Instructions for Entangled Whale Response Reimbursement

Please read the following instructions and requirements carefully before submitting reimbursement requests.


Category 1 - Emergency Responses

Vessel Expenses

Not all emergency repairs are guaranteed to be reimbursed. The day rate for response vessels includes basic operational costs including: fuel, basic repairs, and lubricant/oil (not personnel).  Note: *All daily rates will be approved for a vessel and same flat day rate will be used in each response throughout the duration of the reimbursement period.

To receive the full reimbursement rate the vessel must provide substantial effort to assist in the emergency response. All vessels used in an emergency response should be approved by Justin Viezbicke (or his delegate).

Vessel expenses are reimbursable for the following scenarios: disentanglement, satellite tag attachment, photo and video analysis, and search under direct order from Justin Viezbicke (or his delegate).

Reimbursement does not include:

  • BOLO ("Be on the lookout") searches

  • Major boat maintenance


Reimbursement Day Rates are based on vessel class:

These rates are not fixed and reimbursement is up to the following amounts.

  • Class A (less than 16’):  $500

  • Class 1 (16-26’):  $1,000

  • Class 2 (27-40’):  $1,500

  • Class 3 (41-65’):  $2,000

  • Research/Agency/University boats: Contract rates as published

  • Stand-by Vessel (must be a pre-approved vessel in the network and designated each day of a response as a stand-by): $500

On days where minimal vessel time is required, reimbursement at ½ the daily rate may be approved.

 

Personnel Reimbursement

Network Member Stipend

The stipend is available to members of NOAA’s Large Whale Entanglement Response Network only. Individuals are responsible for submitting their own reimbursement. All roles are preauthorized by Justin Viezbicke (or his delegate). If an individual is authorized for more than one role in a response they will be reimbursed up to the amount of the higher role. To qualify for reimbursement individuals must check-in daily with the Incident Commander and submit their email address.

*These daily rates are not fixed and reimbursement is up to the following amounts.

  • Incident Commander (primarily level 4): (up to) $750

  • Role in the close approach boat (primarily level 3): (up to) $750

  • Identified role (such as Safety Officer, Communications Officer, Data Documenter, Photo/Video Documenter, UAS Pilot, and Shore-side Communication Coordinator): (up to) $200

  • Standby role (designated by NOAA representative): (up to) $50

*These expenses must be pre-approved and associated with the responder’s role in the event.

Daily rates will begin upon call-out or mobilization, with a 1-day maximum billable travel time to the duty station. An additional 1-day maximum billable time will be charged upon deactivation for travel from the duty station.

Daily rates are all-inclusive for the following: responder time, travel time during the event (excluding initial call-out and subsequent deactivation), and overtime.

On days where minimal responder time is required, reimbursement at ½ the daily rate may be approved.

Note: It is required that travel – including meals, housing and transit - are conducted by the most economical method.

Food: Expenses incurred by the responder during/for the response. (up to) $50 daily and receipts are required. Receipts must be the day of the event or up to 1 day before or after the response.

Mileage: Expense requires a mileage log and will be paid at the University of California approved rate (currently 53.5 cents per mile). Attach a Mapquest or Google Map showing miles driven. Parking and tolls are allowed – with receipts. Only the driver can submit a mileage log, passengers will not qualify.

Hotel: Expense if traveling greater than >60 miles from home will be paid at the University of California approved rate (currently up to $275/night base rate, excluding taxes, etc.) and receipts are required. If sharing a room or some unique arrangement is made, reimbursement approval requires a copy of total receipt and an explanation of expense.

Receipts:

  • Do not submit bank statements, business expense reports, or Quicken reports in lieu of a physical receipt. These types of documents will not qualify as a substitute for a physical receipt and will not be approved for reimbursement.

  • Only receipts for approved responses will be reimbursed.

    • Receipts may be considered for approval with dates up to one day before and/or one day after a response.

    • Receipts that do not connect with an approved response will not qualify for reimbursement.

How to submit receipts ›


Category 2 - Repair/Replacement of Lost or Damaged Tools

These expenses require receipts and pre-approval and must be linked to a response where the tool was lost or damaged.

Repair, lost, or damaged replacements: cost of tool repair/replacement.

How to submit receipts ›


Category 3 - Readiness Expenses

These expenses require receipts and pre-approval.

Readiness expenses include, but are not limited to:

  • New entanglement response tools: telemetry, radios, satellite phone, knives, poles, inflatable boats

  • Personal Protective Equipment (PPE): helmets, PFDs, personal knives, gloves, vhf radios, float coats, boots.

  • Research including but limited to genetic samples, gear analysis, sample shipping, liquid nitrogen, dewer, etc.

  • Documentation: UAS, Camera, Video

  • Outreach material

  • Training and training support

    • Instructors (day rate $250)

    • Travel related expenses (only for volunteers Level 3 or higher):

      • Food: Expenses incurred by the responder during/for the response. (up to) $50 and receipts are required. Receipts must be the day of the event or up to 1 day before or after the response.

      • Mileage: Expense requires a mileage log and will be paid at the University of California approved rate (currently 53.5 cents per mile). Attach a Mapquest or Google Map showing miles driven. Parking and tolls are allowed – with receipts. Only the driver can submit a mileage log, passengers will not qualify.

      • Hotel: Expense if traveling greater than >60 miles from home (up to) $275/night (base rate excludes taxes, etc.) and receipts are required. If sharing a room or some unique arrangement is made, reimbursement approval requires a copy of total receipt and an explanation of expense.

      • Airfare: Use economy/coach class fares for all response related travel, plus reimbursement for first checked bag.

        • Not reimbursed: a) Upgrades of any kind b) Flight Insurance c) Booking agent fees d) Use of frequent flyer mileage

Receipts:

  • Do not submit bank statements, business expense reports, or Quicken reports in lieu of a physical receipt. These types of documents will not qualify as a substitute for a physical receipt and will not be approved for reimbursement.

  • Only receipts for authorized readiness expenses will be reimbursed.

  • Receipts that do not connect directly with an approved response date or preauthorized by Justin Viezbicke (or his delegate) will not qualify for reimbursement.


How to submit receipts:

  1. Take a photo of your receipt with your phone, or scan it to your computer.
  2. In your web browser, go to the “CWR Response Reimbursement Request Receipts” Google Drive folder (https://drive.google.com/drive/folders/19hJH2TnMdcQ9vtFyOfub0PJ6V6701Nbh?usp=sharing).

  3. Make a new folder with your first and last name.

  4. Open your name folder and make a new folder with the date of your reimbursement request.

  5. Repeat step “4” each time you make a reimbursement request so we know which receipts have already been processed (it would be helpful to add the date into the photo file names, as well).