Administration/Reimbursement

Introduction

The Administration/Reimbursement Division is responsible for the administration of the terms and conditions prescribed under the California Fire Assistance Agreement (CFAA) which includes but is not limited to processing the reimbursement of resources that are requested and utilized under the CFAA.

 

Administration & Reimbursement Contact Information

Main Fire Phone: (916) 845-8711

Email: cfaareimbursement@caloes.ca.gov

Lori Lopez, Deputy Chief of Administration

Phone: (916) 845-8722 / Fax: (916) 845-8396

lori.lopez@caloes.ca.gov

Auburn Diede, Staff Services Manager I

Phone: (916) 845-8725 / Fax: (916) 845-8396

auburn.diede@caloes.ca.gov

Kelly Faustino, Associate Governmental Program Analyst

Phone: (916) 845-8662 / Fax: (916) 845-8396

kelly.faustino@caloes.ca.gov

Sage Torrez, Associate Governmental Program Analyst

Phone: (916) 845-8424 / Fax: (916) 845-8396

sage.torrez@caloes.ca.gov

Vacant, Associate Governmental Program Analyst

Phone: TBD/ Fax: (916) 845-8396

Nicole Stanich, Staff Services Analyst

Phone: (916) 845-8717 / Fax: (916) 845-8396

nicole.stanich@caloes.ca.gov

Alaina Viernes, Staff Services Analyst

Phone: (916) 845-8707 / Fax: (916) 845-8396

alaina.viernes@caloes.ca.gov

Matthew Modin, Staff Services Analyst

Phone: (916) 845-8236 / Fax: (916) 845-8396

matthew.modin@caloes.ca.gov

Explore this Section

Mutual Aid Reimbursement System

The Mutual Aid Reimbursement System (MARS) is a web based application that will be managed by Cal OES and utilized by all fire agencies that respond under the California Mutual Aid System. The intent of this program is to make reimbursement under the California Fire Assistance Agreement (CFAA), housed under one platform that is easily accessible to Cal OES, the paying entities, and the responding fire agencies.

California Fire Assistance Agreement (CFAA)

May 1, 2020 – December 31, 2024 CFAA Agreement with 2020 Exhibits

The CFAA is the negotiated reimbursement mechanism for local government fire agency responses through the California Fire Service and Rescue Emergency Mutual Aid System. The terms and conditions that outline the methods of reimbursement calculation are defined in Exhibit A. Understanding the CFAA is recommended for developing business practices when responding under the Mutual Aid System.

2020 CFAA Changes Letter

​Rate Letter

Current Apparatus, Support Equipment, & Volunteer Rates

The Rate Letter provides current set reimbursement rates for engines, water tenders, support vehicles, privately-owned vehicles, and base volunteer personnel rates. The rates are set by the California Fire Assistance Agreement (CFAA) Committee, and cannot be altered. The Rate Letter is effective on the date of the letter (publish date), and remains in effect until a new one is published. Only the most current Rate Letter is available on this site.

Rate Letter (Effective May 1, 2022)

​Salary Survey / Administrative Rate

The salary survey can be updated any time throughout the year. Keep in mind that rates are effective the day our office receives them, and cannot be retroacted. Acceptable means of submission are by email, fax, or regular post office mail. Please review the instructions to understand allowed procedures for completing the survey. All fields are required. Incomplete salary surveys will be returned, and not accepted until completed.

2022 Salary Survey / Admin Rate Reimbursement

2022_Salary_Survey_Administrative_Rate_FILLABLE

2022 Attachment A. Non-Suppression Personnel – FILLABLE
Indirect Cost Rate Plan (ICRP) Definitions
Instruction for Completing Administrative Rate Calculations
Instructions for Completing the Cal OES Salary Survey
Sample Resolution #1
Sample Resolution #2

​Cal OES Emergency Activity Record (OES F-42) Form

For information on how to request the new OES F-42 form, please contact your regional Cal OES Assistant Chief.

The PDF version of the OES F-42 form available for download is to be used for training purposes only and is not intended for official use.

Reimbursement – F42

Cal OES Emergency Activity Record (OESF-42) – WATERMARKED – FINAL
F-42 Instructions

Expense Claim Reimbursement

Under normal conditions, travel expenses that occur in California are not reimbursable per the CFAA. However, there are uncommon situations that arise, and an Incident Commander may approve certain travel costs associated with a mutual aid response. Any expenses submitted on a travel expense log must follow the procedures outlined in Exhibit “H” of the CFAA (link to the agreement is above). There are no exceptions to the documentation requirements in Exhibit “H”.

Reimbursement – Travel

Cal OES F-142A (Expense Claim Reimbursement Log) – FILLABLE
Cal OES Emergency Meal Lodging Roster – FILLABLE
2020 Cal OES Exhibit H (In-State and Incident Related Expenses)
2020 Cal OES Exhibit G (Reimbursement Policy and Procedures for Outside the State of California Assignments)

​Fire Management Assistance Grant (FMAG)

Fire Management Assistance is available to States, local and tribal governments, for the mitigation, management, and control of fires on publicly or privately owned forests or grasslands, which threaten such destruction as would constitute a major disaster. The Fire Management Assistance declaration process is initiated when a State submits a request for assistance to the Federal Emergency Management Agency (FEMA) Regional Director at the time a “threat of major disaster” exists. The entire process is accomplished on an expedited basis and a FEMA decision is rendered in a matter of hours.

The Fire Management Assistance Grant Program (FMAGP) provides a 75 percent Federal cost share and the State pays the remaining 25 percent for actual costs. Before a grant can be awarded, a State must demonstrate that total eligible costs for the declared fire meet or exceed either the individual fire cost threshold – which is applies to single fires, or the cumulative fire cost threshold, which recognizes numerous smaller fires burning throughout a State.

Eligible firefighting costs may include expenses for field camps; equipment use, repair and replacement; tools, materials and supplies; and mobilization and demobilization activities.

More information concerning the FMAG Program can be found on the FEMA FMAG web page:
https://www.fema.gov/fire-management-assistance-grant-program