Emergency Preparedness - Others

1. NOTE: Even though a disaster has been declared, the card holder must comply with the same documentation requirements applicable to all purchase transactions (e.g. receipts, supplier invoices) while using the SPOTS card. 
   
2. If contacted by a buyer during a declared disaster and your card has sufficient funds available, call the supplier and provide purchase and card information. 
3. When making the purchase ensure the delivery and payment addresses match the buyer's purchase information.
   
4. If the card holder does not have sufficient funds available, the card holder must contact Accounting or SPOTS provider to request additional funds. 
5. Obtains documentation from the supplier - all invoices(s) and packing slip(s).
6. Obtains information from the buyer for required purchase(s) documentation and card reconciliation.
   

Finance Supervisor Duties

1. Acts as the liaison between the Emergency Coordination Center (ECC) or individual Agency Operations Centers (AOC) and the coordinating agency for financial matters. 
   
2. Manages all financial aspects of the incident. 
   
3. Works with coordinating agency to ensure proper procurement and financial staffing is available to meet need. 
   
4. Initiates communication plan to ensure continuity of information flow between parties and that all documentation follows requirements. Briefs all subordinates on all incident related finance issues needing attention and/or follow up. 
   
5. Ensures all personnel time records are accurate and returned to appropriate personnel within the coordinating agency and sent to their home agency. 
   
6. Ensures all procurement records are properly prepared, completed, and returned to appropriate personnel within the coordinating agency. 
   
7. Provides financial/cost updates for the incident as requested.