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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.

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  • For additional information review Level 1 description, expected behaviors and knowledge, suggested development goals, and self-study opportunities.

Prepare and Mobilize

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:

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.
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NWCG Latest Announcements

The Incident Position Standards and Next Generation Position Task Book are now available for Status/Check-In Recorder (SCKN)

Date: August 27, 2024
Contact: Incident Planning Subcommittee 

NWCG is excited to announce that the NWCG Incident Position Standards for Status/Check-In Recorder, PMS 350-32, NWCG Position Task Book for Status/Check-In Recorder (SCKN), PMS 311-32, and Checking In Resources Customer Service Job Aid, J-111 are now available.

The Performance Support Package, which for SCKN includes the Incident Position Standards, Next Generation Position Task Book, and job aid were developed through the Incident Performance and Training Modernization (IPTM) effort. The Performance Support Package will support trainees, those qualified in the position, and evaluators.

References:

NWCG Status/Check-In Recorder Position Page

NWCG Incident Position Standards for Status/Check-In Recorder, PMS 350-32

NWCG Position Task Book for Status/Check-In Recorder (SCKN), PMS 311-32

Checking In Resources Customer Service Job Aid, J-111

The Next Generation Position Task Book and Incident Position Standards are now available for Safety Officer, Field (SOFF)

Date: July 26, 2024
Contact: Risk Management Committee 

NWCG is excited to announce that the NWCG Incident Position Standards for Safety Officer, Field, PMS 350-81 and NWCG Position Task Book for Safety Officer, Field (SOFF), PMS 311-81 are now available.

The Safety Officer, Field (SOFF) is responsible for monitoring operations on an incident from a risk management perspective to provide for the welfare of incident resources and the public. The new Incident Position Standards and Next Generation Position Task Book are developed through the Incident Performance and Training Modernization (IPTM) effort.

References:

NWCG Safety Officer, Field (SOFF) Position

NWCG Incident Position Standards for Safety Officer, Field, PMS 350-81

NWCG Position Task Book for Safety Officer, Field (SOFF), PMS 311-81

Updated NWCG Standards for Electronic Documentation (eDoc), PMS 277

Date: July 25, 2024
Contact: Incident Planning Subcommittee 

The Incident Planning Subcommittee has updated the NWCG Standards for Electronic Documentation (eDoc), PMS 277.

The NWCG Standards for Electronic Documentation (eDoc) establishes the standards for collection and retention of records on wildland fires. This July 2024 update will provide incident management teams the most current standards required to maintain incident records and submit them to host units at the close of an incident.

References:

NWCG Standards for Electronic Documentation (eDoc), PMS 277

eDoc Box Directory (zip file)

NWCG Off-Highway Vehicle Typing Standard Request for Comment

Date: July 24, 2024
Contact: Mobile Fire Equipment Subcommittee 

The Mobile Fire Equipment Subcommittee has released Equipment Bulletin 24-002 NWCG Off-Highway Vehicle (OHV) Typing Standard - Request for Comment. This bulletin outlines the proposed NWCG OHV typing standard, as well as the business need for establishing the standard. Comments on the proposed standard will be accepted through August 15th using the comment form linked below.

References:

ETC-EB-2024-02: NWCG Off-Highway Vehicle (OHV) Typing Standard - Request for Comment

NWCG Off-Highway Vehicle (OHV) Typing Standard Comment Form