The FHWA Emergency Relief Manual outlines two types of repairs following a disaster: emergency repairs and permanent repairs.

• Emergency repairs are made during or right after a disaster to restore essential traffic, to minimize the extent of damage, or to protect the remaining facilities. Repairs that go beyond these three objectives are permanent repairs. State and local highway authorities are empowered to immediately begin emergency repairs to restore essential traffic service and to prevent further damage to Federal-aid highway facilities. Properly documented costs with before and after photos are usually eligible for reimbursement. On the other hand, permanent repairs require prior FHWA approval.

• Permanent repairs are those repairs undertaken after the occurrence of a disaster to restore the highway to its pre-disaster condition. The total cost of ER funding for a project is typically limited to the cost of repair or reconstruction of a comparable facility that meets the current geometric and construction standards required for the types and volume of traffic that the facility will carry over its design life. Under certain circumstances, betterments may be eligible for if demonstrated to be cost-effective; an example would be for resilience improvements. This eligibility is limited to those portions of the facility that have been damaged.

Damage Assessments: VDOT, in coordination with FHWA Virginia Division engineers, undertakes damage surveys and/or detailed site inspections. This may include local authorities where appropriate. Typically, this involves on-the-ground visits of the damage sites to verify the extent of damage and to determine the cost of repairs eligible for ER funding. Specific sites not visited by FHWA are subject to review and approval of all required documentation.

Implementation of Projects: ER construction contracts are advanced generally in similar fashion as regular Federal-aid highway projects. VDOT generally takes the lead in seeing that projects are advanced in accordance with appropriate Federal and State requirements. The total amount of ER funding provided is based on the Federal share of actual costs incurred by VDOT and local highway authorities to complete eligible repair activities.

The final ER eligibility and reimbursement will be based on the documentation submitted showing cost, justification, and compliance with Federal requirements.

1. Identify your Federal-aid highway routes: Create a list of the Federal-aid routes in your county or community. Damage to these routes is potentially eligible for funding under FHWA's ER program. Federal-aid highways generally include interstates, freeways, arterials, and major collector roads. Usually rural minor collectors and local roads are not eligible.

   VDOT Description of Functional Classification
   Virginia Functional Classification Map

2. Federal Requirements: Be familiar with the federal requirements for construction contracts and the roles and responsibilities of State and Local Agencies administering the ER Projects.

   FHWA Contract Administration Core Curriculum Manual

3. Document emergency repair costs: If you are undertaking emergency repairs to restore essential traffic, minimize damage, or protect remaining facilities, keep good records of the costs incurred. Be sure to take pictures of the damaged area before undertaking any repair work. These will be critical when VDOT or the local agency seek reimbursement under the ER program.

4. Permanent repair work: Remember, permanent repair work requires prior approval by the FHWA division office.

• FHWA Virginia Division Emergency Relief Program Coordinator – Steven Clausen, (804) 775-3345
• FHWA Virginia Emergency Coordinator – Matthew Daly, (804) 775-3362

• Virginia Department of Emergency Management
• VDOT District Office

Emergency Relief Process video series

1. Program Overview and Eligibility 
2. Initial Steps for Requesting ER Funds 
3. Steps for Receiving Reimbursement of ER Expenses
4. Emergency versus Permanent Repairs

Note: Each video has a printable "Companion Resource" on its website.

• Printable Companion to Videos

Links to related Code of Federal Regulations and other information

• FHWA's Emergency Relief Program Web site
• FHWA Order 5182.1 - Emergency Relief Program Responsibilities
• FHWA's Emergency Relief Manual
• Emergency Relief program information from the FAST Act
• FHWA's Web site covering Emergency Relief for Federally Owned Roads (ERFO)
• FHWA's Contract Administration Core Curriculum providing an overview of Federal contracting requirements
• FEMA's policy and guidance covering public assistance
• FEMA fact sheet on debris removal on Federal-aid Highways