B.6. Application Submission

Submission dates and times generally vary by program. More details are outlined in the sections below.

HMGP submission deadlines for applications are established by FEMA based on the major disaster declaration date. The recipient should submit all subapplications within 12 months of the date of the major disaster declaration.^[190] Subapplications must include all costs for the proposed mitigation activity including subrecipient management costs.

The recipient may submit a written request to extend the application period if the application period has not yet expired. The recipient must include a justification in its request. The regional administrator may extend the application submission timeline in 30- to 90-day increments (not to exceed a total extension of 180 calendar days) if extraordinary conditions occur.^[191]

FEMA encourages recipients to submit subapplications in excess of available assistance, as subapplications must be submitted within the application period to be considered for assistance.

The excess subapplications can be considered after the application period has closed (and the period of performance is open) when:

• FEMA increases the HMGP ceiling.
• Other subapplications are found ineligible or are withdrawn.
• There are cost underruns after the closeout of approved subapplications.

Subapplications submitted in excess of available assistance should also include associated management costs, as management costs requests must also be submitted within the application period.

FEMA may extend the application period beyond 180 calendar days based on meeting the criteria of Section 301 of the Robert T. Stafford Disaster Relief and Emergency Assistance Act (Stafford Act).^[192] Section 301 of the Stafford Act provides relief for the rare and extraordinary circumstance when the magnitude of the event for which the extension is requested prevents the recipient from meeting program administrative requirements. These requests will be considered on a case-by-case basis. At a minimum, the request must describe the conditions that preclude the recipient from meeting the administrative requirements and must include a summary of current status, planned actions to meet the extension, and any resources that may be required.

The FEMA region submits the request and its recommendation to the Mitigation Directorate for final action. If the application deadline occurs while FEMA is reviewing a request, this will not preclude FEMA from granting the extension. For more information on HMGP, refer to Part 10.

States, federally recognized tribes and territories that are affected by fires and receive a Fire Management Assistance Grant (FMAG) declaration are eligible to apply for HMGP Post Fire. The application period opens with the state or territory’s first FMAG declaration of the fiscal year and closes six months after the end of that fiscal year. The regional administrator may grant up to two 90-day extensions. Additional extensions must be requested from the region and approved by the deputy associate administrator for mitigation. FEMA will send a formal assistance notification letter to eligible applicants with the first and each subsequent FMAG declaration.

Application submission due dates and times are noted in the NOFO posted on grants.gov. Subapplicants should consult the official designated point of contact for more information regarding the application process and deadlines.