Provincial Emergency Program |
VOLUNTEER POLICY & PROCEDURES |
Is the mileage rate the same regardless of the size of the vehicle?
Yes. The 24 hour fixed rate for command, communications, feeding, and mutual support vehicle acknowledges the extra costs of operating these larger vehicles.
What is meant by portal to portal?
Portal to portal refers to a round trip from the volunteer’s residence to the assembly point plus mileage used during the response (when the volunteer’s vehicle was required by the group during the response) and the return trip. Responders should ensure that the number of personal vehicles used on the response is minimized.
Is there a separate rate for idle time due to weather?
No.
Is the mileage rate included in the 24 hour fixed rate for command, communications, feeding, and mutual support vehicles?
No. Mileage should be claimed over and above the eligible 24 hour fixed rate.
Can volunteers claim for individual meal rates if meals are provided by a feeding van?
Yes. Volunteers may claim meals for the travel period to and from the assembly site (location of feeding van) when this travel is over 3 consecutive hours in duration each way. As well, any volunteer with special dietary requirements may claim for meals when the food provided by a feeding van is not appropriate.
What is the rate for soft-sided accommodations (tents)?
The rate for this type of accommodation would be the same as the rate for private lodging.
Is there still a two hour minimum for powered watercraft?
Yes. The two hour minimum applies for powered watercraft. This does not apply for river rafts used under rental agreements.
What does a SAR group claim if they have used their command vehicle to respond to two separate incidents within a 24 hour period?
It should claim 2 x $500 = $1,000
When is the call-out rate used?
The call-out rate is used when a command vehicle or road rescue truck is deployed but the deployment is cancelled en route or the vehicle is not used in the response. There is no call-out rate for communications, feeding or mutual support vehicles.
In a mutual support situation, will PEP pay for more than one command vehicle responding to an incident?
In general, no. PEP will pay for one command vehicle per incident. In extenuating circumstances, the RM may authorize claims for other command vehicles due to the scope and size of the response.
Has the “first vehicle rate” been dropped?
This rate has been replaced by the mutual support vehicle rate. Again, PEP will normally only pay for one mutual support vehicle per group per response.
Was the Salvation Army involved in the review of feeding van rates?
No.
Can a group claim for both a command vehicle and a communications vehicle?
A group can only claim for a communications vehicle if it is staffed by emergency communications personnel and the vehicle is used solely and specifically for communications purposes. In general, SAR groups for example, will use their command vehicle for communications as well and should only claim the command vehicle rate.
Have the rates for pumper trucks changed?
No, the policy and rates for pumper trucks have not been addressed in this policy as this policy is only for volunteer groups. Policy dealing with local government will be reviewed at a later date.
Are the hourly rates for command, communications, feeding, mutual support, and road rescue vehicles still in effect?
No, these rates have been replaced by per response per 24 hour rates.
Is amateur radio equipment included in the equipment rates?
Yes. As PEP only reimburses volunteers for the expenses incurred in using the equipment amateur radio groups should be able to claim these expenses.
Can a group claim the $25/person equipment rate for a call out?
No. This equipment rate can only be claimed for a response.
Can a group that responds to two separate incidents in a day claim the $25/person equipment rate for each incident?
Yes.
Can an individual claim the $25/person equipment rate?
No. This claim must be made by a group on behalf of its members and will be paid to the group.
Can a group claim the $25/person for converging volunteers?
No, a group can only claim for those members who have a PEP ID card.
Will the $25/person equipment rate apply to ESS volunteers?
No. Currently, ESS volunteers do not use specialized equipment. This rate only applies to SAR, Emergency Communications, and Road Rescue at this time. If a volunteer emergency communicationsgroup is deployed to provide communications for an ESS response, the emergency communications group can claim this rate.
What constitutes incidents in regards to the Equipment Rate?
Incidentals covered under the $25/person equipment rate would be those incidental items that are related to the equipment (for example, batteries).
These items can vary in price from a few dollars to many thousands. Will there be a scaled reimbursement rate to reflect this?
No. There is such a steady stream of new equipment coming on the market that PEP decided to use one rate for all at this time. Groups must also note that the use of this type of specialty equipment must be pre-authorized by PEP.
Is this supplement an addition to the Search and Rescue Equipment Allowance?
No, groups are now able to claim a $25/person equipment allowance.
Can the OSH supplement be claimed by an individual?
No, this must be claimed by the group.
Can the OSH supplement be claimed by a local government?
No, this must be claimed by a recognized volunteer group.
Does the OSH supplement apply to all teams during a mutual support operation?
Yes. Each team should claim the OSH supplement on their submitted claim total for the response.
Why is it called an OSH supplement?
The intent is to provide teams with dollars towards training that will minimize OSH risks to volunteers during response.
Rates are rounded to the nearest hour, with the half hour rounded up to the full hour.
Groups should retain their phone records but these will only be required if the claims for these charges is excessive.
What is a 24 hour period?
24 hours, beginning from the call out of a volunteer group and regardless of the time of day.
No. Please refer to the PEP policies which currently address local government taskings.