Click on the question below
to see the appropriate answer.
Casual (AD's/EFF) Hiring
Cost Accounting
Hazardous Duty/Environmental
Differential
Pay Provisions/Duty Schedules
One Day Assignments
- How long is a one day assignment?
- Can changes be made to the employee’s
tour of duty?
- Is all time on a one day assignment covered?
Multiple Day Assignments
- What is “spot change”?
- When are spot changes made?
- What if they are on a 1st 40 or flexible work
schedule?
- When does the spot changing stop?
- What if the incident only lasts 2 days?
- What are guaranteed hours?
- Who is entitled to receive guaranteed hours?
- Why are they guaranteed those hours?
- Are they guaranteed hours on regular days off?
- How many hours do they get on their days off?
- What about people on compressed work schedules?
Night/Shift Differentials
- What is night differential?
- How do I code night differential on the time
sheet?
- Does a WG (prevailing rate) employee get night
differential?
- How do I code shift differential?
- What if the WG employee worked overtime?
- What if the WG employee already receives shift
differential but works only 1st shift hours while on the assignment?
- Do GS employee’s retain their Night Differential
pay?
- What is Sunday Premium pay?
- Does every employee get Sunday Premium pay when
he works on a Sunday while on an assignment?
- But the employee was spot changed. Why do they
get still get paid for Sunday Premium?
- How do I code Sunday Premium hours?
- What is “scheduled overtime”?
- Does the employee retain his scheduled overtime
pay while on an assignment?
The Last Day of the Incident
- What is considered the last day?
- What is the employee supposed to do if he arrives
back from the incident?
- Can the employee be released to go home early
if he returns to his regular duties before the end of a work day?
- Does the employee get administrative leave when
he is allowed to go home?
- Is the spot change rule still in effect on the
last day of the incident?
- When does the employee go back to his regularly
scheduled tour of duty?
Travel and Related Waiting Time
- What is “on-shift” time?
- What is “ordered standby”?
- What is “compensable travel”?
- Who is covered by emergency travel compensation
rules?
- Why do all employee’s get paid to travel
to the incident?
- Does an employee get paid when they have to
leave work to go home to get ready for the assignment?
- Can an employee be paid to travel from his home
directly to the assignment?
- When does compensable travel time begin?
- Can an employee get paid for travel to prescribed
fire assignments?
- Do employees get paid for eating meals when
traveling to emergency assignments?
- Is there any limit to the number of hours an
employee can be compensated for while traveling?
- Are interruptions in travel compensable?
- What if the employee had to wait longer than
2 hours at an airport or another location for transportation?
- Can the employee commute from his residence
to the work site?
- Is an employee’s travel from his residence
to the work site compensable travel?
- Can an employee use government transportation
to go home after close of business when returning from an assignment?
- Are employees entitled to per diem while on
an incident?
- Does the employee get paid for traveling back
home after the incident is over?
- Does the employee receive overtime for return
travel?
- Can the employee deviate from his authorized
return travel after being demobilized from the incident?
- Does the employee that deviates his return travel
still receive overtime pay?
- Is the employee on “ordered stand by” when
waiting to be mobilized, demobilized, or while at the incident
base?
- Does the employee receive any pay for waiting
to be mobilized, demobilized, or while at the incident base?
- Does employees get compensated for eating while
they are on “ordered standby”?
- What is “off-shift” time?
- Does the employee get compensated when he is
required to remain at camp during off-shift periods?
- Can an employee be compensated for meal periods?
- When can an employee working on the fireline
be compensated for meal periods?
- What if the employee is working in a support
position, can they be compensated for meals?
- How many meal periods does an employee receive?
Work, Rest and Recuperation (R&R) and Length of Commitment
- How long can an employee work?
- What if the employee worked longer than 16 hours?
- How long does an assignment last?
- What if the assignment exceeds 14 days?
- Do employee’s get R&R during a 14
day incident?
- If an employee is authorized R&R, how long
will it last?
- How do I know if the employee was authorized
R&R?
