Texas Department of Public Safety

Public Assistance Disaster Closeout

Texas Department of Public Safety

2 Types of WorkEmergency WorkCategories: A-Debris

B-Emergency Protective Measures

Allowed 6 months to complete the workTime Extensions may be given under extenuating circumstances

State may grant up to 12 months of time extensions (6 months at a time). After States authority, FEMA may grant more time.

Texas Department of Public Safety

Permanent WorkCategories: C-Roads and Bridges

D-Water Control FacilitiesE-Buildings and EquipmentF-Utilities

G-Recreation/OtherAllowed 18 months to complete the workState may grant up to 30 months of time extensions (6 months at a time).

Texas Department of Public Safety

Small Project Worksheets (PWs)• Applicant submits a P4 when work is complete• Possible inspection of work

(sampling/percentage)• Insurance is reviewed and applied if necessary• State makes payment

Texas Department of Public Safety

Large PWs• Compliance monitoring takes place until the

work is complete. Monitoring includes a quarterly visit of the project and expenditures incurred.

• Applicant submits a P4 when work is complete• Inspection is conducted• Insurance is reviewed and applied if necessary• Payment is made

Texas Department of Public Safety

Paperwork Retention• Office of Management Budget (OMB) requires

grant recipients to maintain financial and program records for 3 years beyond the date of the final status report, or as required by the grantee’s standard record retention policy if that policy requires retention beyond the 3 year requirement

• State agency retention requirements have changed to 4 years

Texas Department of Public Safety

Once all work, insurance and payments have been addressed,

the specialist will request a final signature on a

closeout certification form.

Texas Department of Public Safety

Closeout certification form is an internal document placed in the applicant file stating:

•All work and costs claimed are eligible •All work claimed has been completed•All expenses for work claimed and deemed eligible have been paid in full•No further claims for damages

Texas Department of Public Safety

Questions?

Texas Department of Public Safety

Monique OrtizRecovery Officer, Recovery, Mitigation & Standards

Texas Division of Emergency ManagementTexas Homeland Security

Texas Department of Public SafetyO: 512-424-7846

monique.ortiz@dps.texas.gov