Washington State Patrol Office of the State Fire Marshal Unit 8: Documentation: Record Keeping Systems and Procedures

Washington State Patrol Office of the State Fire Marshal Unit Objectives  Explain the use and significance of the Incident Order Number and the Request (Resource Order) Number.  Explain individual timekeeping.  Identify and demonstrate the completion of required unit documentation.  Explain methods of compensation/reimbursement.  Demonstrate state mobilization check-in and check- out.

Washington State Patrol Office of the State Fire Marshal Incident Number  You will receive an Incident Number.  Based off a National System.  First two letters indicate state, the next three letters indicate the agency location.  State Mobe uses WA-WFS- followed by a sequential number. Example WA-WFS-232. This number should be included on Crew and Equipment Time Reports. Forest Service WA-**F-000DNR WA-**S-000 Bureau of Indian Affairs WA-**A-000Bureau of Land Management WA-**D000 US Fish & Wildlife WA-**R-000National Park Service WA-**P-000 Examples of other federal numbering schemes

Washington State Patrol Office of the State Fire Marshal Resource Order Number  A unique number assigned to each apparatus by the WSP Mobilization Section.  All resources must have a Resource Order Number.  Shall be placed on the vehicle windshield.  The Resource Order Number is the primary tracking number for the apparatus and personnel – it should be included on both Crew and Equipment Time reports.

Washington State Patrol Office of the State Fire Marshal Resource Order Number  Overhead personnel are issued an “O” number.  Equipment w/personnel are issued an “E” number.  Aircraft w/personnel are issued an “A” number.  Crews are issued a “C” number.  Supplies are issued an “S” number. Example: Strike Team with STL, STL(T) and five engines

Washington State Patrol Office of the State Fire Marshal Incident Documentation  All Equipment o Mobe Manifest Form  All Responders o Firefighter Time Report o Emergency Firefighter Time Report (Red Dog) o Equipment Shift Ticket o Emergency Equipment Use Invoice  Volunteer Personnel o W-4 o WSP Waiver  W9 and OFM Payee Registration Form needed for POV use.

Washington State Patrol Office of the State Fire Marshal Incident Documentation  While examples are provided here, it is recommended that responders receive hands-on instruction by their department’s training officer in the correct completion of mobilization related paperwork.  Correct completion of mobilization paperwork can save you considerable grief at a later date.

Washington State Patrol Office of the State Fire Marshal Mobilization Manifest Form  Used to record personnel and equipment being sent to an incident either as a single resource or as a strike team/task force.  Use one form per apparatus. Complete the form and to the WSP Mobilization Section ( on bottom of form).  Present Mobilization Manifest Form at check-in.

Washington State Patrol Office of the State Fire Marshal Mobilization Manifest Form

Washington State Patrol Office of the State Fire Marshal Crew Time Reports (CTR)  Used to track time of personnel.  One form used for each apparatus.  Signed by Division Supervisor.  Turn in White copy daily to the Time Unit Recorder (Finance Section).  First CTR can show just travel OR travel plus first assignment as shown on the next slide. Thurston County Fire Dist #25 WA-WFS-232 Steve James E2124 WSP Mobe ENGB 7/12/13 11:00 13:00 Robert Smith Jon Blackwell FF1 T) Travel to Alpine Lane Fire Signed by Division Supervisory 19:00 13:00 FF1 ENGB Jon Blackwell Robert Smith Steve James 1) T 1) Muster for mobe

Washington State Patrol Office of the State Fire Marshal Thurston County Fire District #25 Alpine Lane WA-WFS-232 Steve James E2124 WSP Mobe ENGB 7/12/13 11:0013:00 Robert Smith Jon Blackwell FF1 T) Travel to Alpine Lane Fire Travel Only Thurston County Fire District #25 Alpine Lane WA-WFS-232 Steve James E2124 WSP Mobe ENGB 7/12/13 11:0013:00 Robert Smith Jon Blackwell FF1 Muster for mobe Steve James ENGB 13:0019:00 7/13/13 00:0007:00 Robert Smith FF1 Jon BlackwellFF1 1) T) 1) T) Travel to Alpine Lane Fire Signed by Division Supervisor Travel and first operational period 1 ) 13:0019:00 ENGB FF1 Steve James Robert Smith Jon Blackwell T ) 1) Muster for mobe 19:00 00:00 2) Jon Blackwell Robert Smith Steve James Assigned to Division D – Structure Protection 2) ENGB FF1

Washington State Patrol Office of the State Fire Marshal Emergency Firefighter Time Report  Also referred to as a “Red Dog” due to its red color.  Used to track firefighter time.  Crew Time Reports (CTR’s) turned in daily are transferred onto the Red Dog by the Finance Section.

Washington State Patrol Office of the State Fire Marshal X Career – Thurston # John Rae Doe 6943 Smelter Way NW OlympiaWA98502 Thurston County Fire District Smelter Way NW E-2124 Enter Career or Volunteer and provide department name Resource Order Number Emergency Firefighter Time Report Olympia WA Olympia (360) Emergency contact can be department, spouse or relative (department preferred).

