Make a DRFA claim

Step 1: Report the event

The Delivery Agency is required to fill out and lodge a ‘Notification of an event’ form within 5 working days following the disaster.

This can be done by a delivery agency filling out the form below or by emailing ndfa@justice.vic.gov.au.

Complete the form(opens in a new window)

For the best experience, please use Google Chrome web browser. Help and user guides are available within the CMS.

Step 2: Confirmation of a DRFA event

The delivery agency will receive a letter advising of the Australian Government Reference Number (AGRN) for the disaster and terms of funding support to be provided.
An assessor will be assigned to the delivery agency.
Early estimates are captured in the CMS.

The administering authority (NDFA team) will notify the Commonwealth of the eligible disaster. The Commonwealth will approve the eligible disaster and assign an Australian Government Reference Number (AGRN) for the event. The eligible disaster is set up in the CMS by the administering authority.

The delivery agency will be notified via a letter to the CEO providing the established AGRN and next steps.

Estimates of damage captured by the delivery agency in the notification of event form will be automatically entered into the CMS estimates module when an AGRN is assigned by the administering authority. The delivery agency is required to review and update these estimates on a regular basis.

The assessing authority (the Department of Transport and Planning) is also notified of the disaster and will make contact with the impacted delivery agency.

A delivery agency will be able to view information about notified natural disasters and key allowable time limits including dates in the CMS.

A delivery agency will be able to view information about their event notification in the CMS including the allowable time limit. A delivery agency will need to keep track of their allowable time limits to complete works/activities, incur expenditure and lodgement timeframes for claims and/or certified reconstruction works estimate packages.

Any costs incurred after these deadlines will be deemed ineligible for reimbursement. Please note that these timelines allow the Victorian Government to comply with Commonwealth Government timelines for acquittal and audit requirements.

Step 3: Submit a compliant DRFA claim

The delivery agency is required to submit claims in accordance with the guidelines and timelines.
The delivery agency is required to work with the assessing authority throughout the claims journey.

The delivery agency will need to work with their assigned assessor to establish the claim type, process to follow and documentation required to submit a fully compliant claim.

The CMS is a system for a delivery agency to complete all activities relating to the DRFA, from a notification of an event to the submission of estimates and claims for natural disaster financial assistance. For access, please contact ndfa@justice.vic.gov.au(opens in a new window).

The Victorian DRFA guidelines and fact sheets provide detail information about eligibility, claim types and supporting documentation required for a fully compliant claim. The guideline documents developed by Victoria are consistent with the requirements of the DRFA published by the Commonwealth Government.

Any queries on the claim process should be directed to the delivery agency assessor.

Step 4: Finalising the DRFA claim

The assigned assessor to review the claim and make a recommendation to the administering authority.
The delivery agency will receive a letter advising of claim outcome.

Claims are to be lodged on the CMS for eligible expenditure within designated timeframes using the correct claim form and with the supporting documents as outlined in step 3 above. A claim is not considered as being lodged unless it is fully compliant with the DRFA guidelines.

Fully compliant claims are required to be lodged on a regular basis throughout the financial year and within one month from the end of the financial year in which the expenditure was incurred (by 31 July).

Claims are assessed in accordance with the DRFA guidelines, by the relevant assessor. assessment of the claim includes a review of supporting documentation and site inspections undertaken. A well-structured fully compliant claim enables assessments to be undertaken in a timely manner.

Read more about the validation process used by the assessing authority and the DRFA assurance framework.

Once a claim has been assessed by an assessor, a recommendation is then made to the administering authority.

The administering authority will undertake an assurance check of the claim. During this stage the administering authority will work with the assessing authority and the delivery agency as required.

Once a claim has been assessed as fully compliant, the administering agency will process the recommended claim amount reimbursement.

The delivery agency will receive a letter from the administering authority advising of the claim outcome.

The state appointed auditor and the Commonwealth appointed auditors will undertake their respective audits and select samples of claims. The dual audit process can take up to two years after the financial year that the claim was lodged.

When requested by appointed auditors, the delivery agency will need to provide all requested information to the administering authority within 14 days.

Complete the form

Four categories of assistance measures under the DRFA

Category A: Emergency assistance to individuals

Assistance to alleviate personal hardship or distress arising as a direct result of a disaster.

