Purpose Statement

The purpose of this article is to explain how to set up and manage FEMA Cost Codes in First Due so agencies can accurately track reimbursable costs during declared emergencies.

Background Information

FEMA Cost Codes help standardize cost tracking and reporting when an incident is eligible for reimbursement. Keeping these codes up to date ensures equipment and apparatus can be assigned the appropriate FEMA Cost Code during specification and inventory workflows, reducing manual clean-up during after-action reporting.

Required Permissions

Users must have permission to access Assets > Setup. There is no separate or additional permission specific to FEMA Cost Codes.

Video

Step-by-Step Guide

1. Navigate to Assets Module Setup

• Click the First Due (FD) logo in the upper-left corner to open the module stack.

• Select Assets.

• Click Setup.
  

2. Open FEMA Cost Codes

• In Setup, click FEMA Cost Codes to view the cost codes list.
  

3. Manage FEMA Cost Codes

• Use the search and filter options to narrow the list (for example: Asset Type, Status, Archived).
  

• Use the Download option to export the list to a .csv file for local storage, auditing, or sharing.
  

• Use Show dropdown to add or remove columns and customize your view.
  

4. Edit a FEMA Cost Code

• In the Actions column, click the Edit (pencil) icon for the code you want to update.

• Update the fields as needed to match how your agency tracks reimbursable costs.

• To prevent a code from being used without deleting it, set Status to Inactive

   Inactive codes cannot be assigned to Equipment or Apparatus but can be reactivated later.

• Click Save to apply your updates.
  

5. Archive a FEMA Cost Code

• In the Actions column, click the Archive icon for the code you want to remove.

• Click Yes to confirm.
  

Warning: Archiving a FEMA Cost Code cannot be undone

Archived cost codes will not appear in the dropdown when assigning FEMA Cost Codes to assets.

Best Practices

• Keep only relevant FEMA Cost Codes active to reduce selection errors during Equipment/Apparatus setup.

• Use Inactive for codes your agency does not use but may need later.

• Use Archive only when you are confident the code should be permanently removed.

• Periodically export the list using Download (.csv) for review during audits or emergency preparedness planning.

Troubleshooting & FAQs

I can’t see Assets > Setup.

• Your user role does not include permission to access Assets Setup. Contact your First Due system administrator.

Why can’t I find a FEMA Cost Code when assigning it to equipment or apparatus?

• Confirm the code is Active and not Archived.

What’s the difference between Inactive and Archived?

• Inactive: Temporarily disables assignment; can be reactivated.

• Archived: Removes the code from assignable lists.

Where are FEMA Cost Codes used?

• Active codes are available in Equipment and Apparatus specifications under FEMA Cost Code.