Personnel Time Recorder

PTRC Incident Position Description

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.

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
  • AD Pay Plan for Emergency Workers
  • Geographic area supplements
  • Casual hiring forms
  • Agency-specific guidelines
  • Incident Time Report, OF-288 (Watch: How to Correctly fill out an Incident Time Report)
  • 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.

Supervise and Direct Work Assignments

• 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.

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 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:
  • NWCG Standards for Interagency Incident Business Management, PMS 902
  • Geographic area supplements
  • AD Pay Plan for Emergency Workers
  • Native American Crew Plans
  • National and regional mobilization guides
  • Cooperative agreements
  • Agency-specific guidelines

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 estimated time of arrival (ETA) to your home unit.