Personnel Time Recorder

PTRC decorative banner: photos depicting PTRC position. PTRC Position Description: Under supervision of the Time Unit Leader (TIME), the Personnel Time Recorder is responsible for overseeing the recording of time for all personnel assigned to an incident.

Position Page Button Position Reference Materials Button Position Qualification Requirements Button Position Training/Performance Support Button

Under supervision of the Time Unit Leader (TIME), the Personnel Time Recorder is responsible for overseeing the recording of time for all personnel assigned to an incident.

Personnel Time Recorder, PTRC

NOTE: This Incident Position Description (IPD) is under development. Learn more about IPDs and other NWCG improvement efforts on our Systems Improvement Page. Please contribute to this effort by providing feedback via the Comment button on this page.

A Personnel Time Recorder is responsible for establishing, recording and maintaining incident personnel time records for overhead personnel and crews, as well as agency engine and aircraft staff. The PTRC is supervised by the Time Unit Leader (TIME). The PTRC works in the Finance functional area.
Click here to comment on this IPD

Prepare and Mobilize

  • Ensure individual readiness.
  • Obtain and assemble information and materials needed for kit. Suggested items include:
  • Gather critical information relevant to the assignment.
  • Travel to and check in at the assignment.
  • Obtain briefing, objectives, and intent from your incident supervisor.

Lead, Supervise, Direct

  • Model leadership values and principles. Provide positive influence. Emphasize teamwork.
  • 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 Personnel Time Recorder-Specific Duties

  • Establish a daily reporting schedule to gather completed time documents from incident personnel.
  • Post travel adjustments for casual employees based on specific agency direction.
  • Review Crew Time Reports and post personnel time in compliance with agency policy and the NWCG Standards for Interagency Incident Business Management, PMS 902, including: 
    • Travel
    • Compensable meal periods
    • Hazard pay/environmental differential
    • Commissary deductions
    • Transfers/promotions/reassignments
    • Crew member swaps
    • Ordered standby
    • Guaranteed hours
    • Work/rest
    • Continuation of pay/workers compensation
    • Approval signatures
    • Any other special considerations in the Remarks block
  • Audit personnel time postings to ensure accuracy.  
  • Ensure appropriate work/rest guidelines are met when processing pay documentation.  When work shifts exceed the 2:1 work/rest ratio, document the justification in the daily incident records.  
  • 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.
  • Adhere to guidelines in the NWCG Standards for Interagency Incident Business Management, PMS 902, when resolving timekeeping issues.
  • Distribute Incident Time Reports to home-unit timekeepers as requested and, according to established guidelines.
  • Utilize incident time system programs and provide training as needed.

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.


  • 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 that all property is returned prior to demobilization.
    • Post travel time to the home unit (actual or estimated).
    • Obtain required signatures.
    • Attach required support documentation.
    • Distribute personnel time documents according to established guidelines.
  • Utilize the following reference documents to accomplish work:


  • 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 ETA to your home unit.


Return to the top

Personnel Time Recorder (PTRC) Commissary Manager (CMSY) Time Unit Leader (TIME) Equipment Time Recorder* (EQTR) Incident Contract Project Inspector (ICPI) Procurement Unit Leader (PROC) Compensation-For-Injury Specialist (INJR) Claims Specialist (CLMS) Compensation/Claims Unit Leader (COMP) Cost Unit Leader (COST) FINANCE/ADMINISTRATION SECTION CHIEF (FSC1/2) Incident Business Advisor (IBA1/2) Finance/Administration Section Chief (FSC3) Personnel Time Recorder (PTRC) Time Unit Leader (TIME) Cost Unit Leader (COST) Claims Specialist (CLMS) Compensation-For-Injury Specialist (INJR) Compensation/Claims Unit Leader (COMP) Incident Contract Project Inspector (ICPI) Equipment Time Recorder (EQTR) Commissary Manager (CMSY) Procurement Unit Leader (PROC) Finance/Administration Section Chief (FSC2) Incident Business Advisor (INBA) Finance/Administration Section Chief (FSC1)

The Forest Service and Department of Interior are enabled by Administratively Determined Pay Plans (AD Pay Plans) to hire persons for temporary duration for the following reasons:

  1. To cope with a sudden and unexpected emergency caused by a fire, or extreme fire potential, flood, storm, or any other all-hazard emergency that threatens damage to federally protected property, has the potential to cause loss of life, serious injury, public health risk, or damage to natural or cultural resources unless brought under immediate control.
  2. To provide emergency assistance to States under formalized agreements.
  3. To meet mission assignments issued by the Federal Emergency Management Agency (FEMA).

The National Wildfire Coordinating Group (NWCG) Incident Business Committee (IBC) reviews positions annually and establishes pay rate classifications for each position.

For more information on the AD Pay Plans, go to

Position change history for this position will be available shortly.


Page Last Modified / Reviewed: 

Please Provide Feedback

NWCG values your constructive input and we thank you for taking the time to provide feedback.

Although contact information is optional, we hope that you provide a way for us to contact you in case we need clarification on your comment. If you would like to be contacted regarding your feedback, you must provide contact information.