- How many hours in R&R is compensable time?
- What if the employee was authorized R&R
but did not take it at the facility provided or left the facility
for personal reasons?
- What if the employee left the facility but was
in overtime status?
- How will I know if the employee left the facility
for personal reasons?
- How do I code the employee’s time sheet?
- Can an employee be authorized R&R after
he returns to his home unit?
- How will I know that the employee has been authorized
R&R?
- Does the employee get paid for R&R after
he returns to his home unit?
- How do I code R&R hours authorized and taken
at the home unit?
- What is a Management Directed Day Off?
- How do I know if a Management Directed Day Off
is compensable or not?
- How do I code a Management Directed Day Off?
Other Pay Provisions
- Do spot changed employees receive holiday pay?
- Can an employee get paid for the entire time,
working, eating, and sleeping?
- What is considered adequate food?
- What is considered adequate lodging?
- Who determines if inadequate food or lodging
exists?
- Is the employee entitled to the 2 hour call
back overtime while on assignments?
- If an employee is sick, can the employee use
sick leave on an assignment?
Travel
How are casuals hired?
They are hired locally or through the State Employment Office on
an OF-288.
Do they have to meet any special
requirements?
Yes. They must be at least 18 years old. They must complete the minimum
training required for the position before the assignment. They must
have no physical disability that could create a safety hazard. They
must pass or meet NWCG or agency-specific requirements for physical
fitness and or physical examination. They must have no history of heart,
lung, intestinal, or nervous disorder. They must have proper clothing
and footgear.
What forms need to be filled out
at the time of employment and what do I do with them?
- I-9 Employment Eligibility Verification - Must be completed within
3 days of appointment and keep at the point of hire.
- W-4 Employee’s Withholding Allowance Certificate (Federal & State)
- Original form(s) must be submitted to your regional Casual Pay
Specialist with the OF-288 or the form(s) may be sent without the
OF-288. If the casual updates his W-4, send the updated form with
the OF-288.
- W-5 Earned Income Credit Advance Payment Certificate - Submit
original form(s) to your regional Casual Pay Specialist with the
OF-288 or the form(s) may be sent without the OF-288.
- SF-1199A Direct Deposit Sign-Up Form - Submit the original form
to your regional Casual Pay Specialist with the OF-288 or the form
may be sent without the OF-288.
- PMS 934 Single Resource Casual Hire Information Form - This form
must be completed and the original attached to the OF-288. Upon completion
of the OF-288 it must be sent to the Casual Pay Specialist with the
OF-288.
- OF-288 Emergency Fire Fighter Timesheet - This form must be completed
in accordance with timekeeping requirements. Your Casual Pay Specialist
will provide instruction for the correct completion of this form
if you are not familiar with them.
Who is my Casual Pay Specialist?
Region |
Name |
Location |
Phone |
1 |
Vicki Orr |
Klamath Basin |
(530) 667-4720 |
2 |
Rachel Pearson |
South Texas Refuges |
(956) 784-7601 |
2 |
Holly Cyprian |
Buenos Aires NWR |
(520) 823-4251 ext 101 |
3 |
Anna Reiber |
R3 Regional Office |
(612) 713-5464 |
3 |
Donna Zanger |
Mark Twain NWR |
(217) 244-8580 |
3 |
Angie Larson |
Big Stone NWR |
(320) 273-2247 |
3 |
Laura Lake |
Big Oaks NWR |
(812) 273-0783 |
4 |
Linda Stubbs |
St. Marks NWR |
(850) 925-6121 |
4 |
Gwen Cotton |
Noxubee NWR |
(662) 323-5548 |
4 |
Judy Drury |
Okefenokee NWR |
(912) 496-7366 ext 221 |
5 |
Mary Elliott |
Blackwater NWR |
(410) 228-2692 |
5 |
Lisa Rossignol |
Sunkhaze Meadows NWR |
(207) 827-5938 |
6 |
Louise Campbell |
R6 Regional Office |
(303) 236-8100 |
7 |
Brenda Nichol |
Kenai NWR |
(907) 262-7021 |
How much do Casual/AD hires get
paid?
