Administrative Manual (Updated 4/23/18)

FOREWORD

MISSION STATEMENT

1:  OVERVIEW

2:  PERSONNEL POLICIES.

     2.1   General

     2.2   Recruiting

     2.3   Annual Announcement of Team Openings

     2.4   Appointments & Vacancies for Rostered Positions

                2.4.1   Application Process

                2.4.2   Review Process

                2.4.3   Related Forms, Links & Mgmnt Policies

                             - Online Application Process

                           - New Member Application

                           - Application Review/Ranking Sheet

    2.5   Deployment Policy

                2.5.1   Deployment Status

                 2.5.2   Team Activation and Rotation System

     2.6   Separation Policies & Procedures

                 2.6.1   Termination of Membership

                 2.6.2   Task Force Issued Equipment

                 2.6.3   Personnel & Training Files

                 2.6.4   Related Forms, Links & Mgmnt Policies

3:  MEMBER PAY

​     3.1   General

     3.2   Time & Payroll Reporting

                 3.2.1    Administrative Documentation Procedures

                 3.2.2    Related Forms, Links & Mgmnt Policies

                            - Time Sheets

                            - Participating Agency Invoicing Instructions

                            - Certification Statement

                            - Contractual Payment Form - Civilians

     3.3   Reimbursement Policies

                 3.3.1    Participating Agency Agreements

                 3.3.2    Non-Affiliated Members

                 3.3.3    Related Forms, Links & Mgmnt Policies

                            - Executive & Director's Order Instruction Guide

     3.4   Insurance

                 3.4.1   General

                  3.4.2   Member Coverage

                  3.4.3   Notification Requirements

                  3.4.4   Related Forms, Links & Mgmnt Policies

                                                

4:  TRAVEL POLICIES & PROCEDURES

     4.1   Travel to FEMA Sanctioned Training

     4.2   Travel for FEMA Meetings and Work Groups

     4.3   Related Forms, Links & Mgmnt Policies

                    

5:  STAFF POSITION DESCRIPTIONS

     5.1   US&R / City of Lincoln Position Crosswalk

     5.2   US&R Position Descriptions

                 5.2.1 Program Manager

                  5.2.2 Training Coordinator

                  5.2.3 Logistics Coordinator

                  5.2.4 US&R Specialist

                  5.2.5 Financial Grants Mngr/Grant Coordinator

                  5.2.6 Administrative Specialist

     5.3   City of Lincoln Position Descriptions

                 5.3.1 Battalion Chief

                  5.3.2 Fire Captain

                  5.3.2 US&R Specialist

                  5.3.3 Account Clerk III

                  5.3.4 Senior Office Assistant

6:  MANAGEMENT RESPONS. & SPONSORING AGENCY SUPPORT

      6.1   Sponsoring Agency

                  6.1.1  Sponsoring Agency Administration

                  6.1.2  Sponsoring Agency Chief

                  6.1.3  Committees

                  6.1.4  Program Manager 

                  6.1.5  Task Force Medical Director

                  6.1.6  Canine Coordinator

                  6.1.7  Payroll Clerk

       6.2   Chain of Command

       6.3   Management and Support - Organizational Chart 

                       NIMS Compliance Document

                 

