Reimbursement Process

Resource Mobilization During the Incident

During State Emergency Operations Center (SEOC) activations, Resource Requests are submitted to the Resource Mobilization Team on the ICS 213 RR.  After a resource has been approved for deployment by Operations, Planning, Logistics, Finance and the SEOC Director, the requesting agency and responding agency are given the completed ICS 213 RR as notification of who is responding and as mission order for the responding agency. The ICS 213 RR contains the following information:

  • Mission Name and Detailed Description
  • Requesting Agency Information
  • Deployment Information
  • Estimated Costs

Resource Mobilization During the Recovery Phase

After the response phase has concluded, the Resource Mobilization team will start to receive invoices from the responding agencies.  These invoices are known as Reimbursement Packets and can include the following forms:

  • Personnel Resource List
  • Cooperator Incident Assignment Invoice
  • Personnel Expense Summary
  • Individual Salary Breakdown
  • Equipment Use Summary
  • Equipment Transport Summary
  • Fuel Summary
  • Misc. Expense
  • CRRF Standard Rates
  • State CRFF All-Hazards Resource Rate Contract Service Form

After the Resource Mobilization team receives the responding agency's Reimbursement Packet it goes through the first of three audits.  Resource Mobilization will verify that the resources seeking to be reimbursed were ordered through the appropriate SEOC procedure. In addition, the resource rates are verified as reasonable. Most commonly, the rates will be compared to an existing Colorado Resource Rate Form (CRRF) that was in place previous to the incident or by comparing the costs to the CRRF Standard Rates. In cases where the responding agency is from outside of Colorado, costs are determined prior to deployment through the utilization of the Emergency Management Assistance Compact (EMAC) process. The EMAC Request for Assistance (REQ-A) form documents the pre-established three part process:

  • Section I - the request completed by the Requesting State
  • Section II - the offer completed by the Assisting State
  • Section III - the acceptance of the offer completed by the Requesting State

After the Reimbursement Packet has been verified as ordered through the SEOC process and the rates are deemed reasonable, the Reimbursement Packet is sent to the DHSEM Finance Section for payment.

Finance Section Reimbursement Process

After the DHSEM Finance Section receives a Reimbursement Packet, they complete a second audit of the charges. If the Reimbursement Packet is complete, they will enter it into the procurement system. For Reimbursement Packets submitted before July 1, 2014, the payments were entered into the Colorado Financial Reporting System (COFRS).  Reimbursement Packets submitted on or after July 1, 2014 were entered into Colorado Operations Resource Engine (CORE). After inputting the Payment Voucher (PV) the DHSEM Finance Section will compile payment information and update WebEOC to reflect the payment.

The DHSEM Finance Section scans and submits the documentation to CDPS Finance for a third audit. After the Reimbursement Packet is deemed reasonable, CDPS Finance will approve the request for payment and will either order a check to be submitted to the responding agency or will authorize an Electronic Funds Transfer (EFT).

Resource Mobilization Reimbursement Process Graphic

resource mobilization flow chart

Resource Mobilization Reimbursement Process Graphics