Equipment Time Recorder

EQTR Incident Position Description

The Equipment Time Recorder is responsible for tracking and posting equipment time for wildland fire or all-hazard incidents. The EQTR is supervised by the Procurement Unit Leader (PROC). The EQTR works in the finance functional area.

Prepare and Mobilize

• Ensure individual readiness.
• Obtain and assemble information and materials needed for kit. Suggested items include:
  • NWCG Standards for Interagency Incident Business Management, PMS 902
  • Geographic area supplements
  • Agency-specific guidelines
  • Emergency Equipment Use Invoice, OF-286 (Watch: How to Correctly Fill Out The Emergency Equipment Use Invoice)
  • Emergency Equipment Rental Agreement, OF-294
  • Vehicle/Heavy Equipment Pre-Use Inspection Checklist, OF-296
  • Emergency Shift Ticket, OF-297 (Watch: How to Correctly Fill Out The Emergency Equipment Shift Ticket)
  • Emergency Equipment Rental-Use Envelope, OF-305
  • Emergency Equipment Fuel and Oil Issue, OF-304
  • Incident Time Report, OF-288 (Watch: How to Correctly fill out an Incident Time Report)
  • Crew Time Report (CTR), SF-261 (Watch: How to correctly fill out a CTR)
  • General Message, ICS-213
  • Agency-specific forms
• Gather critical information relevant to the assignment.
• Travel to and check in at the assignment.
• Obtain briefing, objectives, and intent from your incident supervisor.

Supervise and Direct Work Assignments

• Identify, analyze, and use relevant situational information to make better informed decisions and take appropriate actions.
• Adjust actions based on changing information and evolving situation awareness. Communicate changing conditions to your incident supervisor.
• Ensure daily objectives and performance standards are met.

Perform Equipment Time Recorder-Specific Duties

• Establish a daily reporting schedule to gather equipment time from support sections and contractors.
• Ensure contractors and cooperators are managed properly in accordance with the terms and conditions of the agreement/contract. Ensure adequate copies of documentation are provided and that original, legible signatures are in other than black ink when non-standard official forms are used. The following forms may be utilized to document equipment use:
  • Incident Blanket Purchase Agreement (IBPA), SF-1449
  • Cooperative agreements
  • Emergency Equipment Rental Agreement (EERA), OF-294
  • Vehicle/Heavy Equipment Pre-Use Inspection Checklist, OF-296
  • Emergency Shift Ticket, OF-297 (Watch: How to Correctly Fill Out The Emergency Equipment Shift Ticket)
  • Emergency Equipment Use Invoice, OF-286 (Watch: How to Correctly Fill Out The Emergency Equipment Use Invoice)
  • Emergency Equipment Fuel and Oil Issue, OF-304
  • Resource Order form
  • Commissary Issue Record, OF-287
  • Agency-provided repairs, parts, and supply invoices
  • Contract claim documentation
  • Crew Time Report (CTR), SF-261 (Watch: How to correctly fill out a CTR)
  • Incident Time Report, OF-288 (Watch: How to Correctly fill out an Incident Time Report)
  • Performance evaluations
  • Emergency Equipment Rental-Use Envelope, OF-305
• Review emergency equipment shift tickets for adherence to contract/agreement terms and conditions and to the NWCG Standards for Interagency Incident Business Management, PMS 902, regarding; pay regulations, on-shift/off-shift time, down time, posting of commissary/deductions, approvals/signatures, and any special considerations in the Remarks block.
• Post equipment time and use in compliance with the contract and/or the agreement to include; travel, compensable time, work rate, special rate, commissary, fuel, parts, service, or medical deductions, etc.
• Ensure the correct payment center is identified on the Emergency Equipment Use Invoice, OF- 286.
• Prior to finalizing invoices, audit time postings to ensure compliance with the agreement/contract.
• Audit the posting of time prior to finalizing invoices to ensure compliance with agreement/contract.
• Assist contractors in completing shift tickets and/or pay documents.
• Utilize incident time system programs and provide training as needed.
• Adhere to guidelines in the NWCG Standards for Interagency Incident Business Management, PMS 902, regarding; work/rest, length of assignment, determining when travel is compensable, ensuring ordered standby guidelines are adhered to, and validating submitted time in accordance with the Incident Operations Driving Standards.

Communicate and Coordinate

• Identify and report issues of concern to your incident supervisor.

Manage Risk

• Report all accidents or injuries to your incident supervisor.
• Ensure compliance with all safety practices and procedures for yourself and those around you.

Document

• Ensure all documentation is complete. Document any follow-up actions for the jurisdictional agency. Close out all personnel time documents prior to resource demobilization, and distribute copies per agency and incident policy.
  • Ensure all property is returned prior to demobilization.
  • Document the release date and time.
  • Document no damage or claims.
  • Obtain release Vehicle/Heavy Equipment Inspections Checklist, OF-296.
  • Post estimated travel time to the home unit (actual or estimated).
  • Obtain required signatures.
  • Attach required support documentation.
  • Complete the Emergency Equipment Use Envelope, OF-305.
  • Distribute contract documents according to established guidelines.
• Utilize the following reference documents to accomplish work:
  • NWCG Standards for Interagency Incident Business Management, PMS 902,
  • Geographic area supplements,
  • National and regional mobilization guides,
  • Contract/Incident Blanket Purchase Agreement (IBPA),
  • Cooperative agreements, and
  • Agency-specific guidelines.

Demobilize

• Coordinate an efficient transfer of your position duties when demobilizing.
• Complete the demobilization checkout process before being released from the incident.
• Upon demobilization, report your status to your home unit including a reassignment or the estimated time of arrival (ETA) to your home unit.