They are paid based on the duties they are performing. The rate they
are paid is based upon the point of hire, not the location of the fire
assignment.
Do they receive overtime pay?
No. It has been incorporated into the “point of hire” rate.
Do they receive hazardous duty pay?
No. It has been incorporated into the “point of hire” rate.
Can a non-U.S. citizen be hired
as a casual?
Yes. They must complete an I-9. They must have an Individual Taxpayer
Identification Number (W-7).
Can Youth Conservation Corps (YCC)
enrollees be hired?
Enrollees age 16 and 17 may be assigned to non-hazardous or non-arduous
(e.g. camp support) duties only. Enrollees age 18 may be assigned to
all incident duties at the appropriate AD pay rate.
Can other youth be hired?
Yes. Youth aged 16 and 17 may be hired and assigned non-hazardous
or non-arduous (e.g. camp support) duties. The hiring of youth not
enrolled in federal human resource programs should be kept at a minimum.
Agencies must be aware of, and adhere to, all applicable state and
federal laws when assigning duties and providing supervision.
Can retired federal employees
be hired?
Yes. They may be hired without any reduction in their annuity. They
must meet the same hiring requirements as other casuals. However, if
they left the government under a Voluntary Separation Incentives program,
they are not eligible to be hired unless special dispensation has been
enacted. Consult your personnel office for current regulations.
Can retired federal employees
fill any position?
No. The following jobs must be filled by current agency employees:
Incident Commander and Deputy Incident Commander on National Incident
Management Teams and Geographic Area Type II teams. It is recommended
that the following jobs be filled with current agency employees: Finance/Administration
Section Chief, Procurement Unit Leader, Compensation/Claims Unit Leader,
and Injury Compensation Specialist.
Can Senior Community Service Employment
Program (SCSEP) enrollees be hired?
Yes. They may be hired as casuals and paid under the AD pay plan.
Can volunteers be hired?
Yes. While in casual pay status, the provisions of the volunteer
agreement do not apply.
Can federal employees from other
federal agencies be hired as casuals?
Yes, as long as they are in non-pay status (e.g. leave without pay,
career seasonal non-pay status, furlough, and regularly scheduled days
off).
Can members of the military be
hired?
No. Organized military personnel groups must be hired through official
channels. Active duty military personnel on leave or furlough, cannot
be compensated from incident funds and cannot be hired.
Can the National Guard be hired?
When the unit is formally mobilized and ordered out as a unit, payment
will be made according to the applicable agreement. When individual
members of the National Guard are hired, they are paid as specified
in that agreement.
Can state and local cooperators
be hired?
Yes. They may be paid as specified in accordance with their cooperative
agreements or under the Pay Plan for Emergency Workers. Their time
is reported on an OF-288, unless the agreement calls for the use of
other time recording forms.
Can federal cooperators be hired?
Yes. You may utilize regular government employees from other federal
agencies under cooperative agreements of letters of understanding.
The agency is reimbursed as specified in the agreement or letter.
Can permittees be hired?
Yes. Timber sale contracts and agency permits provide for varying
levels of fire suppression assistance. The Finance/Administration Section
Chief will ensure that time records and payments are in accordance
with applicable contracts. OF-288’s or time reports should be
marked as “Permittee” and the document which contains the
special fire assistance conditions must be referenced.
When one of my employee’s
goes on a fire assignment can I charge his/her Base 8 to the fire suppression
account?
If the employee’s Base 8 is covered under subactivity 9131
only the overtime (premium pay) can be charged to the suppression account.
If the employee’s Base 8 is covered under one of the two “fuels” accounts,
i.e., 9263 or 9264, you may charge their Base 8 to the suppression
account. PLEASE SEE THE FIRE
ACCOUNT SALARY GUIDE FOR MORE INFORMATION AND GUIDANCE.
