ENCLOSURE (3) COMDTINST 7300.8
Regardless of the billing and reimbursement mechanisms of other ESFs, the
documentation outlined in this instruction is still required.
RECORD MAINTENANCE REQUIREMENTS. Original documentation shall be retained by
the unit providing assistance for a period of six years and three months after the submission
date of the final billing request.
Non-expendable property purchased pursuant to participation in the disaster response or
other FEMA mission must be carefully accounted for. Prior to final billing, such non-
expendable materials, equipment and/or supplies will be turned over to the FEMA Project
Administrator for disposition and for obtaining a signed receipt. The signed receipt will
be submitted along with the request for reimbursement.
Lost or damaged items (both existing Coast Guard assets and items purchased pursuant to
the disaster response) will be listed showing the description of each item and a unit cost.
If property is lost or damaged, a Report of Survey(CG form 5269) or FEMA form for
lost/damaged survey certificate must be submitted with the request for reimbursement. If
the item is a reportable CG owned asset, ensure that it is deleted from the unit's Personal
Property Accountability records and documentation is kept on file for a period of three
years, subject to audit.
If equipment is to be loaned to another Federal agency, FEMA form 61-9 will be executed
and appropriate serial numbers obtained. Use a memo or DD-1149 if the FEMA form is
not reasonably available.
All FEMA-owned ADP and communications equipment must be returned to FEMA for
shipment to the FEMA central storage area.