Hours Paid for Hours Worked
 There is no policy that authorizes a
mandatory duty day of 16 hours on
emergency incidents
 No pay authority exists to guarantee
individuals’ more than their base hours. ICs
or AAs do not have the authority to
guarantee more than base hours
 Personnel will be compensated for hours
that they perform work. Hours Paid for
Hours Worked
 Shift lengths are usually shown on IAPs
with some exceptions for burnouts,
holding, etc. Depending on travel to/from
camp, CTRs should reflect IAP shift times
Hours Paid for Hours Worked
 Supervisors need to be aware of what they
are signing. Crew Time Reports (CTRs) &
Shift Tickets are legal documents
o
Pay FFs for actual hours worked
o
Ensure documentation of justification
for hazard pay and compensable meal
periods
o
Firefighters safety and adherence to
the work rest guidelines
o
Cost Containment – Pay for hours
worked
 Watch Out CTR Situations:
o
 Every day on an incident is considered a
workday during an incident, except when
required to take a mandatory day off
which falls on the employees normal day
off
CTR showing on shift until 2200 with
no meal break for dinner and caterer
closes at 2200. If FF’s did not show a
break for or receive dinner, this CTR
should be rechecked through OPS and
mitigated appropriately
 Up to 16 hours in a day may be worked
without a special justification in writing,
and signed by the direct supervisor, and is
kept on file with the employees CTR/FTR

 Helpful Ideas:
o Ask Operations Section Chiefs to
stand with TIME/EQTR after briefing to
collect CTR’s/Shift Tickets and have
discussions directly with FF’s regarding
CTR time issues
 References:
o
Standing in line and eating at
caterer or ordering from a
restaurant and eating is not a
compensable meal period
Interagency Incident Business
Management Handbook, Chapter 10,
pages 10-7, 10-8 & 10-17
(Direction may vary for State Employees and Cooperators. Please check with your Agency Representative)
Emergency\Non-Emergency Travel
 Limit hours of duty to not more than 12
hours per day except in emergencies or
when extenuating circumstances warrant,
with supervisory approval. Return travel
home from an incident is not considered
an emergency
 No driver will drive more than 10 hours
behind the wheel
 A driver shall drive only if they have had at
least 8 consecutive hours off duty before
beginning a shift (exception to the
minimum off-duty hour requirement is
allowed when essential to):
o
Accomplish immediate and critical
suppression objectives, or address
immediate and critical firefighter or
public safety issues
 As stated in the current agency work/rest
policy, documentation of mitigation
measures used to reduce fatigue is
required for drivers who exceed 16-hour
work shifts. This is required regardless of
whether the drive was still compliant
with the 10-hour individual (behind the
wheel) driving time limitations
 References:
o Interagency Incident Business
Management Handbook, Chapter
10, pages 10-20 & 10-21
o FSM 6160.3
o FSHB 6109.11, 12.31, b,d, and e
4/7/2015
Page | 1 of 6
Hazard Pay
Hazard Pay (cont.)
 Hazard Pay authorization is based upon the
Examples of Hazard Pay Authorities:
inability to mitigate the hazards. Incident
agencies and IMTs do not have the
authority to approve hazard pay for
conditions that do not meet the parameters
stated in 5 CFR 550.901 through 550.907
and Appendix A
 References: (Please refer to the R6 Incident
Business website for the references and
attachments below)
 Crew or Engine Member
o
Yes –If participating as a member of a fire
fighting crew in fighting forest and range
fires on the fireline before the fire is
controlled
o
No – If personnel are engaged in logistical
support, service and non-suppression
activities
http://www.fs.fed.us/r6/fire/incident-business
o
Interagency Incident Business
Management Handbook, Chapter 10,
pages 10-26 through 10-32 & Toolkit,
Appendix B, pages B-5 & B-6
o
5 CFR 550 Subpart I, Appendix A
o
FS WO Definition of Fire Crew for
Entitlement to Hazard Pay on a
Wildland Fire Assignment Letter,
5/29/09, File Code 6150-3-1
o
FS WO Hazard pay for Low Level
Helicopter Flights Letter, 5/6/08, File
Code 6150-3-1
o
FS R6/BLM Documentation of Hazard
Pay for Crew Time Reports and Fire
Time Sheets, 5/23/13
 DIVS/SOF/STCR/STEN/EMT/Paramedic
o
o
Examples of Hazard Pay Authorities:
 Communications Personnel
o
Yes – If the flight is a “limited control
flight” in which the flight is
undertaken under unusual and
adverse conditions, e.g., extreme
weather, maximum load or overload,
limited visibility, extreme turbulence,
or low level flights involving fixed or
tactical patterns, which threaten or
severely limit control of the aircraft
o
No – If flight was a point to point flight
require routine take offs and landings
Yes – If assigned to an uncontrolled fire
line as their primary work area for the shift
and documented on the CTR as to what
their assignment was on the fire line

No – If primary work area is other than the
uncontrolled fireline such as a drop point
 SEC/DRIV/Local Unit visiting the fireline
o
Hazard Pay (cont.)