If our fire funded employee assists
another Bureau on a prescribed burn do I need to establish a separate
account?
No. There have been several assist codes for these type activities.
The project code used will be based on the Bureau hosting the project.
PLEASE SEE THE FIRE
ACCOUNT SALARY GUIDE FOR MORE INFORMATION AND GUIDANCE.
What ABC Code do I use for an employee
on a fire assignment?
The ABC Code "8TL1" (Suppress Wildland Fires) should be
used. PLEASE SEE THE FIRE
ACCOUNT SALARY GUIDE FOR MORE INFORMATION AND GUIDANCE.
Where does the wildfire project
code come from?
There is a web-based program called “FireCode” which
is an interagency system. You may contact your regional fire management
office for more information, or if you need to find out what a specific
code is for payroll, travel, etc.
Does the FireCode system also assign
other project codes for the fire program?
No. All other project codes other than for wildfires, are assigned
by the FWS system called Fire Management Information System (FMIS).
What
is Hazard/Environmental Pay?
GS Employee: Additional
monetary compensation paid for the performance of hazardous duty
or duty involving physical hardship not usually involved in carrying
out the duties of his/her position. The additional percentage (25%
of their basic pay) is paid for ALL hours in pay status on the day
of exposure.
Wage Grade (Prevailing
Rate) Employee: Additional monetary compensation paid for the
performance of work involving unusually severe working conditions
or unusually severe hazards. The additional percentage (25% of
the second step of WG-10) is paid for ALL hours in a pay status
on the day of exposure.
How
do I know the employee is entitled to Hazard/Environmental Pay?
Hazard/Environmental Pay
entitlement is notated on the Crew Time Report (SF-261) and Emergency
Firefighter Time Report (SF-288) with the letter “H” or “E” written
beside hours worked.
How
is Hazard/Environmental Pay entered on FPPS?
GS Employee: “090” can
be entered on a separate line with “V” entered under
the “EH” column for all hours worked for the calendar
day that hazardous duty was performed.
WG Employee: When
inputting pay codes “010“ and “110“ for the
calendar day that hazardous duty was performed, a “V” is
entered under the “EH” column for all hours worked for
the calendar day for each pay code.
How
is Hazard Pay recorded when hazardous work is performed after 2400
hours?
An individual working through
2400 hours into the next is entitled to hazard pay differential for
all hours worked for those two calendar days.
Is
there a minimum time requirement in order to qualify for Hazardous
Duty Pay?
No, any amount of actual
exposure during a calendar day qualifies the individual for the pay
differential for all compensable hours performed that day.
Can
an individual earn hazard pay when leave is taken?
Yes, hazard pay is computed
on the basis of hours in pay status. If in an 8-hour work day the
individual performs hazardous duty for 1-hour and is paid leave for
7-hours, the hazard pay differential shall be computed on the full
8-hours. But, if an individual is in a non-pay status (lwop) for
7-hours, the hazard pay would be computed on the basis of the 1-hour
in pay.
Who gets hazard pay?
Full-time, part-time, and intermittent GS employees get 25% of their
base rate.
Who does not get hazard pay?
Pilots (GS-2182) operating aircraft in flight and Full-Time Smoke
Jumpers (GS-0462) performing parachute jumps. The hazard pay has already
been considered in the classification of these positions. If they are
performing other authorized hazardous duty, they are eligible.
Is there a limit to the amount
of money an employee can earn?
Yes. Employees on fire assignments can receive premium pay not to
exceed the maximum annual salary earned by a GS-15, step 10. It includes
all overtime, comp time, Sunday premium and night differential pay.
(Hazardous Duty pay is not included.)
What duties/jobs earn hazardous
duty pay?
- Firefighting - Crew members fighting fires before the fire is controlled.
- Flying – individuals, except pilots, participating in limited
control or low level flights.
- Ground work beneath hovering helicopter – Participating
in ground operations under a helicopter hovering just overhead.
