Use case
A documentation question has two halves: what policy requires, and what your file says. Name the requirement and PAPPAIA sets the governing provision beside it, citing document, section and page.
Citations checked against current published sources 2026-09-04
"Our force account labor packet has names, dates, hours and signed timesheets. What else does Table 10 require for a large project — before FEMA sends the RFI?"
PAPPG v5 embeds a required-documentation table for nearly every cost type. Name the cost type and PAPPAIA cites the governing table, including the small-project and large-project split: Table 10 (force account labor, PDF p. 83), Tables 12–13 (equipment, pp. 89–92), Table 14 (materials and supplies, p. 93), Table 15 (contract costs, p. 104), Table 19 (insurance, pp. 115–116), Table 21 (debris removal and disposal, pp. 122–123), Table 34 (large-project closeout, pp. 258–259).
Some documents are not paperwork — they are the eligibility test. A written labor policy must predate the incident, apply uniformly regardless of a presidential declaration, set non-discretionary criteria for activating each pay type, and must not condition payment on federal funding (PAPPG v5 Ch. 6, PDF p. 84). Paste the clause; PAPPAIA puts it next to each condition PAPPG applies.
Quote your pricing or oversight clause and ask. Cost-plus-percentage-of-cost and percentage-of-construction contracts are prohibited for local governments and PNPs in all circumstances, emergencies included (2 CFR § 200.324(c); PAPPG v5 PDF p. 102). Time-and-materials requires all three conditions: no other contract type suitable, a ceiling price the contractor exceeds at its own risk, and documented high-degree oversight of methods and cost controls (2 CFR § 200.318(j); PAPPG v5 PDF p. 102).
Current 2 CFR § 200.320(c) lists five circumstances for noncompetitive procurement — below the micro-purchase threshold, single source, public exigency or emergency, written request with written FEMA or pass-through approval, or inadequate competition after solicitation. Some FEMA materials still cite § 200.320(f) with four circumstances; that is pre-2020 numbering. PAPPAIA also returns what a large-project sole-source justification must contain (PAPPG v5 Ch. 6 § X.C, PDF pp. 100–101).
Give it the dates. Incident-related impacts and damage must be reported within 60 days of the recovery scoping meeting (44 CFR § 206.202(d)(1)(ii)). An RFI carries a deadline of at least 15 days (PAPPG v5 Ch. 2, PDF pp. 45–48). Applicants appeal within 60 calendar days of the FEMA determination; the recipient must forward it with a recommendation within 120 calendar days, or FEMA denies the appeal (44 CFR § 206.206(b)(1)(ii)(A)). Recipients certify each large project's completion within 180 days of the work completion date or the project completion deadline, whichever occurs first — from the obligation date if work finished before obligation (PAPPG v5 Ch. 12, PDF pp. 258–259). Records are retained 3 years from submission of the final financial report — for subrecipients, 3 years after the recipient transmits the certified final expenditure report (2 CFR § 200.334; PAPPG v5 Ch. 12, PDF p. 262).
Table 10 requires more than that for a large project. Beyond names, dates, hours and timesheets, it calls for job title and function, employee type, pay and fringe benefit rates, fringe benefit calculations, descriptions of work performed through daily logs or activity reports, and the applicant's pay policy. That policy is itself an eligibility test: pre-disaster, applied uniformly regardless of declaration, non-discretionary activation criteria, no payment contingent on federal funding. Check the pay split too — for Category B emergency work, straight time for budgeted employees is generally ineligible; only overtime is.
Sources
This is targeted retrieval, not an exhaustive read: PAPPAIA pulls the passages of your file most relevant to the question you asked, and very long files are indexed up to a cap. Name the requirement and it checks your record against it — it will not surface an omission you haven't asked about.
Free while PAPPAIA is in public preview. Answers are grounded in cited policy sources and include exact references for independent verification. General information, not legal or grant-compliance advice.
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