No – Minimal exposure, does not meet the
definition of hazard pay eligibility, not
considered active firefighting
(Direction may vary for State Employees and Cooperators. Please check with your Agency Representative)
No hazard pay authorities exist to
pay personnel for landing in
approved or unapproved
helispots. That hazard should be
mitigated prior to the flight and
subsequent landing taking place
 BCMG/FACL @ Spike Camps
o
No – Hazard Pay is based on the
inability to mitigate the hazard. Spike
Camps are not placed in areas where
hazards are not mitigated
o
No – Does not meet the definition of
hazard pay eligibility for active fire
fighting
4/7/2015
Page | 2 of 6
Meal Breaks during Travel
 National Federation of Federal Employees
Master Agreement, Article 18.9:
o Employees are required to take a
minimum of 30 minutes for an unpaid
meal break roughly halfway through their
schedule on any day that they work more
than 6 hours (meal break needs to be
documented on CTR)
 Time spent eating during travel interruptions
is non-compensable, e.g., eating while
waiting in an airport
 Time spent eating while traveling in a plane,
bus, or other vehicle is compensable
 FS Health and Safety Code Handbook states:
o Employees shall drive no more than two
hours without a rest
o Eating or drinking while operating a motor
vehicle is prohibited
 Examples of non-compensable meal
breaks:
o Stopping at a restaurant during a drive
o Eating at the airport before or between
flights
 References:
o Interagency Incident Business
Management Handbook, Chapter 10,
pages 10-15
o FS Health & Safety Code Handbook,
6709.11, Chapter 10, pages 10-11
through 10-14
o Federal Travel Regulations, FSH 6509.33
o NFFE-Master Agreement, Article 18.9
Meal Breaks at Incidents
 Compensable Meal Periods are the
exception, not the rule (5 CFR 551.411(c) & 29 CFR
785.19(a)) for federal resources
 Compensable meal period requirements
include, the fire is not controlled and OPS
declares it critical to remain at post of duty
and must be documented and approved by
the supervisor at the next level on the
CTR/Shift Ticket
 Inadequate food should be the exception.
Adequate food includes MRE’s, sack lunch,
hot can, etc. When adequate food is
unavailable, employee shall be in pay status
the entire time and documentation and
approval on the CTR/Shift Ticket is required.
 Bona fide meal periods are not worktime. The
employee is not relieved if they are required
to perform any duties, whether active or in
active, while eating. It is not necessary that
an employee be permitted to leave the
premises if they are otherwise completely
freed from duties during the meal period

References (visit website below):
http://www.fs.fed.us/r6/fire/incident-business
o
Interagency Incident Business
Management Handbook, Chapter 10,
pages 10-18, 10-19 & 10-25
o
29 CFR 785.19(a) & (b)
o
2014 Agency Specific Clarification Matrix
– 4/21/2014
(Direction may vary for State Employees and Cooperators. Please check with your Agency Representative)
Meals @ Incident for Home
Unit Personnel
 Food at Official Duty Station is considered
a personal expense, and the regulation
prohibits receiving compensation in
addition to the pay and allowances fixed
by law (5 U.S.C. 5536)
 Cost of meal(s) will be deducted from the
employees’ payroll, through agency
procedures. FS/BLM employees see
guidance, “FS R6/BLM WA/OR SO Meals
provided at Local Unit 2014” located at
http://www.fs.fed.us/r6/fire/incident-business
 Examples:
o Emergency personnel who are in the
field and engaged in firefighting
activities AND the operational period
prevents them from taking meals at
home can be supplied meals at the
government expense.
o Support personnel may be supplied
meals but the cost of the meal WILL be
deducted from their payroll.