- Work in remote and rough terrain – Working on cliffs, narrow
ledges or near vertical mountainous slopes where loss of footing
would result in serious injury or death, or when working in areas
where there is danger of rock fall or avalanches.
Can you earn hazard pay on prescribed
fires?
You may earn hazard pay if performing duties of numbers 2, 3 or 4,
listed above.
How many hours of hazard pay is
the employee entitled to receive?
All hours in pay status between 0001 & 2400 hours on the day which
the hazardous duty was performed.
What if the employee worked past
midnight?
The cut off time is 2400 (midnight). The employee is only entitled
to hazard pay if the exposure to the hazard occurred before and after
2400 hours.
How long does the employee have
to be in hazardous duty to get paid the premium?
There is no minimum time requirement. Any amount of actual exposure
time qualifies the employee for hazard pay.
How is hazard pay computed?
It is computed based on hours in pay status.
Is hazard pay subject to the biweekly
maximum limitations?
No
How will I know if an employee
is entitled to receive hazard pay?
There will be an “H” shown on the OF-288 or the Crew Time
Report.
What is environmental differential?
It is hazard pay for prevailing rate employees (WG).
What work conditions constitute
a hazard for environmental differential?
- High work – Working on any structure 30 meters (100 feet)
above the ground, deck, floor, or roof or from the bottom of a tank
or pit. Working at a lesser height, if footing is unsure or structure
is unstable.
- Flying – individuals, except pilots, participating in limited
control or low level flights.
- Ground work beneath hovering helicopter – Participating
in ground operations under a helicopter hovering just overhead.
- Work in remote and rough terrain – Working on cliffs, narrow
ledges or near vertical mountainous slopes where loss of footing
would result in serious injury or death, or when working in areas
where there is danger of rock fall or avalanches.
Do WG employees receive a flat
rate for all hours in pay status?
No.
How much environmental hazard
pay do WG employees receive?
- 25% for fighting wildfires or range on fireline; all hours in pay
status
- 100% for low level flights in small; actual exposure time
- 4% for performance of work which subjects employee to soil his/her
clothing;
actual exposure time
- 15% for participation in operations to attach external load to/from
hovering helicopters; actual exposure time
How is time for actual exposure
calculated?
A minimum of one hour for the exposure is shown. Intermittent exposures
during a one hour period do not qualify the employee for more than
one hour of differential pay. Exposures beyond one hour are paid in
15 minute increments for each 15 minutes and portions in excess of
15 minutes.
If the employee is exposed to hazard intermittently throughout the
day, each exposure is considered separately.
What if the employee had multiple
hazardous exposures with different differential pays?
The employee is paid for the exposure which results in the higher
differential, but may not be paid more than one differential pay for
the same hours. Example: 100% for 1 hour of flight time and balance
of shift time at 25% for firefighting.
How do I know if environmental
hazard is authorized?
It is shown as an “E” on the OF-288 with the percentage
of exposure in the remarks box.
How long is a one day assignment?
One to 24 hours long on the same calendar day, including travel.
Can changes be made to the
employee’s
tour of duty?
Not usually, but it may be changed to the 1st 8, 9 or 10 hour day
for the assignment,
Is all time on a one day assignment
covered?
Only those hours compensable under FLSA & Title 5 USC are covered.
What is “spot change”?
A spot change is a change in the employee’s daily tour of duty.
When are spot changes made?
On the 2nd day of the assignment, employees are changed to a 1st 8,
9 or 10 hour daily tour of duty.
What if they are on a 1st 40 or
flexible work schedule?
They convert to a 1st 8 daily tour while assigned.
When does the spot changing stop?
After they return from the incident and resume their normal tour of
duty.
What if the incident only lasts
2 days?
The unit may elect not to spot change the employees tour of duty.
What are guaranteed hours?
They are guaranteed hours of pay based upon the employee’s
work schedule – 8, 9 or 10 hours per day.
Who is entitled to receive guaranteed
hours?
Everyone assigned to an incident until they are released from the
incident. All individuals are ensured pay for base hours of work, travel,
or standby time.
