How to Apply for Public Assistance

Shortly after a disaster declaration, the Tennessee Emergency Management Agency (TEMA) will schedule Applicant Briefings for all potentially eligible entities.

• These briefings explain program requirements, deadlines, eligible work categories, documentation requirements, and the application process.
• Attendance is mandatory for applicants intending to submit an RPA, though TEMA may assist with completing the application if requested.
• In some incidents, the TEMA Public Assistance (PA) team may approve Virtual Applicant Briefings. If virtual briefings are approved, applicants may be directed to complete the briefing by watching the videos on the Navigating Public Assistance page.

Tip: Sign up early to ensure your organization is aware of all requirements and timelines.

After attending the brief­ing, you must complete foundational paperwork to register.

Key forms typically include:

• Applicant Registration Form: used to establish your entity’s profile in FEMA’s Grants Portal and in TEMA’s state system.
• Supplier / Direct Deposit Authorization Form: required if your entity is, or needs to become, a vendor for state payments.

If your organization is new to state vendor systems, additional vendor-registration forms may be required. Once the required forms are submitted to TEMA’s Public Assistance office and processed, the applicant will receive login credentials for the FEMA Grants Portal, the primary tool used to manage PA applications, submit project documentation, and track grant status. 

With your applicant registration complete, the next formal step is submitting an RPA through the FEMA Grants Portal.

• The RPA notifies FEMA of your intent to apply and signals that you are initiating damage documentation.
• Once the RPA is submitted, FEMA/TEMA will review your eligibility and schedule further assessments if appropriate. 

Important: The RPA deadline is set per disaster and may vary by event. Missing the deadline can make your entity ineligible for PA funding. Be sure to monitor announcements from TEMA after a declaration.

If assistance is needed, TEMA can submit the RPA on the applicant’s behalf with written authorization emailed to TEMA.PA@tn.gov.

Written authorization should include:

• Applicant name (county/agency/organization)
• Primary point of contact, phone number, and email address
• Declaration number (e.g. EM-3635, DR-4898)
• A brief authorization statement 

Sample authorization statement:
“I authorize the Tennessee Emergency Management Agency (TEMA) to submit our FEMA Request for Public Assistance (RPA) for [Applicant Name] under [Declaration Number].”

Once your RPA is accepted, FEMA and TEMA will coordinate with your organization to:

• Conduct a damage inventory: list all public infrastructure, facilities, and items damaged or destroyed by the disaster.
• Hold a Scoping Meeting: together with your organization, FEMA and TEMA will review the damage inventory, define eligible work, and group items into eligible project applications.

It is critical to document all damages thoroughly through photographs, facility use records, before/after metrics to support eligibility.

After the Recovery Scoping Meeting, FEMA/TEMA and your organization will develop project applications that outline:

• The precise scope of eligible work (emergency removal, permanent repairs, mitigation)
• Cost estimates and funding requirements
• Documentation of responsibility and eligibility

Projects are submitted through the Grants Portal, where they will be reviewed, revised, if necessary, and approved for funding. Approved funds are not loans, they are grants. Once FEMA obligates the funds, TEMA then conducts the required reimbursement validation process to disperse the funds to the applicant.

While work is ongoing, and after completion, applicants must:

• Maintain detailed documentation of all labor, equipment, materials, and contracts
• Adhere strictly to federal procurement rules and environmental/historic preservation requirements
• Report project progress and costs through the Grants Portal as required

Ongoing documentation ensures compliance, supports reimbursement, and helps with project closeout.

Once work is complete and documented:

• Submit final reports, cost documentation, and inspections for FEMA/TEMA review
• Ensure no outstanding unresolved issues, like environmental compliance or audits, remain
• Once approved, FEMA formally closes the project, and funds become final

Some projects may allow for hazard mitigation or scope changes prior to closeout. All changes must be approved through formal amendments in the Grants Portal.