o Local Agency Administrators/District
Personnel who are returning home
daily/nightly will need to deduct
meal(s) eaten at ICP through their
payroll process
 References:
o Interagency Incident Business
Management Handbook, Chapter 20,
pages 20-15 & 20-16
o FS R6/BLM WA/OR SO Meals provided
at Local Unit 2014
4/7/2015
Page | 3 of 6
Contractor Shift Tickets
 VIPR and EERA agreements require actual
hours worked be recorded to the nearest
quarter hour on an Emergency Equipment
Shift Ticket (OF-297) even if Contractor is
on a daily rate. This helps:
o
To document the Work/Rest (2:1)
guidelines are being followed per the
contract requirements
o
To determine time under hire for first
and last day
o
Vendor may use actual hours recorded
for paying employees
 Each operator’s name shall be listed on the
shift ticket
 After each operational period worked, the
Government Agent responsible for
ordering and/or directing the resource as
well as the Contractor representative will
sign the Shift Ticket verifying the hours
worked
 References:
o
VIPR Agreement, Scope of Agreement,
D.6.7 & D.21.9.2
Contractor Performance
Contractor Performance
Evaluations
Evaluation - Agency Addresses
 Performance Evaluations WILL be completed at
the incident by the government representative
supervising the resource. If the supervising
government representative is released from
the incident prior to the release of the
resource, the government representative will
need to complete a performance evaluation
prior to their own demobilization
 Forms for contractor performance can be
found at this website or in the Finance Section
at the Incident
http://www.fs.usda.gov/detail/r6/workingtoge
ther/contracting/?cid=stelprdb5385322
 The government representative will review the
performance evaluation with the Contractor,
record Contractor comments, and obtain
Contractor signature
 The government representative will give a copy
of the evaluation form(s) to the Contractor as
well as to the Incident Finance Section (for
distribution to the correct evaluating Agency
and the Host Unit incident file)
 The government uses these evaluations for
contractor performance under hire and will
reference this information for evaluating future
awards to this company
 References:
o D.20 PERFORMANCE EVALUATIONS
o VIPR Agreement, D.20 Performance
Evaluations, B.3 Basis of Award, &
Appendix E
(Direction may vary for State Employees and Cooperators. Please check with your Agency Representative)
 VIPR/EERA
Region 6, FACT
1740 SE Ochoco Way
Redmond, OR 97756
 Interagency Firefighting Crew Agreement
Oregon Department of Forestry
Protection Program
2600 State Street
Salem, OR 97310
 National Contracts
National Interagency Finance Center
Contracting
3833 S. Development Avenue
Boise, ID 83705
Emergency Equipment Use
Invoice, OF-286 Auditing
 OF-286, Emergency Equipment Use
Invoice, needs to be audited before being
sent to paying agency
 See “Equipment Invoice Audit Example” on
the R6 Incident Business Website for a
step by step guide to auditing OF-286’s
http://www.fs.fed.us/r6/fire/incident-business
4/7/2015
Page | 4 of 6
FS Casual Payments
 Enter Employee Common Identifier (ECI) on
OF-288. Do NOT use any part of the Social
Security Number. ECI’s for FS Casuals may be
found at the ASC’s, B&F, IF, Casual Pay
webpage. See website under References
 Ensure AD Class and Item Code are entered
correctly (FFT2, FFT1, etc)
 If there is a pay rate change at the incident,
record the pay rate/position change on the
CTR and note it in remarks block of the OF288. A new Casual Hire Form is NOT
necessary
 Enter Casuals mailing address if it is different
or new from address used on pre-season
hiring paperwork, otherwise you may leave
this field blank. Annotate that it is “new” in
the OF-288 remarks field
 Secure the Casuals cell phone number, not
the hiring unit’s phone number
 Estimate and close out travel time for return
travel, if away from home unit
 If the Casual only has travel expenses not
requiring a receipt, it is MANDATORY for the
reimbursement to be made through the OF288. IMT should process travel
reimbursement requests on OF-288 using
“Travel-Add” through the “Post
Adjustments” tab. See “2015 AD Travel
Policy” on the ASC’s Casual Pay webpage
 Secure Casual’s signature on OF-288 and
initials on Adjustments page for
reimbursement of travel expenses
FS Casual Payments (cont.)
 Provide Casual with “Batch Number” and
advise them to allow 30 days to process the
payment before calling ASC
 Complete the “APPROVING MEMO” as
outlined in “Attachment C” of the “2015
Incident Finance Payment Procedures Guide”
found at ASC’s Casual Pay webpage
 Assign a “Unique Unit Batch Number” for
tracking purposes.
o
Use Incident/Fire number followed by
sequential number
o
Example for Batch 1 and 2
o

OR-DEF-000645-001

OR-DEF-000645-002
For Incidents with multiple teams
assigned, incorporate the team name in
the batch
 Provide Team Contact and Incident Unit
Contact information
 Audit OF-288’s (make pen and ink corrections
on the original hardcopy if needed), ensure
back up documentation is attached, and
secure FSC signature (if FSC is an AD and their
OF-288 is included in the batch, secure a
Deputy’s or Time Unit Leader signature)
 Keep a copy of Approving Memo and all OF288’s for the incident finance records
 Submit Approving Memo, list of Casual names,
original OF-288’s and supporting
documentation via OVERNIGHT delivery to the
ASC, B&F, IF address located on the Approving
Memo
(Direction may vary for State Employees and Cooperators. Please check with your Agency Representative)
FS Casual Payments (cont.)