Why are they guaranteed those
hours?
Everyday is considered a work day until the incident is over or the
employee is released.
Are they guaranteed hours on regular
days off?
Yes. Saturdays and Sundays or other scheduled days off are considered
workdays while on the assignment.
How many hours do they get on
their days off?
They are guaranteed 8 hours of pay
What about people on compressed
work schedules?
They are guaranteed 9 or 10 hours on work days that correspond to
their weekly tour of duty, and 8 hours on regular days off.
What is night differential?
It is a premium pay for non-overtime hours worked between 6 p.m. and
6 a.m. by regular (GS) government employees at a rate of 10% of their
base pay.
How do I code night differential
on the time sheet?
Use code 130 and report only those non-overtime hours that fell between
6 p.m. and 6 a.m.
Does a WG (prevailing rate) employee
get night differential?
No. They get shift differential when more than half of their non-overtime
hours fall between 15-2400 hours (2nd shift) or between 2300-0800 hours
(3rd shift).
How do I code shift differential?
Enter a 2 for second shift, or a 3 for third shift, in the column
marked “SC” for all hours worked that day.
What if the WG employee worked
overtime?
The employee is entitled to shift pay for the overtime hours worked
as well. Enter the shift code for that day’s overtime as well.
What if the WG employee already
receives shift differential but works only 1st shift hours while on
the assignment?
The employee continues to receive shift pay.
Do GS employee’s
retain their Night Differential pay?
No.
What is Sunday Premium pay?
It is premium pay at a rate of 25% of the base pay for employees,
both GS and WG, whose weekly tour of duty work on Sunday.
Does every employee get Sunday
Premium pay when he works on a Sunday while on an assignment?
No. Only those employees who have a weekly tour of duty that includes
Sunday are entitled to the premium pay.
But the employee was spot changed.
Why do they get still get paid for Sunday Premium?
They get paid because it is part of their weekly tour of duty. Spot
changes affect only daily tours of duty.
How do I code Sunday Premium hours?
Use pay code 140, and code only the non-overtime hours worked.
What is “scheduled overtime”?
It is when an employee is required to work overtime hours as part
of their regularly scheduled tour of duty.
Does the employee retain his scheduled
overtime pay while on an assignment?
No. GS and WG employees lose their entitlement when they are spot
changed.
What is considered the last day?
For pay purposes, it is the last day of actual work or compensable
travel connected with the incident.
What is the employee supposed
to do if he arrives back from the incident?
If he arrives back before his regular daily tour of duty requirement
is met, he is expected to report to work and his regular work assignment.
If he arrives back on his regular day off, he is compensated for only
those hours actually spent working or in compensable travel. He reports
to work on his next scheduled day to work.
Can the employee be released to
go home early if he returns to his regular duties before the end of
a work day?
Yes. The employee’s supervisor can release him if it is deemed
to be in the best interest of the unit or the individual’s health
and safety.
Does the employee get administrative
leave when he is allowed to go home?
No. His time is coded as base hours and it is charged to the incident
unless the base hours are required to be charged to the home unit’s
account, i.e., fire funded employees.
Is the spot change rule still
in effect on the last day of the incident?
Yes. It applies even if non-emergency or regular duties are resumed.
When does the employee go back
to his regularly scheduled tour of duty?
On next work day after his return.
What is “on-shift” time?
On-shift time is actual work, ordered standby, and compensable travel.
It has a specific start and end time.
What is “ordered standby”?
It is on-shift time when an employee is held in a specific location,
fully outfitted and ready for assignment. It is documented and recorded
on the Emergency Firefighter Time Report, OF-288.
What is “compensable travel”?
All travel to an emergency incident is compensable.
Who is covered by emergency travel
compensation rules?
Regular government employees and casual hires (AD’s)
Why do all
employee’s get
paid to travel to the incident?
Yes, because it resulted from an emergency and could not be scheduled
or controlled administratively by the agency.
Does an employee get paid when
they have to leave work to go home to get ready for the assignment?
No.
