Administrative Plan Guidance

State Administrative Plan
At a bare minimum, a State Administrative Plan must contain the following information (Reference 44
CFR 204.51):
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Designation of State agency/agencies that will have responsibility for the program
Staffing Functions for FMAGP, the source of staff who will be filling these functions, and specific
management and oversight functions of for each position.
Procedures for:
o Notifying potential applicants of availability of the program
o Assisting FEMA in determining applicant eligibility
o Submitting and reviewing subgrant applications
o Processing payment for subgrants
o Submitting, reviewing and accepting subgrant performance and financial reports
o Monitoring, close-out and audit and reconciliation of subgrants
o Recovering funds for disallowed costs
o Processing appeal requests and requests for time extensions;
o Providing technical assistance to applicants and subgrant recipients, including briefings for
potential applicants and materials on the application procedures, program eligibility guidance and
program deadlines.

TEMPLATE FOR STATE ADMINISTRATIVE PLAN
1. Purpose of the State Administrative Plan
• Cite regulations that govern use and contents of State Administrative Plan
o Robert T. Stafford Disaster and Emergency Assistance Act (The Stafford Act)
o Disaster Mitigation Act of 2000
o 44 CFR, Subpart D, Section 204.51
• Outline state agency and staffing responsibilities in administering Fire Management
Assistance Grants
• Outline procedures for identifying, selecting, monitoring and approving subgrantee
applications and subsequent performance and financial reports.
2. The Fire Management Assistance Grant Program
• Introduction/overview
• Eligibility for FMAGP assistance
3. Overview of State Fire Management Resources
• State agencies responsible for fire management activities within the state
• Resources available to each agency (manpower and equipment)
• History of state fire management activities
4. State Agency Responsibilities and Authority
• Identify State agency or agencies that will have responsibility for activating the
Administrative plan.

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Identify State agency or agencies that will have primary responsibility for administration
of any Fire Management Assistance Grants.
Identify secondary state agencies that will assist with coordination and/or support of Fire
Management Assistance Grants.

5. Staffing: Roles and Responsibilities
• Identify responsibilities for each staff position including: specific duties, chain of
command and reporting responsibilities.
• For Grants management staff, specific responsibilities must include:
o Assisting FEMA in determining subgrant applicant eligibility;
o Submitting and reviewing subgrant applications;
o Advise subgrantees of eligible and ineligible costs;
o Maintaining all subgrant files including project worksheet, financial records and other
pertinent documentation;
o Processing payment for subgrants and ensure federal funds are drawn down in an
accurate and timely manner;
o Submitting, reviewing and accepting subgrant performance and financial reports;
o Entering appropriate financial data into NEMIS;
o Educate subgrantees on timeline for submission of reports and financial
documentation;
o Monitoring, close-out and audit and reconciliation of subgrants;
o Recovering funds for disallowed costs;
o Processing appeal requests and requests for time extensions;
o Providing technical assistance to applicants and subgrant recipients, including
briefings for potential applicants and materials on the application procedures,
program eligibility guidance and program deadlines.
6. Eligible Costs
• Outline eligible costs under the Fire Management Assistance Grant Program
• Reimbursement for costs when a mutual aid agreement is in place
• OMB Cost principles that govern eligible costs including administrative, management,
staffing, and equipment costs.
• Mobilization and Pre-positioning costs, to include:
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7. Procedures for Activating State Administrative Plan
• Protocol for responding to fire emergencies;
• Fire conditions that make a fire eligible for assistance under the Fire Management
Assistance Grant Program
• Outline procedure and staff responsible for requesting assistance through the Fire
Management Assistance Grant Program
8. Required State Documentation
• FEMA-State Agreement must be prepared and signed each year. Additional declared
fires
• Hazard Mitigation Plan