7:  WORKMAN'S COMPENSATION PROCEDURES

     7.1   General

     7.2   Coverage

     7.3   Reporting Injuries

     7.4   Notification of Coverage to Task Force Members

     7.5   Related Forms, Links  & Mgmnt Policies

                     - NE-TF1 Workers Compensation Manual

8:  ETHICS POLICY AND CODE OF CONDUCT

     8.1   General Compliance

     8.2   Deployments

     8.3   Personal Conduct

     8.4   Related Forms, Links & Mgmnt Policies

                     - US&R Code of Conduct

9:  ADMINISTRATIVE FILING PROCEDURES

     9.1   Personnel Files 

     9.2   Administrative Files

     9.3   Training Files

     9.4   Medical Files

     9.5   Program Directives & General Memorandums

     9.6   Memorandum of Agreements

     9.7   Participating Agency Agreements

     9.8   FEMA/Sponsoring Agncy Rprts, Bdgts, CA Apps

     9.9   Documentation & Retention Schedule

     9.10 Related Forms, Links & Mgmnt Policies

                   - City of Lincoln Document Retention Schedule

                   - Medical Data Management

10:  TASK FORCE AUDIT/INSP. POLICIES & PROCEDURES

        10.1 Guidance

        10.2 City of Lincoln Single Audit

        10.3 Related Forms, Links & Mgmnt Policies

11:  PUBLIC RELATIONS ACTIVITIES

       11.1 Press/Media Releases

       11.2 Embedded Media Procedures

       11.3 Task Force Member Public Relations Activities

       11.4 NE-TF1 Public Information Officer

       11.5 Related Forms, Links & Mgmnt policies

                - Sample City of Lincoln Press Release

                - PD 2006-014 US&R Embedded Media Procedures

                - FEMA Basic Guidance for PIO

 

12:  FAMILY SUPPORT UNIT (FSU)

​       12.1 FSU Activation

        12.2 Family Support Unit Composition

        12.3 Emergencies at Home

        12.4 Major Deployments

        12.5 Family Member Web Site

        12.6 Related Forms, Links & Mgmnt Policies 

13:  FEMA WORK GROUP & IST MEMBER RESPONSIBILITIES

       13.1 IST Member & Task Force Responsibilities

        13.2 WG & Subcommittee Member Responsibilities

14:  FEDERAL, STATE, & LOCAL EQUAL EMPLOYMENT OPPORTUNITY

       14.1 Directive

        14.2 Rationale

        14.3 General Guidelines

        14.4 Related Forms, Links & Mgmnt Policies

15:  STANDARD OP. PROCEDURE/PROCURING GOODS & SERVICES

       15.1 Summary of Purchasing Policy & Procedures 

                Procuring Goods and Services 

                 15.1.1 NE-TF1 Purchasing Process

                 15.1.2 MICRO Purchase Process

                 15.1.3 Noncompetitive Proposal (Sole Source)

                 15.1.4 Small Purchase Process

                 15.1.5 Sealed Bid Purchase Process

                      

       15.2 Related Documents, Forms, Links & Mgmnt Policies

               - City of Lincoln Procurement Process Guide

               - City of Lincoln & Lancaster Cnty Federal Proc. Manual

               - Sole Source Justification Documents

               - Departmental Quotation Request Form

               - Independent Cost Estimate Form

               - Price Analysis Form & Guidelines  

16:  STANDARD PROCEDURE-TRACKING/RECONCILING CA FUNDS                                                          

       16.1 CA Budget / SOW Development Process

                    16.1.1 Expenditure Monitoring

                    16.1.2 Member Compensation Agreements

       16.2 Cooperative Agreement Administration

                    16.2.1 Annual Agreement Preparation

                    16.2.2 Agreement Reporting

                    16.2.3 Budget Preparation

                    16.2.4 Budget Approval Process

        16.3 Related Forms, Links & Mgmnt Policies

                    - JDE Instructions

                                    

17:  ISSUANCE AND RETURN OF GEAR & CLOTHING

         17.1 Gear Issue

          17.2 Uniforms & Gear Bags

          17.3 Exchanging, Trading or Selling NE-TF1 Property

          17.4 Mission Issued Equipment

          17.5 Gear Turn In

18: POST DEPLOYMENT

         18.1 Return to Readiness

                     18.1.1 Re-Supply

                     18.1.2 Rehab

         18.2 Post Mission Medical Process

                     18.2.1 Task Force Members

                     18.2.2 Canine

         18.3 AAR/Corrective Action Procedures

         18.4 Document Retention

         18.5 Reimbursement Package Submission

         18.6 Related Forms, Links & Mgmnt Policies

                    - AAR Template

                     - City of Lincoln Document Retention Schedule

                     - Sample Reimbursement Pkg

19: AUDIT RESOLUTIONS

          Audit Findings - Report Issuance

           Response

           Review 

           Resolution

           Implementation

 

20:  ACCOUNTING PROCEDURES

           20.1  Internal Controls

           20.2  Records/Source Documentation

           20.3  Budget Control

           20.4  Cash Management

           20.5 Financial Reporting

APPENDIX A:  NE-TF1 MANAGEMENT POLICIES

APPENDIX B:  CALL-OUT INSTRUCTIONS

APPENDIX C:  FAMILY COMMUNICATIONS GUIDE

 

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