with the SAFER program guidance and regulations. The Grant Administrator will periodically review the documentation and activity as part of overseeing the grant. Funding & Disposition of Grant Funds Disposition of Funds. If additional funds remain in a grant activity’s line-item budget at the end of a SAFER year, those funds will be automatically rolled over to the next activity year during the POP unless a funds transfer is approved by FEMA. The Grant Administrator will be responsible for seeking FEMA approval for any amendments to grant activities. FEMA Item Rejection. If FEMA determines that a specific item selected or purchased for an under this grant activity is not eligible for funding under the SAFER program, it shall be the policy of the City to fund the award from Department funds if funding is available. If FEMA declines to reimburse the City for an expense, City funds will be used out of the Department’s budget or the City’s general fund to complete the purchase.