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Generate FEMA Equipment Rates

Verify All Equipment Records Have FEMA Cost Codes

  1. Click the Resources tab.
  2. Select Equipment from the layer panel.
  3. Add the All Equipment layer.
  4. Add a quick filter where Equipment FEMA Cost Code IS Empty (Is Null).
  5. All equipment records without a cost code assigned display in the list view.

If the list is empty continue to the Generate FEMA Rates section.

Assign FEMA Cost Codes to Equipment Records

The cost codes are stored in the Equipment FEMA Rates library and are based on the official FEMA Schedule of Equipment Rates.

  1. Open an equipment record that needs a cost code.
  2. Click Edit.
  3. In the Equipment FEMA Cost Code field, search for and select the appropriate code.
  4. Click Save.

Repeat the steps until all equipment records have cost codes.

Generate FEMA Rates

  1. Click iAdministration_sm.png>Library Manager.
  2. Select the Equipment FEMA Rates library.
  3. Click FEMA Rates.
  4. A dialog box displays a summary of code and rate information. See the Definitions section for more information.
  5. Click Create FEMA Rates.

Any existing FEMA rates with an Expire On date one day before the Effective On date listed in the dialog box are expired and a FEMA Rates for Equipment Records that do not have the latest FEMA Rate is applied.

See the Troubleshooting and FAQ sections for help with error fixes.

Definitions

The FEMA Equipment Rates dialog box displays after you click on the FEMA Rates button and contains the following information:

FEMAEquipmentRatesdbox.png

  • Effective Date: The Effective Date on the Equipment FEMA Rates library. All library entries should have the same effective date.
  • Records linked to FEMA Codes: Count of equipment records with a FEMA Cost Code assigned.
  • Records with current FEMA Rates: Count of equipment records with the latest FEMA Rate and do not need to be updated.
  • Records with outdated FEMA Rates: Count of equipment records with an outdated FEMA Rate and will be updated.
  • Create X FEMA Rates: X is the number of rates to create. When you click on this button, any existing FEMA rates with an expiration date 1 day before the Effective Date listed above are expired and creates a FEMA Rates for Equipment Records that do not have the latest FEMA RATE.

Troubleshooting

Any error that could display along with the resolution is listed:

"Cost codes are required to create rates. Import FEMA Cost Codes to continue."

  • This message displays on the FEMA Equipment Rates dialog box and the Create X FEMA Rates button is disabled.
  • This means no Equipment FEMA Rates library entries exist. Contact Tech Support to get the latest FEMA Cost Codes to import into your library.

"Cannot create FEMA rates because the Effective Dates aren't the same. Fix the dates to continue."

  • This message displays on the FEMA Equipment Rates dialog box and the Create X FEMA Rates button is disabled.
  • In Resources>Equipment, edit the equipment records to have the same Effective On dates either one at a time or with an import/export.
  • Another option is to Inactivate invalid equipment records.

"Rates on these records will be expired. No rate will be created because they are not linked to a FEMA Cost Code. Set a FEMA Cost Code on the Equipment records to make new rates."

  • This message displays on the Unlinked Rates message box along with a list of equipment record IDs.
  • The message displays when equipment records do not have an assigned FEMA Cost Code but have a FEMA rate.
    • Continue: During the generation of the FEMA Rates, rates on the listed records are expired.
    • Cancel: Click to end the process and edit the listed records. After editing the records, click FEMA Rates again.
  • This message displays only once. The next time you create rates the message does not display because these rates have been expired.

"Some equipment records are using inactive FEMA cost codes, and will not have a FEMA rate."

  • This message displays on the Inactive FEMA Cost Codes message box along with a list of inactive cost codes assigned to one or more equipment records.
    • Continue: New rates are not generated for records with inactive cost codes.
    • Cancel: Click to end the process and update the equipment record's cost code to an active or valid code.
  • This message displays every time you create rates until the equipment record is updated with a valid FEMA cost code.
  • These records are not included in the Records linked to FEMA Codes count.

"The expiration date for rates on these records cannot be set. Either the rates are used after the expiration date trying to be set, or the existing expiration date is later than the date trying to be set."

  • This message displays on the Cannot Expire Equipment FEMA Rates message box along with a list of equipment records with conflicting dates.
  • The FEMA Rate for the listed Equipment records were used after the current Effective Date of the new rates.
    • Continue: The Expires On date for the rate cannot be set.
    • Cancel: Click to end the process and edit the conflicting dates.
  • This message displays every time you create rates until the rate's Expire On date can be set.
  • These records are included in the Records linked to FEMA Codes count. After clicking the Create X FEMA Rates button, these records continue to show in the button count.

FAQ

What if you delete a FEMA Rate?

The FEMA Rate process generates a new rate the next time it is run.

What if you change the amount on a FEMA Equipment Rate?

The updated amount is used. Changing the amount does not affect whether a FEMA Equipment Rate is considered outdated or not, and has no impact on the FEMA Rate process.

What if you change the FEMA Code on an Equipment with an active FEMA Equipment Rate?

The Equipment Update warning displays.

What if you update a FEMA Code amount?

The new amount is used when generating a new rate, but existing rates and functionality are not affected.

What if a FEMA Code is deleted from the library?

A library record that is in use cannot be deleted.

What if a "FEMA" rate name is already being used?

When you click Create X FEMA Rates, all outdated rates are expired, including those that are not linked. The Unlinked Records message displays.

What if an Outdated FEMA Equipment Rate is used past the desired expiration date?

This situation can arise only if the following happen in order:

  1. New FEMA rates go into effect, but the FEMA Codes library is not updated, and new FEMA Equipment Rates are not created.
  2. Existing, now-outdated FEMA rates are used on a task past the new effective date.

When the FEMA Codes library is updated and you try to create FEMA Equipment Rates, the outdated rates cannot be expired, because they have been used past the expiration date.

Can an Equipment record have multiple FEMA rates?

No.  It is not known that more than one FEMA rate would be in effect at the same time.

Are FEMA Equipment Rates linked to the FEMA Codes Library?

No, the only thing marking a FEMA Equipment Rate as FEMA-related is the FEMA Rate Name.

What if you click Create X FEMA Rates, but the FEMA Codes are not effective until a future date, like six months from now?

Not a problem.

  1. The new codes replace the old codes in the FEMA Equipment Codes library.
  2. The old rates remain.
  3. When you create new rates, the old rates are still active until the new Effective On date, and the new rates are not effective until then.

What if my Air Compressor is linked to code 9999, but code 9999 no longer exists after an update?

The FEMA Equipment Rate for that compressor is expired the next time you update rates. In the Create FEMA Rates process a warning displays with a list of the FEMA codes that are no longer valid after the user clicks the Create X FEMA Rates button.