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(upbeat music)

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- Fighting a wildland fire
is a complex undertaking

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that requires coordination
among multiple resources,

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functions, individuals, and agencies.

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The challenges associated
with wildland firefighting

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are substantial, including making sure

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incident responders get
paid correctly and on time.

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One of the key tools for
keeping everything straight

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is the Crew Time Report, or CTR.

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This training is for Single
Resources and Crew Bosses

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to show how to properly complete the CTR,

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for Supervisors who review
and approve the CTR,

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and for Time Recorders who
check the CTR for accuracy.

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Each category of personnel
have specific responsibilities

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when it comes to the CTR.

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Understanding each other's
roles will help ensure

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the seamless routing
of the CTR for posting.

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Let's start with how a Singe Resource

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needs to fill out the CTR.

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Block One is the name of the resource.

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This can be left blank
for a Single Resource.

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Block Two is the crew number.

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This is the Resource Order Number

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located in Block 12 on the
Resource Order received

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when you are assigned to the incident.

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The Resource Order also
contains the information for

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Block Three, the office
responsible for the fire,

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Block Four, the fire name,

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and Block Five, the fire number.

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The information on the resource order

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needs to be accurately
transferred to the CTR.

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But the next section is
where the single resource

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needs to enter their name, classification,

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time worked, and remarks.

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Block Six is a number or letter code

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that will correspond with remarks

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that will be entered in Block 11.

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Block Seven is the name of the employee.

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And Block Eight is the
employee pay classification.

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For a federal employee,
this block will be GS or WG.

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For an AD, remember to put
the classification level,

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such as ADF.

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Blocks Nine and 10 are for
entering the time work started,

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and the time work stopped.

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Remember to enter the date at
the top of Blocks Nine and 10.

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Block 11 is where to enter remarks

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for anything that was noted in Block 6.

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It's also where to make any
notes about the time entries.

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In this case, it's the reason
there wasn't a meal break.

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We'll go into more detail

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on how to enter remarks
later in this video.

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For Crew Bosses, filling
out the top of the CTR

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is similar to what we just
saw for Single Resources.

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Block one is the name of the crew,

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rather than a Single Resource.

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And it is important to point out,

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Block two is the Resource Order Number.

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Remember, the Resource Order Number

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is not the same as your crew,

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or engine identifier, back home.

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Block Six is for noting
anything out of the ordinary,

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and there should be a corresponding
explanation in Block 11.

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Block Seven is where
crew members are listed.

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A Crew Boss can list the
names of everyone on the crew,

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or simply put the boss name
plus the number of crew members.

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There is no right or wrong
way to show a crew on a CTR,

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as long as a Timekeeper
can identify crew members.

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Each team or host unit may
have a preferred method

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as how to notate, so be sure to coordinate

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with finance early on.

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Block Eight is the employee
pay classification.

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It is critical to note if someone is an AD

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and what the pay class is, such as ADC.

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Blocks Nine and 10 are
where the time worked

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is entered for each crew member.

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If it's the same for the entire crew,

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the Crew Boss can enter it for one person.

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They can also use a down arrow

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indicating the same hours for everyone.

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Again, remember to enter the date.

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Block 11 is where the Crew Boss

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explains anything out of the ordinary.

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The explanations correlate with
the notations in Block Six.

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For example, if the Crew Boss

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puts the number one in Block Six,

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they will also put a
number one in Block 11,

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followed by the explanation.

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Alternatively, the Crew
Boss can enter a letter,

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such as H for hazard pay.

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In Block 11, they will explain

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the reason for the hazard pay,

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such as firefighting on
an uncontrolled fireline.

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Common notations for remarks include:

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H for hazard pay, T for travel,

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and E for an environmental differential.

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Block 11 is also where the Crew Boss

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records anything out of the ordinary

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from Blocks Nine and 10,

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showing time on and time off.

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An injury or compensable meal breaks

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are examples of what is
noted in the remarks block.

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Remember to include what activity was done

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that warrants a pay provision.

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For example, write that
the crew was firefighting

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on an uncontrolled fireline,

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rather than just putting
uncontrolled fireline.

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When working nights, time is
recorded by the shift worked.

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So the CTR will show
two dates for a shift.

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Time is recorded as the start time

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of the shift at 2400 in one column,

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then the start of the next calendar day

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until the end of the shift
in the second column.

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Remember to show meal breaks

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or document compensable meal breaks.

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Once the Crew Boss completes the CTR,

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they need to get it signed
by their Incident Supervisor,

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such as a Division Supervisor.

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If the Incident Supervisor is unavailable,

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the next level supervisor can sign it.

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Crew Bosses do not sign their own CTR.

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One final note for Single
Resources and Crew Bosses,

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make sure you fill out the CTR legibly.

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If the Supervisor or Time
Keepers can't read your writing,

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it will delay the process.

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The bottom part of the CTR

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is for Supervisors and Time Keepers.

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Before signing the CTR,

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the Supervisor needs to review it.

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Supervisors need to
focus on hours claimed,

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and insure the documentation in Block 11

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is appropriate and complete.

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Look at hours worked, meal breaks,

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notations or comments for hazard pay,

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travel, compensable meal breaks,

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injury or illness, crew substitution,

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or anything out of the
ordinary that impacts pay.

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If something isn't correct or clear,

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the supervisor should
work with the resource

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to correct the CTR before
it is turned into finance.

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Here are some examples of incorrect CTRs.

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In this example, the
resource failed to write

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a justification for not
taking a meal break.

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Here's an example of
inadequate justifications

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for hazard pay and compensable meals.

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The Crew Boss needed to expand

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on the explanations in Block 11.

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Remember, the justification needs to show

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what activity was performed
that warrants a pay provision,

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and why the crew didn't take a meal break.

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In this case, the supervisor
would send the CTR

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back to the Crew Boss for clarification.

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When the supervisor is satisfied,

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the information on the CTR
is accurate and complete,

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they sign Block 12,

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and enter their position code in Block 13.

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Finally, the CTR is turned into finance

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and Time Keepers check for
completeness and accuracy.

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They ensure items like date, hours worked,

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excess hours, premium pay justifications,

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and signatures are shown
and documented properly.

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If a Time Keeper finds something missing,

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or that is unclear,

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they will hold the CTR until

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the discrepancy has been resolved.

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The Crew Boss will have
to return to finance

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and provide the explanation.

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Unresolved issues can
significantly delay demobilization.

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That's why it's a good idea

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for Single Resources and Crew Bosses

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to periodically touch base with finance

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to make sure there are no issues.

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But once a Time Keeper verifies
that everything is correct,

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they post the CTR and sign Block 14,

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and enter the date in Block 15.

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While the CTR is a basic form,

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correct and timely completion of the CTR

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is key to finance supporting
incident resources

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and the development of incident costs.