This includes:

early relief and recovery activities including the establishment and operation of a municipal emergency coordination centre, and/or a relief and recovery centre
counter disaster operations undertaken to provide direct assistance to individuals, immediately before, during and in the immediate aftermath of a disaster, for example, sandbagging or the establishment of bushfire control lines
personal hardship assistance programs administered by the Department of Families, Fairness and Housing (DFFH).

Delivery agencies are required to complete the relevant following claim form:

D-Dec 2 and claim form - April 2024
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A claim lodgement declaration form is to be completed and submitted for completed claims relating to:
- early relief and recovery expenditure
- counter disaster operations.
A PDF of V form-D-DEC (2) is to be signed the by the chief executive officer from the delivery agency and submitted with required supporting documentation and lodged in the CMS, as per the relevant tip sheets below.
- Early relief and recovery activities and counter disaster operations i.e. operations of a relief or recovery centre or sandbagging and the establishment of temporary access routes.
Drop down boxes have been included in the relevant claim form for eligible activities.
A completed form and supporting documentation is to be lodged as as per the relevant tip sheets below.
Request for an additional position
If a delivery agency employs additional positions in response to an event and wish to claim eligible salary costs through the DRFA, the delivery agency will need to complete a request for a DRFA funded resource in the CMS and upload a copy of the position description.
If a delivery agency needs to make amendments to a previously approved DRFA funded position, they will need to complete a variation request for a DRFA funded position in the CMS and upload a copy of the position description.
Request extension to the allowable time limit
To request an extension of time to the allowable time limit for emergency and immediate reconstruction works under the DRFA log into the CMS to complete a request for an extension of time two weeks prior to the allowable time period ending. The NDFA team will liaise with the Commonwealth Government following a recommendation from the assessor following a review of the request. Refer to Guideline 3 below for further information.
Guideline 3 and Tip Sheets 1 – 5 for each of the claim types provide an outline of the eligibility framework and claims process when seeking reimbursement associated with the provision of relief and recovery activities and counter disaster operations for impacted delivery agencies within Victoria. They also include information on:
- eligible and ineligible costs that can be claimed under relief and recovery activities or counter disaster operations
- supporting documentation required for a fully compliant claim.
Guideline 3 - Claims and eligibility for early relief and recovery activities and counter disaster operations - July 2024
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Tip sheet 1 - Category A - Relief and recovery centres and temporary accommodation - August 2024
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Tip sheet 2 – Category A - Removal of debris on residential properties - April 2024
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Tip sheet 3 – Category A - Counter Disaster Operations - May 2024
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Tip sheet 4 – Category A – Personal and financial counselling - April 2024
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Tip sheet 5 – Category B – Counter Disaster Operations - May 2024
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Tip sheet 6 – Category A and B Counter Disaster Operations - Common examples of expenditure - April 2024
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How-to guide 1 – Category A and B Counter Disaster Operations – Best practice claim form examples - April 2024
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Category B: Repair of damaged essential public assets

Category B assistance can be divided into four broad areas of assistance designed to support the community to recover from an eligible disaster.

These include:

counter disaster operations for the protection of the general public
emergency works to urgently restore an essential public asset to an acceptable level of service to support the local community

DRFA - Emergency Works one-page overview - December 2023

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immediate reconstruction works

DRFA - Immediate Works one-page overview - December 2023

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reconstruction works including approval of a certified estimate.

DRFA - Certified Estimates one-page overview - December 2023

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Subject to the severity or significance of a disaster, concessional loans may also be provided to assist impacted small businesses, primary producers and non-profit organisations.

Claim lodgement declaration form
Delivery agencies are required to complete the relevant following claim forms:
A claim lodgement declaration form is to be completed and lodged with completed claims relating to:

Claim form B DEC - Emergency Works - February 2024
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Updated 11 Sept 2024

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Claim form C DEC – Immediate Reconstruction Works - March 2024
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Claim form C DEC – Reconstruction of Essential Public Assets - June 2024
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A PDF of the completed V Form D DEC claim form is to be signed by chief executive officer from the delivery agency. The completed claim form and all relevant supporting documentation is to be lodged in the CMS as per Fact Sheet 1.
- For completed emergency work claims.
- For completed immediate reconstruction works.
- For approved, completed or in progress essential public asset reconstruction works claims.
Photo report templates
A photo report template is to be completed for each essential public asset relating to:

GL-1 - Photo Report Template - Emergency Works - February 2024
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GL-1 - Photo Report Template - Immediate Works - February 2024
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Guideline 1 - Photo Report Template - Essential Public Assets Reconstruction works estimate - August 2022
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Guideline 1 - Photo Report Template - Essential Public Assets Reconstruction works - close out report - August 2022
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Completed photo reports are to be uploaded to the CMS on the file upload page.
Quarterly report form
Delivery agencies are to update the assessing authority on a quarterly basis on the progress of works for each asset following the approval of a certified estimate for essential public asset reconstruction works.

