What is needed to request a payment for my AFG award?

Instructions on how to navigate FEMA GO are available.

An AFG award recipient may request as many payments as necessary during the active period of performance of the award. Recipients may submit advance or reimbursement payment requests. All payment requests require supporting documentation.

Important things to consider before requesting a payment:

• Proper procurement must be followed when securing goods and services under the federal award. Additional information regarding procurement for non-state entities is available.
• Scope of work must be completed as listed in the award letter. Any deviations must be pre-approved by FEMA via amendment in FEMA GO. Please see applicable Notice of Funding Opportunity for additional information on amendments.
• All goods and services must be received within active period of performance of the award.
• Use of excess funds or procurement of additional items may be considered after the scope of the award is completed and limited to the purchase of High Priority Items.
• Time elapsing between receipt of funds from FEMA and disbursement to vendors may not exceed 30 days.
• Payments will not be approved if Financial and/or Programmatic reports are delinquent.

There are three main fields that a recipient must fill out when requesting a payment in FEMA GO:

• Payment Amount.

Recipients must enter the amount of funds they wish to request. Most AFG award recipients are required to contribute non-federal funds also known as cost-share. The payment amount should reflect federal share only. To help you calculate your required cost-share correctly please use the AFG Cost-Share Calculator.

• Payment Request Narrative

Recipients must provide a detailed description of the awarded items for which they are seeking payment, including type, quantity, cost of each item as well as any other pertinent information that will help FEMA process the payment. Recipients must identify if the payment request is an advance (orders placed, vendors not paid) or reimbursement (orders placed, vendors paid). Recipients should address any differences between the items and costs requested in the payment and in the supporting documentation.

• Attachments

This section allows recipients to upload all necessary supporting documentation (invoices, purchase orders, contracts, etc.) that will assist FEMA in the approval process. The system will allow an upload of up to 10 attachments. If some or all awarded goods and services were received and vendors were paid, recipients should upload copies of the financial statements or cancelled checks.

Examples of Acceptable Documentation for Advance Payments:

Purchase Orders (PO) that include: 

• PO date  
• Itemized description  
• Cost 
• Signature 

Vendor invoices that include:

• Vendor name
• Invoice date  
• Itemized description  
• Cost 

Vendor contracts for services that include:

• Vendor name  
• Contract date  
• Itemized description of services
• Cost 
• Signatures 

For vehicles, the following information is required:  

• Complete vehicle contract with delivery/completion date and penalty clause (confirm the date of completion to verify extension is not required)
• Vendor and recipient signatures with dates  
• Bond coverage details (if prepayment is expected)

Examples of Acceptable documentation for Reimbursement Payments:

Vendor Receipts that include: 

• Receipt date 
• Itemized description 
• Quantity of items
• Cost per item

Paid invoices that include:  

• Date  
• Itemized description 
• Quantity
• Zero amount due

Purchase Orders (PO) that include: 

• Vendor name  
• PO date  
• Itemized description  
• Cost  
• Signature 

For vehicles, the following information is required:  

• Complete vehicle contract with delivery/completion date and penalty clause 
• Vendor and recipient signatures with dates  
• Bond coverage details (if prepayment is expected)
• Cancelled checks (front and back) or an electronic source document from an external financial institution demonstrating the outlay of funds

For training awards:

• Payroll registers 
• Travel authorization forms/travel vouchers 
• Training sign-in sheets