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IBTS recommends using the WH-347 form — a standardized fillable PDF payroll form recognized by every federal agency — to track disaster related time and cost expenditures. If payroll is not properly documented during disaster response and recovery, municipalities may not be eligible for FEMA reimbursement or may be forced to return their funds years after the disaster occurs.

Download and save a copy of the form to multiple computers before an event so it’s available even if there is no internet access. IBTS also recommends having printed copies stored in a protected location so they are available in the event that computer access is limited. Make sure they are accessible to other emergency operations team members in case you are unable to fulfill your role.

Department of Labor WH-347 form

See more tips from IBTS disaster experts for accounting/finance directors on managing payroll during disasters.