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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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.
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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 (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.

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.


  • 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:


  • 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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