Washington State Patrol Office of the State Fire Marshal

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

2. 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.

3. 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. Examples of other federal numbering schemes

4. 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 OrderNumber. • 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.

5. Washington State Patrol Office of the State Fire Marshal Resource Order Number • Overhead personnelare issued an “O” number. • Equipmentw/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

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

7. 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.

8. 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 email to the WSP Mobilization Section (email on bottom of form). • Present Mobilization Manifest Form at check-in.

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

10. 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 E2124 WA-WFS-232 WSP Mobe 7/12/13 Steve James 1) ENGB 13:00 11:00 Robert Smith FF1 FF1 Jon Blackwell ENGB Steve James T 19:00 13:00 Robert Smith FF1 FF1 Jon Blackwell 1) Muster for mobe T) Travel to Alpine Lane Fire Signed by Division Supervisory

11. Washington State Patrol Office of the State Fire Marshal Travel and first operational period Travel Only Thurston County Fire District #25 Thurston County Fire District #25 E2124 E2124 WA-WFS-232 WA-WFS-232 WSP Mobe Alpine Lane WSP Mobe Alpine Lane 7/12/13 7/13/13 7/12/13 Steve James Steve James ENGB ENGB 11:00 13:00 11:00 13:00 1 ) 1) Robert Smith Robert Smith FF1 FF1 Jon Blackwell FF1 Jon Blackwell FF1 ENGB T ) Steve James 13:00 19:00 Robert Smith FF1 T) Steve James ENGB 13:00 19:00 FF1 Jon Blackwell Robert Smith FF1 Jon Blackwell FF1 Steve James 2) ENGB 00:00 07:00 00:00 19:00 FF1 Robert Smith Jon Blackwell FF1 Muster for mobe 1) 1) Muster for mobe T) Travel to Alpine Lane Fire T) Travel to Alpine Lane Fire 2) Assigned to Division D – Structure Protection Signed by Division Supervisor Signed by Division Supervisor

12. 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.

13. Washington State Patrol Office of the State Fire Marshal Emergency Firefighter Time Report Resource Order Number E-2124 Career – Thurston #25 532-62-1234 X Olympia John Rae Doe Thurston County Fire District 25 6943 Smelter Way NW 6943 Smelter Way NW WA (360) 239-1243 Olympia WA 98502 Olympia Emergency contact can be department, spouse or relative(department preferred). Enter Career or Volunteer and provide department name

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

15. 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.

16. 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. Resource Number E-2124 Thurston #25 Robert Whitehall WA-WFS-232 Alpine Lane X Ford F250 X B-251 34546C Equipment Type Type 6 Engine Starting Mileage: 10,1000 Ending Mileage: 10,250 7/12/13 6 13:00 19:00 Travel Hours Operated Fuel Type Diesel Fuel Robert Whitehall 07/12/2013 DO NOT include time spent to Muster, Check-in, Briefings or Demobe

17. 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. Resource Number E-2124 Thurston #25 Robert Whitehall WA-WFS-232 Alpine Lane X Ford F250 X B-251 34546C Equipment Type Type 6 Engine Starting Mileage: 10,1000 Ending Mileage: 10,250 7/12/13 6 13:00 19:00 Travel 7/13/13 11.5 Division “B” 18:30 07:00 Fuel Type Diesel Fuel Hours Operated Robert Whitehall 07/12/2013 DO NOT include time spent to Muster, Check-in, Briefings or Demobe

18. 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.

19. Washington State Patrol Office of the State Fire Marshal Emergency Equipment – Use Invoice Indicate diesel or gas Alpine Lane Fire Thurston County Fire District #25 6943 Smelter Way NW Olympia, WA 98501 91-8143267 Olympia B-251 Lic# 34546C Ford F450 Type 6 Eng Diesel 07 12 13 12:00 hrs X Washington State Patrol Mobilization X E2124

20. 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: • Mobilization Manifest • Emergency Equipment Use Invoice • Equipment Shift Ticket (for travel) • Career members • Emergency Firefighter Time Report • CTR • Volunteer members • Emergency Firefighter Time Report • CTR • WSP Waiver • W4 • IMT’s use different versions of a check-in form. This form is used to capture information for later entry into ISUITE.

21. 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. • This is time spent preparing for a mobilization (loading equipment and taking an inventory, etc). • Time should be noted on CTR. • Equipment NOT paid for Muster – actual travel time only. • 1-hour paid for personnel to place equipment back in service upon arrival home.

22. 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. • 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. • Replacement crews are not paid travel to the incident and replaced crews are not paid travel home.

23. 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. • Others may be paid IF REQUIRED to attend. • If remainder of crew is preparing the apparatus during briefing, it should be noted on the CTR. • Breakfast is NOT compensable. • Apparatus are NOT compensated during briefings. • Lunch • Lunch is the only compensable meal. • 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”