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 8:

Documentation:Record Keeping Systems and Procedures



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.



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-000 DNR WA-**S-000

Bureau of Indian Affairs WA-**A-000 Bureau of Land Management WA-**D000

US Fish & Wildlife WA-**R-000 National Park Service WA-**P-000

Examples of other federal numbering schemes



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.



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



Incident Documentation All Equipment

o Mobe Manifest Form All Responders

o Firefighter Time Reporto Emergency Firefighter Time

Report (Red Dog)o Equipment Shift Ticketo Emergency Equipment Use

Invoice Volunteer Personnel

o W-4o WSP Waiver

W9 and OFM Payee Registration Form needed for POV use.



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.



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 email to the WSP Mobilization Section (email on bottom of form).

Present Mobilization Manifest Form at check-in.



Mobilization Manifest Form



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 #25WA-WFS-232

Steve James

E2124WSP Mobe

ENGB

7/12/13

11:00 13:00Robert SmithJon Blackwell

FF1FF1

T) Travel to Alpine Lane Fire

Signed by Division Supervisory

19:0013:00

FF1FF1

ENGB

Jon BlackwellRobert SmithSteve James

1)

T

1) Muster for mobe



Thurston County Fire District #25Alpine Lane WA-WFS-232

Steve James

E2124WSP Mobe

ENGB

7/12/13

11:00 13:00

Robert SmithJon Blackwell

FF1FF1

T) Travel to Alpine Lane Fire

Travel Only

Thurston County Fire District #25Alpine Lane WA-WFS-232

Steve James

E2124WSP Mobe

ENGB

7/12/13

11:00 13:00

Robert SmithJon Blackwell

FF1FF1

Muster for mobe

Steve James ENGB 13:00 19:00

7/13/13

00:00 07:00

Robert Smith FF1Jon Blackwell FF1

1)

T)

1)T) Travel to Alpine Lane Fire

Signed by Division Supervisor Signed by Division Supervisor

Travel and first operational period

1 )

13:00 19:00ENGBFF1FF1

Steve JamesRobert SmithJon Blackwell

T )

1) Muster for mobe

19:00 00:002)

Jon BlackwellRobert SmithSteve James

Assigned to Division D – Structure Protection2)

ENGBFF1FF1



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.



XCareer – Thurston #25532-62-1234

John Rae Doe

6943 Smelter Way NW

Olympia WA 98502

Thurston County Fire District 25

6943 Smelter Way NW

E-2124

Enter Career or Volunteerand provide department name

Resource Order Number

Emergency Firefighter Time Report

Olympia WA

Olympia

(360) 239-1243

Emergency contact can be department, spouse or relative (department preferred).



Incident Number

Incident Name

Alpine Lane Fire

WA-WFS-232

Enter your position

FFT2

Emergency Firefighter Time Report



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.



Emergency Equipment Shift TicketShowing 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 EngineStarting Mileage: 10,1000Ending Mileage: 10,250

07/12/2013

Robert WhitehallXX

E-2124

Alpine Lane WA-WFS-232Ford F250B-251 34546C

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



Emergency Equipment Shift TicketShowing 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 EngineStarting Mileage: 10,1000Ending Mileage: 10,250

07/12/2013

Robert WhitehallXX

E-2124

Alpine Lane WA-WFS-232Ford F250B-251 34546C

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 18:30 11.5 Division “B”



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.



Indicate diesel or gas

Alpine Lane FireThurston County Fire District #256943 Smelter Way NWOlympia, WA 98501

E2124

91-8143267

B-251 Lic# 34546CFord F450 Type 6 Eng Diesel

Olympia

07 12 13 12:00 hrs

XX

Washington State PatrolMobilization

Emergency Equipment – Use Invoice



Check-in All personnel must Check-in at the Incident. Provide at check-in for each apparatus:

o Mobilization Manifesto Emergency Equipment Use Invoiceo Equipment Shift Ticket (for travel)

Career memberso Emergency Firefighter Time Reporto CTR

Volunteer memberso Emergency Firefighter Time Reporto CTRo WSP Waivero W4

IMT’s use different versions of a check-in form. This form is used to capture information for later entry into ISUITE.



Mobilization Compensation 101Muster 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.



Mobilization Compensation 101Travel 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.



Mobilization Compensation 101Morning 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”

Documents

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