Template - Guideline 2 – Quarterly Report - February 2023
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Completed forms are required to be lodged In the CMS under submit quarterly reports.
Request for an additional position
If a delivery agency employs additional positions in response to an event and wish to claim salary costs through the DRFA, the delivery agency will need to complete a request for a DRFA funded resource in the CMS and upload a copy of the position description.
If a delivery agency needs to make amendments to a previously approved DRFA funded position , they will need to complete a variation request for a DRFA funded position in the CMS and upload a copy of the position description.
Request extension to the allowable time limit form
To request an extension of time to the allowable time limit for emergency and immediate reconstruction works under the DRFA, log into the CMS to complete a request for an extension of time two weeks prior to the allowable time period ending. The NDFA team will liaise with the Commonwealth Government and seek approval following a review of the request by the assessor. Refer to Guideline 1 for further information.
Pre-disaster asset condition assessment report
A pre-disaster asset condition report to confirm that the damage was caused by the eligible disaster event if pre and post disaster photos are not available.

Template - Guideline 2 - Appendix E - Pre-disaster asset condition assessment report - April 2022
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The delivery agency is to complete the report for each applicable essential public asset. A photo dated no more than 4 years before the disaster can be provided and signed off by the Assessor.
Submit the completed report to the CMS on the file upload page.
Example of completed forms

DRFA - Example - Signed CEO D-Dec form
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DRFA - Example - Signed Vicroads D-DEC and C-RW Forms
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Fact sheet 1 - Claims and eligibility for essential public assets - December 2023
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Guideline 1 - Claims and eligibility for essential public assets - July 2024
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Fact Sheet 1 and Guideline 1 provide information on:
- emergency works for essential public assets
- immediate reconstruction works for essential public assets
- essential public asset reconstruction works
- the collection of evidence of damage following an eligible disaster event
- the timeframes that apply to the presentation of suitable evidence under the DRFA.
The fact sheet and guideline provide an outline of the eligibility framework and the claims process for impacted delivery agencies within Victoria, in seeking reimbursement associated with the reconstruction of essential public assets under Category B.
Guideline 1 also includes information on damage assessment for essential public assets including information about the collection and assessment of evidence (in particular requirements for photo evidence) to demonstrate post-disaster and pre-disaster asset condition for compliance under the DRFA.
The delivery agency is required to lodge a certified estimate for the essential public asset reconstruction works for approval before commencing works and making a claim.
Claim lodgement declaration form
Delivery agencies are required to complete the relevant following claim forms:
Certified estimate
A certified estimate for the reconstruction of essential public works only. The completed Reconstruction Works Estimates Package form is to be submitted to the CMS under submit certified estimates.

FD - Victorian DRFA Claim Forms C DEC – Reconstruction Works Estimates Package - June 2024
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A cost estimation tool is to be completed for reconstruction works only, not emergency or immediate reconstruction works. The completed form is to be submitted to the CMS on the file upload page. 

Victorian DRFA Cost Estimation Tool - August 2022
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Standard treatment guidelines
Guideline 2 supports the Cost Estimation process by describing the 24 standard treatments, work activities and scope of works included in each of these treatments.

Victorian DRFA Guideline 2 - Appendix B Standard Treatments - August 2022
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Example of completed forms
Cost Estimation Tool (Ballan Egerton Road)

DRFA - Cost Estimation - Moorabool - Ballan Egerton Rd RDS00319
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Example of Pre-condition and Damage by Essential Public Asset (Ballan Egerton Road)

DRFA - Pre-condition Asset Report - Moorabool - Ballan Egerton
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Example of Supporting documentation

DRFA - Example - Works page cover letter
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DRFA - Example - Works package job sheet
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If a certified estimate is required, the delivery agency enters the required supporting documentation for a certified estimate in the CMS under submit certified estimate. Essential public assets reconstruction works are not to commence until the estimated reconstruction cost has been endorsed by the administering agency as a certified estimate works package. 
This guideline documents the process adopted by Victoria for developing an estimated reconstruction cost following an eligible disaster and is consistent with the requirements of the DRFA published by the Commonwealth Government.

