Equipment Time Recorder

EQTR decorative banner: photos depicting EQTR position. EQTR Position Description: Under supervision of the Procurement Unit or Time Unit Leader, the Equipment Time Recorder is responsible for overseeing the recording of time for all equipment assigned to an incident.

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Under supervision of the Procurement Unit or Time Unit Leader, the Equipment Time Recorder is responsible for overseeing the recording of time for all equipment assigned to an incident.

Equipment Time Recorder, EQTR

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.

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.
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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
    • Emergency Equipment Rental Agreement, OF-294
    • Vehicle/Heavy Equipment Pre-Use Inspection Checklist, OF-296
    • Emergency Equipment Shift Ticket, OF-297
    • Emergency Equipment Rental-Use Envelope, OF-305
    • Emergency Equipment Fuel and Oil Issue, OF-304
    • Incident Time Report, OF-288
    • Crew Time Report, SF-261
    • 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.

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 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 Equipment Shift Ticket, OF-297
    • Emergency Equipment Use Invoice, OF-286
    • 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, SF-261
    • Incident Time Report, OF-288
    • 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:

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 ETA to your home unit.
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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 https://www.nwcg.gov/committees/incident-business-committee

Position change history for this position will be available shortly.

 

Page Last Modified / Reviewed: 
2019-07-08

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