This suite of resource documents, developed by APPA's Mutual Aid Committee, is for public power utilities that responded to a call for mutual aid. Utilities can use this set of templates to efficiently prepare and submit reimbursement packages for mutual aid deployments. Once finalized, the materials should be submitted to the requesting utility for reimbursement. If the incident received a federal disaster declaration, the requesting utility can also use these same documents to seek cost recovery through FEMA’s Public Assistance Program. The templates are available to members of APPA only.
- Invoice Template (Excel, 411 KB): A template for documenting and invoicing mutual aid expenses. The template supports documentation for various cost categories, including personnel, equipment, meals and travel, and fringe benefits. A cover checklist reviews additional forms and considerations for which expenses might be eligible for reimbursement.
- Supporting Documentation Cover Pages (PDF, 100 KB): A set of cover sheets and instructions for how to organize supporting documentation such as receipts, time sheets, contracts, and other records associated with mutual aid restoration activities. These pages help ensure that reimbursement packages are complete and easy to review.
- Template Overview (PowerPoint, 2 MB): High-level guidance on how to use both the Excel invoice template and the supporting documentation cover pages. This overview is intended to help responding utilities quickly understand the reimbursement process and documentation requirements.
APPA and the Mutual Aid Committee extend their appreciation to the Orlando Utilities Commission and the Florida Division of Emergency Management for their role in developing these templates. The resources are based in large part on materials created by FDEM’s Florida Recovery Obligation Calculation (F-ROC) program, which OUC used following recent mutual aid deployments.