Fact sheet 2 - Cost estimation - December 2023
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Guideline 2 - Cost estimation (updated June 2024)
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Category C: Clean up and restoration grants and/or Community Recovery Packages

Assistance for severely affected communities, regions or sectors can include clean-up and restoration grants for small businesses, primary producers and non-profit organisations and/or the establishment of a Community Recovery Fund.

Category C assistance is only made available when the impact of a disaster is severe or significant, following approval from the Prime Minister. It is intended to be in addition to assistance available under Categories A and B and is usually considered once the impacts of the disaster on affected communities have been assessed.

For more information see the Commonwealth’s Disaster Assist website(opens in a new window).

Category D: Exceptional Circumstances

Exceptional circumstances assistance beyond Categories A, B and C.

Category D assistance is generally considered once the impact of the disaster has been assessed and specific recovery gaps identified. Approval is required by the Prime Minister.

For more information see the Commonwealth’s Disaster Assist website(opens in a new window).

Claim assessment appeal process for categories A and B

Disaster Recovery Funding Arrangements (DRFA) claims are assessed under the Victorian DRFA Guidelines and the Commonwealth DRFA determination that captures eligibility and evidentiary requirements. Emergency Recovery Victoria, within the Department of Justice and Community Safety administers the DRFA in Victoria and has appointed the Department of Transport and Planning (DTP) as its DRFA claim assessors. Claims made under the DRFA are also subject to a dual audit process from the state and commonwealth appointed auditors.

Before appealing, please ensure that your council has engaged with your DTP DRFA assessor, have a clear understanding of the assessment outcome and reasons why particular item/s have been rejected, and have a clear understanding of what the issue contested is and why you believe that the claim assessment is not correct. Your council should also have an understanding of the DRFA requirements (Victorian DRFA Guidelines and Commonwealth DRFA Determination).

Step 1: Internal Review

1a) Within 10 business days of receiving a claim outcome letter from Emergency Recovery Victoria, council may request a re-assessment of the claim. The request is to be made via email to the NDFA Team ndfa@justice.vic.gov.au(opens in a new window). Outline the basis of the appeal, supported by reference to the relevant section in Victorian DRFA Guideline 3 or clause within the Commonwealth DRFA Determination.
1b) The NDFA Team will then request that DTP undertake a secondary assessment by an alternative DTP assessor with appropriate experience and knowledge as determined by the DTP DRFA assessment coordinator. The review will be undertaken based on information available at the time of the initial assessment. New information will not be considered. The scope of the review will be informed by disputed items however may include claim items including those previously recommended. During the review, the DTP assessor will engage with council to ensure basis for dispute is understood and the review undertaken in a transparent manner. Council will be provided an indicative timeframe for the review that considers the priorities at the time.
1c) On completion of the review, the outcome will be communicated via email to council including a final determination and justification of the decision.

Step 2: External Review (if the outcomes of internal review not accepted)

2a) Within 10 business days of receiving the DTP internal review outcome from Emergency Recovery Victoria, should a council not accept the outcome of the internal review , they can seek an external review by outlining the basis of this appeal supported by referencing to the relevant section in Victorian DRFA Guideline 3 or Commonwealth DRFA determination.
2b) The council is to submit the request for an external review to the NDFA Team via email ndfa@justice.vic.gov.au(opens in a new window).
2c) Upon receiving this request, the NDFA Team will engage a third party DRFA claim assessor (DRFA assessor from another jurisdiction with appropriate experience and knowledge). The third-party assessor will review the information submitted by the council in the claims management system and DTP assessor working papers. Assessment is undertaken in accordance with the Victorian DRFA Guidelines and Commonwealth DRFA determination. A cost estimate of engaging the third party will be provided ahead of the review commencing. If no material changes result in the claim outcome from the third-party review, council is required to meet the cost of the engagement. The timeframe for review is dependent on priorities at the time and the availability of a third-party DRFA claim assessor.
2d) The NDFA Team will communicate the outcomes of the third-party review to the council and DTP assessor. The third-party DRFA claim assessor recommendation will be final determination.

DRFA information for specific events

DRFA toolbox - resources, guidelines and forms

A library of documents, guidelines and forms used to navigate making a claim for the reimbursement of eligible expenditure under the Disaster Recovery Funding Arrangements (DRFA).