 References: (FS Casual Pay External & Internal
Webpages)
 http://www.fs.fed.us/fire/ibp/index.html
 http://fsweb.asc.fs.fed.us/bfm/programs/financialoperations/incident-business/
o I-9 Dates/Employee Common Identified (ECI)
o 2015 FS AD Travel Policy
o 2015 Incident Finance Payment Procedures Guide
Transitions
Below are items that can help make a transition
between teams or with home units successful
 Print off draft OF-288 for the files in case
computers become unavailable
 Place notes on hard copy files regarding any
issues/concerns for the resources
 Make sure ECI #’s for Casuals are entered in
eIsuite
 Ensure FS Casuals travel reimbursement
entries are up to date in eIsuite
o Or document on the Casuals file that
reimbursement will be completed at the
home unit
o Also note if the Casual has a rental
vehicle and how it was procured
 Leave receiving team/unit with
o Last “Batch Number” that was used to
send Casual payments to ASC
o Relay any unresolved issues
o Contact information for outgoing
Finance Section individuals
4/7/2015
Page | 5 of 6
Medical Treatment &
Sick Pay
 Regular gov’t employee/casuals who are
provided medical treatment by the
incident, will not exceed actual hours
worked or guarantee whichever is greater
 Time spent traveling to/from medical
facility and receiving medical attention is
considered compensable only up to the
employees regular guaranteed work
hours. Overtime cannot be earned
 A regular gov’t employee who is unable to
perform work due to non-work related
illness is placed in leave status if the day is
within the individuals’ weekly tour of duty
 If outside the individuals’ weekly tour of
duty, the individual is not entitled to
compensation
 Casuals are not entitled to sick leave, they
are guaranteed 8 hours each day held by
the incident
 Reference:
o
Interagency Incident Business
Management Handbook, Chapter 10,
pages 10-25 & 10-26
 ASC is no longer using the 12 OWCP
district office addresses for billings from a
medical facility. New Address:
o
U.S. Department of Labor
DFEC Central Mailroom
P.O. Box 8300
London, KY 40742-8300
Demobilizing Resources
 Effort should be made to ensure resources
that can make it home in one duty day get
adequate rest before completing the
demobilization process
o
Safety concerns – Fatigue, Driving after
dark, etc.
o
Cost containment to avoid additional
per diem/lodging expenses
o
Personnel have already been
accounted for in meal counts by FDUL
 Resources can have the demobilization
process mostly complete, except for tasks
that need to be done the morning of
demobilization such as final timesheets,
weed washes, etc.
 Local & Contracted resources who are
within close proximity to their point of hire
may be released the day of their last shift
as long as their travel will allow them to
arrive within their normal shift and no later
than 2200 hours
 Reference:
o
National Interagency Mobilization
Guide, Chapter 20, page 28
(Direction may vary for State Employees and Cooperators. Please check with your Agency Representative)
Paying Agency in eIsuite
 The “Payment Agency” field in eIsuite is
the agency that makes the initial payment
to the resource
 Do NOT use FED in either the “Agency” or
“Payment Agency” fields
 References (visit website below):
http://www.fs.fed.us/r6/fire/incident-business
o
Pacific Northwest Geographic Area,
Incident Business Guidelines for
Federal Agencies, 5/28/14, page 15
o 2013 Incidents COST coding matrix,
1/12/15
 Examples:
Item
Agency
Payment Agency
EERA/IBPA
PVT
National
Contracts
Agency
Employees
PVT
Casuals Hired
by State
Fire Service
w/ State
Agreement
Fire Service
w/ Federal
Agreement
4/7/2015
Host Agency
(FS/BLM/OR/WA)
FS
Employee
Agency(FS/
BLM/BIA/NPS
/OR/WA)
Two digit
state code
RUR
Employee Agency
(FS/BLM/BIA/NPS/
OR/WA)
RUR
Federal Agency
Jurisdiction
(FS/BLM/BIA/NPS)
Page | 6 of 6
Two digit state
code
Two digit state
code (host unit)