Washington State Patrol Office of the State Fire Marshal Incident Number Incident Name Alpine Lane Fire WA-WFS-232 Enter your position FFT2 Emergency Firefighter Time Report

Washington State Patrol Office of the State Fire Marshal Emergency Equipment Shift Ticket  Used to track Equipment time.  Equipment shift tickets turned in daily to Time Unit (Finance Section).  Time Unit transfers information onto the Emergency Equipment Use Invoice or into ISUITE.  Signed by both ENGB and Division Supervisor.

Washington State Patrol Office of the State Fire Marshal Emergency Equipment Shift Ticket Showing Initial Response to Incident  Indicate Type of Engine, Tender or Command Vehicle.  On the initial travel day, keep track of both hours worked and miles driven.  Return travel is based on the number of miles from the incident to home, divided by 45 mph.  Equipment is paid by the hours of use, not mileage. Thurston #25 Type 6 Engine Starting Mileage: 10,1000 Ending Mileage: 10,250 07/12/2013 Robert Whitehall X X E-2124 Alpine Lane WA-WFS-232 FordF250 B C 7/12/13 13:00 19:00 6 Travel Diesel Fuel Robert Whitehall Hours Operated Resource Number Equipment Type Fuel Type DO NOT include time spent to Muster, Check-in, Briefings or Demobe

Washington State Patrol Office of the State Fire Marshal Emergency Equipment Shift Ticket Showing Travel and first Shift  Indicate Type of Engine, Tender or Command Vehicle.  On the initial travel day, keep track of both hours worked and miles driven.  Return travel is based on the number of miles from the incident to home, divided by 45 mph.  Equipment is paid by the hours of use, not mileage. Thurston #25 Type 6 Engine Starting Mileage: 10,1000 Ending Mileage: 10,250 07/12/2013 Robert Whitehall X X E-2124 Alpine Lane WA-WFS-232 FordF250 B C 7/12/13 13:00 19:00 6 Travel Diesel Fuel Robert Whitehall Hours Operated Resource Number Equipment Type Fuel Type DO NOT include time spent to Muster, Check-in, Briefings or Demobe 7/13/13 07:00 18: Division “B”

Washington State Patrol Office of the State Fire Marshal Emergency Equipment- Use Invoice  Used to track Equipment time.  Equipment shift tickets turned in daily are transferred onto the Emergency Equipment Use Invoice.  Emergency Equipment – Use Invoice is not used by Incident Management Teams that use a computerized system called ISUITE.

Washington State Patrol Office of the State Fire Marshal Indicate diesel or gas Alpine Lane Fire Thurston County Fire District # Smelter Way NW Olympia, WA E B-251 Lic# 34546C Ford F450 Type 6 Eng Diesel Olympia :00 hrs X X Washington State Patrol Mobilization Emergency Equipment – Use Invoice

Washington State Patrol Office of the State Fire Marshal Check-in  All personnel must Check-in at the Incident.  Provide at check-in for each apparatus: o Mobilization Manifest o Emergency Equipment Use Invoice o Equipment Shift Ticket (for travel)  Career members o Emergency Firefighter Time Report o CTR  Volunteer members o Emergency Firefighter Time Report o CTR o WSP Waiver o W4  IMT’s use different versions of a check-in form. This form is used to capture information for later entry into ISUITE.

Washington State Patrol Office of the State Fire Marshal Mobilization Compensation 101 Muster and Time to Place Equipment back in service  2-hours paid to “muster” prior to departure. o This is time spent preparing for a mobilization (loading equipment and taking an inventory, etc). o Time should be noted on CTR. o Equipment NOT paid for Muster – actual travel time only.  1-hour paid for personnel to place equipment back in service upon arrival home.

Washington State Patrol Office of the State Fire Marshal Mobilization Compensation 101 Travel Time  Travel Time to and from a mobilization is limited to a 45 mph travel average. o Extenuating circumstances such as heavy traffic or road construction should be noted on the CTR. Crew Swaps  Travel to and from is only paid once per apparatus for the incident. o Replacement crews are not paid travel to the incident and replaced crews are not paid travel home.

Washington State Patrol Office of the State Fire Marshal Mobilization Compensation 101 Morning Briefing  STEN, STEN(T) and ENGB should attend morning briefings and are thus compensated. o Others may be paid IF REQUIRED to attend. o If remainder of crew is preparing the apparatus during briefing, it should be noted on the CTR. o Breakfast is NOT compensable. o Apparatus are NOT compensated during briefings. Lunch  Lunch is the only compensable meal. o Due to various agency rules, an Incident Management Team may require you to deduct a 30-minute lunch period on your CTR. Do Not Worry! The Mobilization Section will later adjust your time accordingly. Note on your CTR “1/2 hour compensable lunch”