(upbeat music)
- Fighting a wildland fire is a complex undertaking
that requires coordination among multiple resources,
functions, individuals, and agencies.
The challenges associated with wildland firefighting
are substantial, including making sure
incident responders get paid correctly and on time.
One of the key tools for keeping everything straight
is the Crew Time Report, or CTR.
This training is for Single Resources and Crew Bosses
to show how to properly complete the CTR,
for Supervisors who review and approve the CTR,
and for Time Recorders who check the CTR for accuracy.
Each category of personnel have specific responsibilities
when it comes to the CTR.
Understanding each other's roles will help ensure
the seamless routing of the CTR for posting.
Let's start with how a Singe Resource
needs to fill out the CTR.
Block One is the name of the resource.
This can be left blank for a Single Resource.
Block Two is the crew number.
This is the Resource Order Number
located in Block 12 on the Resource Order received
when you are assigned to the incident.
The Resource Order also contains the information for
Block Three, the office responsible for the fire,
Block Four, the fire name,
and Block Five, the fire number.
The information on the resource order
needs to be accurately transferred to the CTR.
But the next section is where the single resource
needs to enter their name, classification,
time worked, and remarks.
Block Six is a number or letter code
that will correspond with remarks
that will be entered in Block 11.
Block Seven is the name of the employee.
And Block Eight is the employee pay classification.
For a federal employee, this block will be GS or WG.
For an AD, remember to put the classification level,
such as ADF.
Blocks Nine and 10 are for entering the time work started,
and the time work stopped.
Remember to enter the date at the top of Blocks Nine and 10.
Block 11 is where to enter remarks
for anything that was noted in Block 6.
It's also where to make any notes about the time entries.
In this case, it's the reason there wasn't a meal break.
We'll go into more detail
on how to enter remarks later in this video.
For Crew Bosses, filling out the top of the CTR
is similar to what we just saw for Single Resources.
Block one is the name of the crew,
rather than a Single Resource.
And it is important to point out,
Block two is the Resource Order Number.
Remember, the Resource Order Number
is not the same as your crew,
or engine identifier, back home.
Block Six is for noting anything out of the ordinary,
and there should be a corresponding explanation in Block 11.
Block Seven is where crew members are listed.
A Crew Boss can list the names of everyone on the crew,
or simply put the boss name plus the number of crew members.
There is no right or wrong way to show a crew on a CTR,
as long as a Timekeeper can identify crew members.
Each team or host unit may have a preferred method
as how to notate, so be sure to coordinate
with finance early on.
Block Eight is the employee pay classification.
It is critical to note if someone is an AD
and what the pay class is, such as ADC.
Blocks Nine and 10 are where the time worked
is entered for each crew member.
If it's the same for the entire crew,
the Crew Boss can enter it for one person.
They can also use a down arrow
indicating the same hours for everyone.
Again, remember to enter the date.
Block 11 is where the Crew Boss
explains anything out of the ordinary.
The explanations correlate with the notations in Block Six.
For example, if the Crew Boss
puts the number one in Block Six,
they will also put a number one in Block 11,
followed by the explanation.
Alternatively, the Crew Boss can enter a letter,
such as H for hazard pay.
In Block 11, they will explain
the reason for the hazard pay,
such as firefighting on an uncontrolled fireline.
Common notations for remarks include:
H for hazard pay, T for travel,
and E for an environmental differential.
Block 11 is also where the Crew Boss
records anything out of the ordinary
from Blocks Nine and 10,
showing time on and time off.
An injury or compensable meal breaks
are examples of what is noted in the remarks block.
Remember to include what activity was done
that warrants a pay provision.
For example, write that the crew was firefighting
on an uncontrolled fireline,
rather than just putting uncontrolled fireline.
When working nights, time is recorded by the shift worked.
So the CTR will show two dates for a shift.
Time is recorded as the start time
of the shift at 2400 in one column,
then the start of the next calendar day
until the end of the shift in the second column.
Remember to show meal breaks
or document compensable meal breaks.
Once the Crew Boss completes the CTR,
they need to get it signed by their Incident Supervisor,
such as a Division Supervisor.
If the Incident Supervisor is unavailable,
the next level supervisor can sign it.
Crew Bosses do not sign their own CTR.
One final note for Single Resources and Crew Bosses,
make sure you fill out the CTR legibly.
If the Supervisor or Time Keepers can't read your writing,
it will delay the process.
The bottom part of the CTR
is for Supervisors and Time Keepers.
Before signing the CTR,
the Supervisor needs to review it.
Supervisors need to focus on hours claimed,
and insure the documentation in Block 11
is appropriate and complete.
Look at hours worked, meal breaks,
notations or comments for hazard pay,
travel, compensable meal breaks,
injury or illness, crew substitution,
or anything out of the ordinary that impacts pay.
If something isn't correct or clear,
the supervisor should work with the resource
to correct the CTR before it is turned into finance.
Here are some examples of incorrect CTRs.
In this example, the resource failed to write
a justification for not taking a meal break.
Here's an example of inadequate justifications
for hazard pay and compensable meals.
The Crew Boss needed to expand
on the explanations in Block 11.
Remember, the justification needs to show
what activity was performed that warrants a pay provision,
and why the crew didn't take a meal break.
In this case, the supervisor would send the CTR
back to the Crew Boss for clarification.
When the supervisor is satisfied,
the information on the CTR is accurate and complete,
they sign Block 12,
and enter their position code in Block 13.
Finally, the CTR is turned into finance
and Time Keepers check for completeness and accuracy.
They ensure items like date, hours worked,
excess hours, premium pay justifications,
and signatures are shown and documented properly.
If a Time Keeper finds something missing,
or that is unclear,
they will hold the CTR until
the discrepancy has been resolved.
The Crew Boss will have to return to finance
and provide the explanation.
Unresolved issues can significantly delay demobilization.
That's why it's a good idea
for Single Resources and Crew Bosses
to periodically touch base with finance
to make sure there are no issues.
But once a Time Keeper verifies that everything is correct,
they post the CTR and sign Block 14,
and enter the date in Block 15.
While the CTR is a basic form,
correct and timely completion of the CTR
is key to finance supporting incident resources
and the development of incident costs.