Page 32 - claims information pack ebook_e

1992 Fund Claims Manual October 2016 Edition

recovery of costs is good record keeping. ● Labour costs at each site (number and
A claim should clearly set out what was categories of response personnel, the
done and why, where and when it was done, name of their employer, hours or days
by whom, with what resources and for worked, regular or overtime rates of pay,
how much. Invoices, receipts, worksheets method of calculation or basis of rates
and wage records, whilst providing useful of pay and other costs).
confirmation of expenditure, are insufficient ● Travel, accommodation and living costs
by themselves. A brief report describing for response personnel.
the response activities and linking these
with expenses will greatly facilitate the ● Equipment costs at each site (types of
assessment of claims. equipment used, by whom supplied, rate
of hire or cost of purchase, method of
3.1.17 Spreadsheets offer a particularly useful calculation of hire rates, quantity used,
way of summarising some of the key period of use).
information required in support of a claim.
Each response organisation or contractor ● Cost of replacing equipment damaged
30 should maintain a daily log of activities, beyond reasonable repair (type and age
including details of the number of personnel of equipment, by whom supplied, original
involved, the type and quantity of equipment purchase cost and circumstances of
and materials used and the type and length damage supported by photographs,
of shoreline cleaned. If response vessels video or other recording material).
are used to combat oil at sea, extracts ● Consumable materials (description, by
from their deck logs covering their period whom supplied, quantity, unit cost and
of deployment provide a useful source of where used).
information.
● Any remaining value at the end of the
3.1.18 Specific information should be itemised operations of equipment and materials
as follows: purchased specifically for use in the
● Delineation of the area affected, describing incident in question.
the extent of the pollution and identifying ● Age of equipment not purchased
those areas most heavily contaminated specifically for use in the incident in
(for example using maps or nautical question, but used in that incident.
charts, supported by photographs, video ● Transport costs (number and types of
or other recording media).
vehicles, vessels or aircraft used, number
● Analytical and/or other evidence linking of hours or days operated, rate of hire or
the oil pollution with the ship involved in operating cost, method of calculating
the incident (such as chemical analysis of rates claimed).
oil samples, relevant wind, tide and current ● Cost of temporary storage (if applicable)
data, observation and plotting of floating and of final disposal of recovered oil and
oil movements).
oily material, including quantities disposed,
● Summary of events, including a description unit cost and method of calculating the
and justification of the work carried out at claimed rate.
sea, in coastal waters and on shore, together 3.1.19 Claims for the costs of treatment of oiled
with an explanation of why the various wildlife should essentially follow a similar
working methods were selected.
pattern to that set out above for clean-up
● Dates on which work was carried out at costs. Details of the number of animals
each site. treated and the number successfully