Critical Actions for Water and Wastewater Utilities to Document Damage, Costs, and Repairs
Take these critical actions to improve your chances of getting reimbursed. You need to thoroughly document both the damage and any repairs. Use sample forms to help with recordkeeping. See also our Prepare for Funding: Document Damage and Repair Costs to Your Water or Wastewater Utility page for related information.
1. Contact your local emergency management agencies
Water Utility Response
On-the-Go
The Water Utility Response On-the-Go app consolidates and makes accessible from the field, information and tools that water utility operators and their response partners may need during an emergency. Downloading the app on your Android or Apple mobile device can help responders and stakeholders increase situational awareness, facilitate coordination, and enhance overall response efforts. Learn more about Water Utility Response On-the-Go.
2. Document:
- All damage. View sample damage assessment forms:
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Water System Status Report
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Wastewater System Status Report
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Suggested Questions for Water and Wastewater Utilities
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Natural Disaster Incident Report Form
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Photolog
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Emergency repair work. View a sample emergency repair form.
- Hours worked, equipment and vehicles used (including miles or hours used), materials purchased, contractors used, and mutual aid requests. View sample forms, including a Mutual Assistance Cost Estimate Development Worksheet.
3. Consider FEMA funding for a presidentially-declared disaster
- Determine if your jurisdiction is included in a presidentially-declared disaster. View a list of these disasters (FEMA.gov).
- Review the information in FEMA's Public Assistance (PA) Grant Program to determine eligibility
- Contact your state emergency management agency for more information
- Attend the applicant briefing
- Complete the Request for Public Assistance form within 30 days of a Declaration
- Document labor, materials, equipment used and rented, and contractor support
4.Organize documents into a damage and cost report
Assemble your completed documentation and forms into a damage and cost report. This will help you to keep track of your records and share the information more easily with utility management and local and state agencies. It can also help you when applying for federal disaster funding.
You can create one report for internal use and another to apply for federal disaster funding programs. Certain programs may require a report for each damaged area. Determine which method best meets your needs.