Finance/Administration Section

This appendix includes the position descriptions and list of responsibilities for those individuals involved in the Finance Administration Section of the campus’ emergency response organization. See See Finance section chart. Also included is a generic checklist for all positions within the Finance Administration Section.

Included are descriptions for:

Time Keeping Unit

The duties of the Finance Section are:

Obtain eligible reimbursement and other funding from state and federal sources expeditiously.

 

SOPs of the Department of Finance and Administration provide details regarding the methods used for tracking FEMA reimbursements.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Finance section chart

 

 

 

 

 

 

 

 

 

 

 

 

 

Generic Checklist

(For All Positions)

Activation Phase:

Check in with the Security Officer upon arrival at the university EOC.

Report to Management Section Chief, Section Chief, Branch Coordinator, or other assigned Superior.

Set up workstation and review your position responsibilities.

Establish and maintain a position log, which chronologically describes your actions taken during your shift.

Determine your resource needs, such as a computer, printer, phone, plan copies, and other reference documents.

Ensure that any electronic support systems (Web EOC, RIMS, other) is operational.

Demobilization Phase:

Deactivate your assigned position and close out logs when authorized by the Management Section Chief.

Complete all required forms, reports, and other documentation. All forms should be submitted through your supervisor to the Planning/Intelligence Section, as appropriate, prior to your departure.

Be prepared to provide input to the After Action Report.

If another person is relieving you, ensure he is thoroughly briefed before you leave your workstation.

Clean up your work area before you leave.

Check out with the Security Officer, and leave a destination and phone number where you can be reached.

 

 

 

 

 

 

Finance/Administration Section Chief

**** Read This Entire Position Checklist Before Taking Action ****

Responsibilities:

  1. Ensure that all financial records are maintained throughout the event or disaster.
  2. Ensure that all on-duty time is recorded for all university emergency response personnel.
  3. Ensure that all on-duty time sheets are collected from field level supervisors or Incident Commanders and their staffs.
  4. Ensure there is a continuum of the payroll process for all employees responding to the event or disaster.
  5. Determine purchase order limits for the procurement function in Logistics.
  6. Ensure that FEMA rules for contracting, including advertising and bid requirements are abided y in all acquisition activities, coordinated closely with the Procurement Unit.
  7. Ensure that all travel and expense claims are processed within a reasonable time, given the nature of the situation.
  8. Provide administrative support to all EOC Sections in coordination with the Human Resources Unit, as required.
  9. Activate units within the Finance/Administration Section as required and monitor section activities continuously and modify the organization as needed.
  10. Ensure that all recovery documentation is accurately maintained during the response and submitted on the appropriate forms to the Federal Emergency Management Agency (FEMA), State EMA and the Chancellor’s Office.

Supervise the Finance/Administration Section.

Activation Phase:

Adopt a proactive attitude, thinking ahead and anticipating situations and problems before they occur.

Operational Phase:

Demobilization Phase:

 

 

 

 

 

 

 

 

 

Risk Management, Compensation and Claims Unit Leader

**** Read This Entire Position Checklist Before Taking Action ****

Responsibilities:

  1. Oversee the investigation of property/equipment damage or loss claims involving the university, arising out of the event or disaster.
  2. Complete all forms required.
  3. Maintain a file of property/equipment damage or loss claims associated with the event or disaster, which includes results of investigations, and responsible parties.
  4. Oversee the investigation of personal injury claims involving the university, arising out of the event or disaster.
  5. Oversee the investigation of liability claims involving the university, arising out of the event or disaster.

Supervise the Risk Management, Compensation and Claims Unit.

Activation Phase:

Operational Phase:

Forward copies of all equipment or property damage, personal injury or liability claims to the Cost Accounting Unit.

Demobilization Phase:

Follow the generic Demobilization Phase Checklist.

 

 

 

 

 

 

Cost Accounting Unit Leader

**** Read This Entire Position Checklist Before Taking Action ****

Responsibilities:

  1. Collect and maintain documentation of all disaster information for reimbursement from the Federal Emergency Management Agency (FEMA), State OES, or the Chancellor’s Office.
  2. Coordinate reimbursements with disaster assistance agencies.
  3. Prepare and maintain a cumulative cost report for the event or disaster.
  4. Supervise the Cost Accounting Unit and all aspects of financial recovery operations.

Ensure that FEMA rules for contracting and bidding are known and followed by the Procurement Unit and the Finance/Administration Section.

Activation Phase:

Follow the generic Activation Phase Checklist.

Operational Phase:

Assist the EOC Coordinator and Planning/Intelligence Section with preparation of the After Action Report.

Demobilization Phase:

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Time Keeping Unit Leader

**** Read This Entire Position Checklist Before Taking Action ****

Responsibilities:

  1. Track, record, and report all on-duty time for personnel working during the event or disaster.
  2. Ensure that personnel time records, travel expense claims and other related forms are prepared and submitted to the budget and payroll office.

Supervise the time keeping unit.

Activation Phase:

Follow the generic Activation Phase Checklist.

Operational Phase:

Keep the Finance/Administration Section Chief informed of significant issues affecting the Time-Keeping Unit.

Demobilization Phase: