STANDARDIZED OPERATING PROCEDURES
FOR NATIONAL RESPONSE PLAN
ACTIVATIONS
Emergency Support Function #4 Firefighting
March 1, 2005
Foreword
This guide describes Standardized Operating Procedures (SOP) when responding to disasters
and emergencies under the authority of the Robert T. Stafford Disaster Relief and
Emergency Assistance Act, as amended (42 U.S.C. 5121, et seq.). The intent of this guide
is to encourage the application of SOPs nationwide. This is consistent with, and supports the
National Response Plan (NRP).
1
STANDARDIZED OPERATING PROCEDURES FOR NATIONAL RESPONSE
PLAN (NRP) ACTIVATIONS
Emergency Support Function #4 (ESF#4)
Table of Contents
I.
Emergency Support Mission
II.
Notification
III.
National Responsibilities and Duties
IV.
Regional Responsibilities and Duties
V.
Resource Ordering Procedures
VI.
Financial/Administrative Requirements
VII.
Reference List
VIII. Appendices
A.
B.
C.
D.
E.
F.
G.
H.
I.
Mission Assignment (MA) and pre-scripted MA language.
ESF Mission Assignment Sub-tasking Request Form
Action Request Form (ARF)
Fire and Aviation Management Briefing Paper template
Use of Incident Job Codes for Fiscal Year 2005 Season
Administrative Direction for FEMA Incident template
Billing and Reimbursement Procedures
Notification/contact directory
List of Acronyms used in this Document
2
I. EMERGENCY SUPPORT MISSION
The Forest Service participates in the National Response Plan (NRP) through the Federal
Emergency Management Agency (FEMA) when there is a Presidentially-declared emergency. The
NRP outlines how the Federal Government implements the Robert T. Stafford Disaster Relief and
Emergency Assistance Act, as amended (42 U.S.C. 5121, et seq.). This Act also provides for the
reimbursement of agency appropriations used in support of declared emergencies.
The Forest Service is the Coordinating and Primary Agency for implementing Emergency Support
Function #4 (ESF #4), Firefighting Annex, under the NRP. The Forest Service is also identified as a
support agency to 11 of the 15 Emergency Support Functions (ESF’s). The Forest Service may be
tasked by FEMA to provide assistance to these other ESF's.
The purpose of ESF #4, Firefighting Annex is to detect and suppress wildland, rural and urban fires
resulting from, or occurring coincidentally with, a major disaster or emergency requiring Federal
assistance.
The mission of ESF #4, Firefighting Annex is to manage and coordinate firefighting activities,
including the detection and suppression of fires on Federal lands, and provide personnel,
equipment, and supplies in support of State and local agencies involved in rural and urban
firefighting operations.
In the event of a Stafford Act activation, it will be necessary for the Forest Service to be
represented at the National Resource Coordination Center (NRCC), the Regional Resource
Coordination Center (RRCC) and the Joint Field Office (JFO) which are interagency groups
comprised of representatives from each of the primary agencies and FEMA staff.
II. NOTIFICATION
A. FEMA maintains a notification roster for each ESF. The National and Regional Fire
Directors are responsible for designating a point of contact with their associated FEMA
office(s). The notification processes are as follows:
B. National Level: FEMA notifies the Branch Chief for Disaster and Emergency Operations
in the Forest Service Washington Office. This position serves as the National ESF #4 and
will be responsible for ESF #4 activities at the NRCC. This position is the primary contact
between the NRCC and the Assistant Director for Planning, Fire and Aviation Management,
Washington Office. The National ESF #4 is responsible for notifying the Department of
Interior Watch Desk of ESF #4 activation activities.
C. Regional Level: The FEMA Region notifies the designated primary contact in the affected
Forest Service Region. This position is the primary contact between the RRCC and the
Regional Director, Fire and Aviation Management and the Forest Service Washington
Office. Each Region will establish internal procedures for necessary notification (e.g.
Geographic Area Coordination Center, Business Management, Regional Forester).
III. NATIONAL: RESPONSIBILITIES AND DUTIES
A. The primary responsibilities of the National ESF #4 staff are to:
1. Advise the Assistant Director for Planning, Fire and Aviation Management, Washington
Office and Assistant Director for Fire Operations Fire and Aviation Management,
Washington Office, National Interagency Fire Center (NIFC) upon receiving FEMA
notification.
3
2. Advise the USDA Operations Center that ESF #4 has been activated (Phone 202-7205711 or 877-677-2369).
3. Notify Department of Interior (DOI) Emergency Coordinator at National Watch Desk. (Phone
202-208-3721).
4. Ensure the FEMA Mission Assignment (MA) (Appendix A) is completed and approved.
a. Note: MA must be signed by FEMA, and accepted by Director, Fire and Aviation
Management. Initial MA issued by FEMA may be written or verbal. In general,
FEMA will request that the Forest Service undertake a specific task (e.g., establish and
manage a receiving /distribution facility) rather than request specific personnel (e.g.,
Type I Logistics Chief).
b. Once staffed, MAs will be completed and approved at the RRCC, and then at the JFO
once established.
5. Monitor expenditures to ensure the MA dollar limitation is not exceeded. If it is
anticipated that the dollar limitation set forth in the MA will be exceeded, submit an
Action Request Form (ARF) (Appendix C) for additional funding.
6. Ensure tasking instructions are understood.
Note: Clarify whether or not this is a direct MA from FEMA, or a sub-tasking through
another ESF primary agency. If FEMA is tasking the Forest Service as a primary agency,
outside of the ESF #4 functional area, request they document this action on the MA.
7. Ensure coordination with National Interagency Coordination Center (NICC) and
Geographical Area Coordination Center (GACC) coordinators.
8. Ensure appropriate job codes are established.
9. Coordinate closely with other ESF liaisons at the NRCC whose organizations are involved
in common missions. As the primary ESF, prepare an ESF Mission Assignment Subtasking Request (Appendix B) when sub-tasking to another agency (e.g., DOI and state
resources involved in incident response). Ensure sub-tasking MAs are completed and
approved.
10. Provide continuous, updated information to the NRCC on the status of Forest Service
activities as the lead or support agency.
11. Identify resources required in support of disaster response activities and facilitate and or
mobilize resources.
12. Serve as liaison between Forest Service and other department/agency personnel.
13. Branch Chief, Disaster and Emergency Operations ensure contact with the Fire and
Aviation Management Budget Analyst, Forest Service W.O. to obtain Office of
Management and Budget (OMB) reimbursement/apportionment authority.
B. The ESF #4 liaison and support staff performs certain tasks to meet these responsibilities. The
following is a summary of tasks typically performed:
1. Maintain a daily shift log of events
2. Prepare situation reports as required by the NRCC Director, describing the activities and
status of Forest Service resources and other resources.
4
3. Provide input to planning and reporting processes of the NRCC, as requested.
4. Prepare Daily Briefing (Appendix D) of Forest Service activities and participation and
provide to:
a) Assistant Director for Planning, Fire and Aviation Management, Washington Office.
b) Assistant Director for Fire Operations, Fire and Aviation Management, Washington
Office, NIFC.
c) National Coordinator, NICC.
d) Other individuals or organizations as identified by the Branch Chief, Disaster and
Emergency Operation such as USDA staff, Congressional staff, DOI Watch Desk, etc.
e) When the Interagency Information Desk is activated, coordinate reporting information
with them for distribution through channels as appropriate. (Phone 202- 205-1450)
B. The National ESF #4 or other staff member will present status reports of accomplishments at
the daily NRCC Director's meetings, and other periodic briefings relative to FEMA and ESF
#4 cooperating agency operations.
C. Act as coordinator for supporting the needs of the ESF #4 representative on the incident.
D. Establish and maintain files of pertinent correspondence, reports, and other information
generated.
E. Establish process to forward copies of MAs to support agencies as needed.
F. Develop After Action Report as required by agency and FEMA.
IV. REGIONAL: RESPONSIBILITIES AND DUTIES
A. The Forest Service Regional/Area FEMA liaison and ESF #4 staff duties at the RRCC and
JFO include:
1. Ensuring the FEMA Mission Assignment (MA) is completed and approved.
Note: MA must be signed by FEMA, and accepted by Regional/Area Director, Fire and
Aviation Management. Initial MAs issued by FEMA may be written or verbal. In general,
FEMA will request that the Forest Service undertake a specific task (e.g., establish and
manage a receiving /distribution facility) rather than request specific personnel (e.g., Type
I Logistics Chief).
Once staffed, MAs will be completed and approved at the RRCC, and then at the JFO
once established.
2. Monitor expenditures to ensure the MA dollar limitation is not exceeded. If it is
anticipated that the dollar limitation set forth in the MA will be exceeded, submit an ARF
for additional funding.
3. Ensure tasking instructions are understood.
Note: Clarify whether or not this is a direct MA from FEMA, or a sub-tasking through
another ESF primary agency. If FEMA is tasking the Forest Service as a primary agency,
outside of the ESF #4 functional area, request they document this action on the MA.
4. Ensure coordination with GACC coordinator.
5
5. Ensure appropriate job codes are established.
6. Notify Branch Chief, Disaster and Emergency Operations in the Forest Service
Washington Office of Regional activation activities.
7. Coordinate closely with other ESF liaisons in the RRCC whose organizations are involved
in common missions. As the primary ESF, prepare an ESF Mission Assignment Subtasking Request (Appendix B) when sub-tasking to another agency (e.g., DOI and state
resources involved in incident response). Ensure sub-tasking MAs are completed and
approved.
8. Provide continuous, updated information to the RRCC on the status of Forest Service
activities as the lead or support agency.
9. Identify resources required in support of disaster response activities and facilitate and or
mobilize resources.
10. Serve as liaison between Forest Service and other department/agency personnel.
11. Serve as a point of contact for individuals ordered for non-team assignments.
B. The ESF #4 liaison and support staff performs certain tasks to meet these responsibilities.
The following is a summary of tasks typically performed:
1. Maintain a daily shift log of events
2. Prepare situation reports as required by the RRCC Director, describing the activities
and status of Forest Service resources and other resources.
3. Provide input to planning and reporting processes of the RRCC, as requested.
4. Monitor the status of individuals ordered for non-team assignments.
C. Prepare daily briefing summaries of Forest Service activities and participation for:
1. Regional/Area Director, Fire and Aviation Management.
2. Geographical Area Coordination Center.
3. Other individuals or organizations as needed.
D. The FEMA liaison or ESF #4 staff will present status reports of accomplishments at daily
RRCC Director's meetings, and other periodic briefings relative to FEMA and cooperating
agency operations.
E. Act as coordinator for supporting the needs of the ESF #4 representative on the incident.
F. Establish and maintain files of pertinent correspondence, reports, and other information
generated.
G. Establish process to forward copies of MAs to support agencies as needed.
H. Develop After Action Report as required by agency and FEMA.
I. The Region/Area will establish procedures to ensure compliance with business management
requirements, see section VI.
6
V. RESOURCE ORDERING PROCEDURES
Resource ordering will follow procedures established in the National and Geographical Area
Mobilization Guides.
VI. FINANCIAL/ADMINISTRATIVE REQUIREMENTS:
A. The Forest Service (and other Federal agencies) will be responsible for providing their own
financial services and support to their field response operations. Each region will:
1. Establish one “F” job code for each MA (see Appendix D).
Note: The Forest Service uses funds in the Emergency Operations Account (WFSU) to
pay for these activities. Employee time will be charged to an “F” job code, no cost should
be born by an employee’s regular project work account. Travel and per diem should also
be charged to the “F” job code.
2. Establish process for tracking MAs and cost. Forward necessary information to
cooperating agencies.
3. Establish direction for property, procurement, payroll and travel authorization.
4. For each FEMA MA, prepare and issue administrative direction letter to all affected
Regional Foresters (see Appendix E).
5. Record all time on a Firefighter Time Report (OF-288).
6. Utilize Resource Order documentation for all resources.
7. Establish process for cost tracking and obligations.
8. Establish billing and reimbursement procedures, requirements and documentation (per
direction in Appendix F).
9. Prepare and submit final bill to FEMA or primary ESF agency per NRP Financial
Management Annex.
Note: Funds to cover eligible expenses will be provided through reimbursement by
FEMA. Expenditures eligible for reimbursement in accordance with 44 CFR 206 subpart
A, section 206.8 paragraph c include:
a) Overtime, travel and per diem for regular Forest Service personnel.
b) Regular time and overtime wages, travel, and per diem of all State personnel, any
temporary Federal personnel assigned solely to perform services required to assist in
the emergency (AD personnel, seasonals, etc.).
c) Cost of work, services, and materials procured under contract for the purposes of
providing assistance.
d) Cost of materials, equipment, and supplies (including transportation, repair, and
maintenance).
e) All costs incurred which are paid from trust, revolving, or other funds, and whose
reimbursement is required by law.
f) Other costs submitted by an agency with written justification or otherwise agreed to in
writing by FEMA.
7
B. The process for reimbursement, per the NRP.
1. Forest Service (NRP primary agency) is tasked by FEMA on a MA. Forest Service can
then sub-task any needed support agencies to accomplish the mission. (DOI, Department
of Commerce, States, etc)
2. Forest Service W.O. Planning, Budget and Analysis Staff contacts OMB to obtain
reimbursement and apportionment authority for the Forest Service.
Note: Support agencies sub-tasked by the Forest Service would also have to contact OMB
for reimbursement and apportionment authority.
3. FEMA pays Forest Service upon receipt and examination of a bill.
Note: If Forest Service is sub-tasked by another agency, documentation of expenses is
submitted to the primary agency for processing to FEMA.
4. Agencies sub-tasked by the Forest Service submit documentation of expenses to the Forest
Service. The Forest Service forwards to FEMA who makes payment to the sub-tasked
agencies.
VII.
REFERENCE LIST
A. The National Response Plan
B. Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C.
5121, et seq.)
C. 44 CFR 206 subpart A, section 206.8 paragraph c
D. Useful Websites: www.dhs.gov
www.fema.gov
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Appendix A: Mission Assignment Form
O.M.B. NO. 3067-0278
Expires February 29, 2004
See Reverse for Paperwork
Burden Disclosure
Notice
FEDERAL EMERGENCY MANAGEMENT AGENCY
Mission Assignment (MA)
I. TRACKING INFORMATION (FEMA Use Only)
State:
Program Code/Event
#:
Action Request #:
Date/Time Rec’d:
See Attached

II. ASSISTANCE REQUESTED
Assistance Requested:
Quantity:
Date/Time Required:
Internal Control #:
Delivery Location:
Initiator/Requestor Name:
24-hour Ph/Fax #s:
202-646-2430, fax
24-hour
2484 Ph/Fax #s:
POC Name:
* State Approving Official (Required for DFA and TA):
Date:
Date:
Date:
III. INITIAL FEDERAL COORDINATION (Operations Section)
Action to:


Date/Time:
ESF #:
Other:
Priority:
 1 Lifesaving
 2 Life sustaining



IV. DESCRIPTION (Assigned Agency Action Officer)
3 High
4 Medium
See Attached

5 Normal
Mission Statement:
Your agency is responsible for submitting a Mission Assignment Monthly Progress Report to FEMA to include cost data when Mission
Assignments take more than 60 days to complete, including billing. The Mission Assignment Monthly Progress Report can be accessed
and submitted on-line at www.fema.gov/ofm/maprogress.
Assigned Agency:

New or
Projected
Start Date:

Amendment to MA #:
Projected
End Date:
Total Cost Estimate: $
Assigned Agency POC Name:
Phone and fax #s:
V. COORDINATION (FEMA Use Only)
Type of MA:

Direct Federal Assistance
State Cost Share (0%, 10%, 25%)
State Cost Share Percent:
Fund Citation:
%


Technical Assistance
State Cost Share (0%)
Federal Operations Support
State Cost Share (0%)
State Cost Share Amount: $
200_ - 06 - __ __ __ __ __ __ - 9024 - 2501 - D
Appropriation code: 58X0104
Mission Assignment Coordinator (Preparer):
Date:
** FEMA Project Officer/Branch Chief (Program Approval):
Date:
** Comptroller/Funds Control (Funds Review):
Date:
VI. APPROVAL
* State Approving Official (required for DFA and TA):
Date:
** Federal Approving Official (required for all):
Date:
VII. OBLIGATION (FEMA Use Only)
Mission Assignment #:
Amendment #:
Amt. This Action: $
Date/Time Obligated:
Cumulative Amt. $
Initials:
* Signature required for Direct Federal Assistance and Technical Assistance RFAs.
** Signature required for all RFAs.
9
Appendix A Example
FEDERAL EMERGENCY MANAGEMENT
AGENCY
MISSION ASSIGNMENT (MA)
See Reverse Side for
Paperwork Burden Disclosure
Notice
O.M.B. NO. 3067-0278
Expires February 29, 2004
I. TRACKING INFORMATION (FEMA Use Only)
State: GA (Georgia) Incident:2004090502-Hurricane Ivan
Action Request #: 42-17366
Program Code/Event #: 7220SU-Pre-Declaration Disaster Surge Account
Date/Time Rec'd: 09/14/2004 22:15
II. ASSISTANCE REQUESTED
Request for fifty (50) 2-person self-supporting crews with transportation, equipped with chainsaws and associated safety equipment to work in
support of FEMA operations in Atlanta. Three safety officers will be assigned to this mission. Crews will stage in Atlanta, GA. This request is
equivalent to five (5) - twenty (20) person crews.
Date/Time Required:
09/14/2004
Quantity: 1 (Each)
Internal Control#: ROC-GA-016
Delivery Location: Stage in Atlanta, GA, Atlanta, GA 00000
Initiator/Requestor Name: Richard Gray
24-hour Ph #s: (202) 646-2412
Date: 09/14/2004
POC Name: DOLDER, MICHAEL C
24-hour Ph #s: (770) 220-5346
Date: 09/14/2004
*State Approving Official (Required for DFA and TA):
Date:
III. INITIAL FEDERAL COORDINATION (Operations Section)
Action to:
ESF#:4
Date/Time: 09/14/2004 22:09
Priority:
1 Lifesaving
3 High
Other:
2 Life
sustaining
5 Normal
4 Medium
IV. DESCRIPTION (Assigned Agency Action Officer)
Mission Statement: Your agency is responsible for submitting a Mission Assignment Monthly Progress Report to FEMA to include cost data
when Mission Assignments take more than 60 days to complete, including billing. The Mission Assignment Monthly Progress Report can be
accessed and submitted on-line at www.fema.gov/ofm/ofed_agencies.shtm. The new ALC number can also be accessed at the web address.
Pre-position crews as needed in preparation for Hurricane Ivan. Estimated costs for this three day surge account pre-declaration mission are
as follows: Three safety officers @ $500 per day = $4500. Cost per crew per day is $5,000 = $75,000. Cost of air travel $1,000 per person =
$103,000. Additional equipment costs and supplies to include rental vehicles will be up to 5% total costs. Estimated total cost for this mission
is $192,000. Use USFS and Dept of Interior resources as appropriate.
Assigned Agency: USFS (U.S. FOREST
SERVICE)
New or
Amendment to MA#:
Assigned Agency POC Name: ESF-4
Projected Start Date:
09/14/2004
Projected End Date: 09/30/2004
Total Cost Estimate: $192,000.00
Phone and fax #s: (202) 646-4636
V. COORDINATION (FEMA Use Only)
Type of MA:
Direct Federal Assistance
State Cost Share (0%, 10%, 25%)
Technical Assistance
State Cost Share (0%)
State Cost Share Percent: 0.0%
State Cost Share Amount: $0.00
Fund Citation: 2004-06-7220SU-4400-XXXX2501-D
Appropriation Code: 70X0702
Mission Assignment Coordinator (Preparer): ROBERT MADDEN
Date: 09/15/2004
**FEMA Project Officer/Branch Chief (Program Approval): MICHAEL DOLDER
Date: 09/15/2004
**Comptroller/Funds Control (Funds Review):
Date:
Federal Operations Support
State Cost Share (0%)
VI. APPROVAL
*State Approving Official (required for DFA and TA):
Date:
**Federal Approving Official (required for all): CONRAD BURNSIDE
Date: 09/15/2004
VII. OBLIGATION (FEMA Use Only)
Mission Assignment #: 7220SU-GA-USFS-01
Amount This Action:
$192,000.00
Date/Time Obligated:
Amendment #: 00
Cumulative Amount:
$192,000.00
Initials:
10
Appendix A continued: Pre-Scripted MA Language Example
PRE-SCRIPTED MISSION ASSIGNMENTS (copied from FEMA pre-scripted mission assignment
package)
Example 1
Assistance Requested: Activate USFS member(s) of the Mobilization Center Management Team
(MCMT) for initial Mobilization Center set-up operations
Action to: RRCC Logistics Section to the ESF #7 with copies to the NRCC and ESF #7, GSA-HQEOC and NRCC EST #4.
Mission Statement Language: Provide USFS representative to GSA to serve on the Mobilization
Center Management Team. [Activation instructions will be provided in writing if possible before
deployment, or verbally and followed up with written documentation when available.]
Assigned Agency: United States Forest Service (USFS) through ESF # 7
FEMA Project Officer: RRCC Logistics Section Chief
Amount of Funding: $35,000.00
Note: USFS assets are ordered through a mission assignment to ESF #7 but directed to USFS
specifically.
Example 2
Assistance Requested: Activate USFS support members of the Mobilization Center Team for
continuing Mobilization Center operations
Action to: RRCC Logistics Section to the ESF #7, with copies to the NRCC ESF #7 , GSA-HQ-EOC
and NRCC ESF #4.
Mission Statement Language: Provide USFS resources to support Mobilization Center Operations,
to include primary and remote location facilities as determined to be necessary. Requirements
include, support to the Logistics Administration functions to include resources, contracting and
administrative support areas [will be based on the requirements developed by the MCMT].
Assigned Agency: United States Forest Service (USFS) through ESF # 7
FEMA Project Officer: RRCC Logistics Section Chief
Amount of Funding: $750,000.00
Note: USFS assets are ordered through a mission assignment to ESF #7 but directed to USFS
specifically.
11
Appendix B: ESF MA Sub-tasking Request Form
12
Appendix C: Action Request Form
FEMA ACTION REQUEST FORM DR- ____
R
E
Q
U
E
S
T
E
R
Urgent
High
Medium
Normal
From (your name):
Priority:
(circle)
-
(life saving, to responder immediately)
(to responder within 30 minutes, if needed in next 24 hrs.)
(to responder within 120 minutes, if needed within 24-48 hrs.)
(to responder within same day, if needed after 48 hrs.)
/
Date:
(your signature):
Who (Organization):
Time:
/
:
AM / PM
Mission Assignment #:
What (Synopsis):
Why (details, include justification):
Attachment(s):
Estimated cost (based on information about the problem):
/
/
When (desired completion date):
Where: If needed:
Work site Point of Contact:
Work location:
Delivery site:
F
E
M
A
Organization assigned to:
FEMA POC:
FCO Priority: Y / N
Phone #:
(
:
)
AM / PM
-
X
Name:
Status:
Open / Closed / Denied
(Identify FCO priority above)
R
E
S
P
O
N
D
E
R
Time:
Y/N
Signature (Authorized FEMA Official)
Comments:
Attachment(s):
Y/N
Provider’s Fund
Cite:
Procurement Doc#:
Estimated cost:
Paying Agency:
Agency Location Code
(Enter % funded by State)
% State
(if known) :
Date completed:
/
/
Time:
:
AM / PM
13
Appendix D
USDA Forest Service
Fire and Aviation Management
Briefing Paper
Date
Topic:
Issue:
Background:
Key Points:
Contact:
14
Appendix E
File Code:
Route To:
Subject:
To:
1930/5100/6500
Date:
May 10, 2004
Use of Incident Job Codes for Fiscal Year 2004 Season
Regional Foresters, Station Directors, Area Director, IITF Director, Job Corps, and
WO Staff
The General Accounting Office (GAO) is requiring that all federal firefighting agencies use the same
principles when accounting for wildland fire and emergency expenditures. This resulted in several
changes in the procedures for creating emergency incident job codes for the FY 2004 season.
Effective October 1, 2003, P-Codes, B-Codes, G-Codes, H-Codes, R-Codes, and S-codes for the
Forest Service (FS) support to a United States Department of the Interior (USDI) severity
authorization will be established at a central location. The National Interagency Fire Center (NIFC)
has been designated as the primary office responsible for creating the codes referenced above. In the
event that NIFC staff is unable to establish the codes, the Boise National Forest is the secondary
office providing backup. In addition, the Payment Center located in Ogden, Utah, will serve as the
hot-site location in case of connect or network problems at NIFC.
Please refer to the1930/5100/6500 letter signed by Mary Matiella dated September 30, 2003, and
enclosures A, B, and C for detailed instructions (enclosed). Frequently asked questions (FAQs) on
FireCodes and other helpful information are available at NIFC’s website:
http://www.nifc.gov/news/firecode.html.
The following information is provided to update the appropriate use of incident and severity codes for
the FY 2004 season.
F-Codes:
Establish a unique F-code in the event of a FEMA declared incident for a
Presidentially declared emergency. The Region in which the incident occurs will
establish the F-code. Pre-structured unique F-codes will also be established for the
national headquarters’ coordination and support to FEMA. A separate F code will be
established for each declared disaster in PJOB in the same manner in which P-codes
are established. When establishing an F-code in PJOB, the Job Type should be coded
“F” with the Region number (e.g., F1 would be the Job Type for Region 1).
Please note that all wages, including base-8, of employees on assignment to a
Presidentially Declared emergency will be paid from the Emergency Operations
(WFSU) account. Do not use an override.
Other-Codes:
The direction in enclosure A of the 1930/5100/6500 letter dated September 30,
2003 instructing Regions to create F-codes for Secretarially declared emergency
and/or inter-Departmental agreement is not correct. The F-code should not be
established for Secretarial emergencies and/or inter-Departmental agreements.
15
Do not use wildcard feature on these unique job codes. Upon execution of
interagency agreements, units should establish unique reimbursable job codes with
WFEX fund and program in the accounting line of the job code.
For a Secretarially declared emergency and/or inter-Departmental agreement, the
Agency (FS) will negotiate with the tasking agency/department for reimbursement of
base-8, overtime, travel and other support costs.
For questions concerning budget contact PBA Donna Carmical, 202 205-1088, FireCode contact
FAM Bobbe Bilyeu, 208 387-5678, FFIS contact FMS Tanya Sharratt, 503 808-2315 and Secretarial
declared emergencies contact Khon Viengkham, 202 205-1486.
/s/ Hank Kashdan
/s/ Tom Harbour (for)
HANK KASHDAN
Director, Program and
Budget Analysis
JERRY T. WILLIAMS
Director, Fire and Aviation
Management
cc: Larry Yarger, Hank Kashdan, Emmy Ibison, Virginia Heerwagen, Stewart Lundgren, Buck Latapie, Meredith M
Webster, Marian Villasenor, Cheryl R Molis, Tammy Hanan, Linda Washington, Rico Clarke, Tanya L Sharratt, Bobbe J
Bilyeu, Donna M Carmical, Gary Wilson, Tom Harbour, Mike Funston, Tina Ledger, Debbie Klippenstein, Khon
Viengkham, Ronald ketter, Michael Brionez, Dale Dague, John Schulte, Krista Gebert, Karren Alexander, Tory
Henderson
16
Appendix F
FOREST SERVICE Letterhead
Subject: Administrative Direction for FEMA XYZ Incident
To: Washington Office Deputy Chiefs, Regional Foresters, Station Directors, etc.
The Forest Service has been tasked by FEMA, under the Stafford Act, to provide support to the XYZ Incident. Offices
should make individuals available to support this emergency effort.
An “F” job code has been established for this incident. FX12345, and the corresponding override 1234 should be used
for all personnel time (including base-8), travel, per diem and approved procurements.
This is not a fire suppression activity; thus, the overtime provisions of P.L. 106-558 (Wildland Fire Overtime) do
not apply. Do not use prefix 11, transaction code 21 in Paycheck. Rather, prefix xx and transaction code xx should
be used for all overtime hours on this incident.
However, exempt employees assigned to the XYZ Incident and assigned to a nonexempt position for more than 20% of
their work hours in any weekly tour of duty are entitled to be paid under the Fair Labor Standards Act, 5 CFR 551.208 (d).
Incident position titles shall be indicated on the Emergency Firefighter Time Report, OF-288, to assist home units in
documenting nonexempt status for pay purposes. In this case, use prefix xx and transcode xx to code overtime on this
incident.
Refer to the Code of Federal Regulations (CFR), Title 5, Chapter 1, Part 550 to determine if hazard pay is applicable for
general schedule employees. Refer to CFR, Title 5, Chapter 1, Part 532 for information on environmental differential for
wage grade employees. The reason for hazard pay/environmental differential should be indicated on the OF-288 to assist
home units in applying pay regulations.
The bi-weekly maximum earnings limitation has been waived for Forest Service employees working in support of the
XYZ Incident. The annual maximum earnings limitation remains in place (5 CFR 550.106).
The Forest Service is authorized to utilize, hire and pay emergency workers (casuals) in accordance with the Pay Plan for
Emergency Workers (AD Payplan) to assist with this effort.
Forest Service personnel assigned to the XYZ will follow the current NWCG Work/Rest and Length of Assignment
standards.
Acquisition Direction?
Questions regarding this direction should be directed to your servicing HRM office.
Regional Forester
(Affected Region)
17
Appendix G
File Code:
Route To:
Subject:
To:
6500
Date:
Federal Emergency Response Plan - Billing and Reimbursement Procedures,
Requirements, and Documentation
Regional Foresters, Station Directors, Area Director, IITF Director, Deputy
Chiefs, And WO Staff Directors
This letter describes Standardized Operating Procedures (SOP) for billing and reimbursement requirements, procedures,
and documentation for Forest Service response to disasters and emergencies under the authority of the Robert T. Stafford
Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C. 5121, et seq.). The intent of this guidance is to
establish standard procedures nationwide, consistent with, and in support of the National Response Plan (NRP).
All Forest Service expenditures related to a specific declared disaster and mission assignment must be mission-necessary
expenses. Federal Emergency Management Agency (FEMA) will not reimburse the Forest Service for questionable
expenditures such as meals for employees who are on perdiem, magazines, candy, prescription medicine, raincoats, straw
hats, etc. An employee’s clothing and accessories for the mission assignment is a personal expense of the employee.
Published directives are the best source of current information about accounting policy and procedure. The following
table provides a reference to those directives.
TOPIC
Preparing Interagency Reimbursable
Agreements
Incident Obligations and Accruals; Incident
Accrual and Payment Matrix
Reimbursable Billings and Collections
REFERENCE
Forest Service Manual (FSM) 1580, Forest Service Handbook (FSH)
1509.11,
http://fsweb.wo.fs.fed.us/directives/
Internal Forest Service-wide Guidance
http://fsweb4.wo.fs.fed.us/cfo/policy/user/c_policies.jsp
FSH 6509.11k Chapter 50,
http://fsweb.wo.fs.fed.us/directives/
For further information, contact Gail E. McCrary, Financial Policy and Analysis Staff, by phone at (703) 764-9117, or by
email at gmccrary@fs.fed.us.
JESSE L. KING
Associate Deputy Chief for Business Operations/Chief Financial Officer
cc: Emmy Ibison, Gail McCrary, Linda Washington
18
Appendix H
USFS Regional Emergency Operations
Primary Contact List
R-1 Northern Region
Cathy Scofield
406-329-3409
406-370-0000 ©
R-2 Rocky Mountain Region
David Clement
303-275-5791
303-886-2173 ©
R-3 Southwest Region
Ginger Brudevold-Black
505-842-3352
R-4 Intermountain Region
Ken Kiser
801-625-5264
801-726-9041 ©
R-5 Pacific Southwest Region
Dennis Orbus
Judith Downing
916-640-1051 707-562-8703
916-719-3854© 530-908-5128©
WO Disaster & Emergency Ops,
Branch Chief:
Dale Dague
202-205-1500
202.329.1873 ©
Fire and Aviation Management,
Budget Analyst:
Khon Viengkham
202-205-1486
202-236-7817 ©
R-6 Pacific Northwest Region
David Summer
503-808-2143
503-703-4334 ©
R-8 Southern Region
Ron Herbster
404-347-7626
678-488-8870 ©
R-9 Eastern Region
Wayne Bushnell
414-297-3682
612-713-7300 EACC (24 hrs)
R-10 Alaska Region
Gary Lehnhausen
907-743-9458
907-230-4106©
Northeast Area
Bob Hartlove
610-557-4161
610-742-7593 ©
WO Disaster & Emergency Ops.
Specialist:
John Schulte
505-842-3252
505-362-7014 ©
Fire and Aviation Management,
Assistant Director, Fire Operations,
NIFC
Alice Forbes
208-387-5605
208-850-6498 ©
19
Appendix I:
List of Acronyms used in this document:
ARF Action Request Form
DFC Disaster Finance Center
DOI Department of the Interior
EOC Emergency Operations Center
ESF Emergency Support Function
FEMA Federal Emergency Management Agency
GACC Geographical Area Coordination Center
GAO Government Accounting Office
GSA General Services Administration
HQ Headquarters
JFO Joint Field Office (replaces the Disaster Field Office-ROC)
MA Mission Assignment
MAC Mission Assignment Coordinator
MCMT Mobilization Center Management Team
NICC National Interagency Coordination Center
NIFC National Interagency Fire Center
NRCC National Response Coordination Center (replaces the Emergency Support Team-EST)
NRP National Response Plan (replaces the Federal Response Plan-FRP)
POC Point of Contact
RRCC Regional Response Coordination Center (replaces the Regional Operations Center-ROC)
SOP Standard Operating Procedure
USFS United States Forest Service
USDA U.S. Department of Agriculture
Additional acronyms can be found in the National Response Plan (NRP), National Incident Management
System (NIMS), and the FEMA Acronyms, Abbreviations and Terms (FAAT) booklet. These documents are
available on the FEMA web site at www.fema.gov.
20