Can an employee be paid to travel
from his home directly to the assignment?
Yes, but only if it is a more direct route. The employee is only paid
for the time that exceeds the normal time from home to work. See 5
CFR 550.112(j)(2)
When does compensable travel time
begin?
It begins when the traveler arrives at the point of departure or from
his home (see above).
Can an employee get paid for travel
to prescribed fire assignments?
No. Prescribed fire assignments can be controlled and are compensable
under regular travel pay authorities.
Do employees get paid for eating
meals when traveling to emergency assignments?
Yes, if they are eating while traveling on a plane, bus or other vehicle.
If the time spent eating is done while waiting at an airport or stopping
at a restaurant while driving they do NOT get paid for eating meals.
Is there any limit to the number
of hours an employee can be compensated for while traveling?
No. All hours of actual travel are compensable. This includes traveling
from a sleeping facility to the work site (e.g. incident base, fireline,
dispatch office, etc.).
Are interruptions in travel compensable?
Yes, up to 2 hours, except for meal breaks.
What if the employee had to wait
longer than 2 hours at an airport or another location for transportation?
Interruptions that exceed 2 hours where individuals are free to sleep,
eat or, to a limited degree, pursue personal activities are not compensable
and should be shown as a travel interruption.
Can the employee commute from
his residence to the work site?
Yes.
Is an employee’s
travel from his residence to the work site compensable travel?
No. If subsistence and lodging is available at the incident, transportation
and travel time is not compensable.
Can an employee use government
transportation to go home after close of business when returning from
an assignment?
Yes, as long there is no alternative means of transportation.
Are employees entitled to per
diem while on an incident?
Yes, in accordance with the Interagency Incident Business Management
Handbook (NWCG) and Federal Travel Regulations.
Does the employee get paid for
traveling back home after the incident is over?
Yes, as long as the initial travel resulted from the event that could
not be scheduled or controlled administratively.
Does the employee receive overtime
for return travel?
Yes, as long as the employee has completed his daily tour of duty
hours for the day.
Can the employee deviate from
his authorized return travel after being demobilized from the incident?
Yes, as long as he coordinates with the home unit and Incident Agency
and has pre-authorization.
Does the employee that deviates
his return travel still receive overtime pay?
No. Once the employee deviates from his original travel it is considered
administratively controllable and the employee is compensated according
to pay regulations under FLSA, 5 CFR 550.112(g), and 5 CFR 551.422(a).
Is the employee
on “ordered
stand by” when waiting to be mobilized, demobilized, or while
at the incident base?
No. If the employee can rest, eat or pursue activities of a personal
nature, it is not considered “ordered standby”.
Does the employee receive any
pay for waiting to be mobilized, demobilized, or while at the incident
base?
Yes, but only to the extent required to complete guaranteed hours
for that calendar day.
Does employees
get compensated for eating while they are on “ordered standby”?
No. Employees are not entitled to standby compensation for time spent
eating when actual work is not being performed. This includes when
they may be required to remain at the temporary work site.
What is “off-shift” time?
Time spent not working.
Does the employee get compensated
when he is required to remain at camp during off-shift periods?
No. Even though the employee may be restricted to camp, he can rest,
eat or pursue activities of a personal nature.
Can an employee be compensated
for meal periods?
Yes
When can an employee working on
the fireline be compensated for meal periods?
When the fire is not controlled, AND the Operations Section makes
a decision that it is critical to the effort controlling the fire that
employees eat while working on the fireline, and the meal break is
approved by the supervisor at the next level above the crew boss and
is documented on the Crew Time Report, SF-261.
What if the employee is working
in a support position, can they be compensated for meals?
Yes. If they cannot be relieved from their post of duty, the meal
period may be recorded as time worked, and must be documented on the
Crew Time Report, SF-261.
How many meal periods does an
employee receive?
After the fire is controlled, support personnel and personnel working
on the fireline receive at least 30 minutes for each six hours on duty
(30 minutes in and 8-12 hour shift; or 60 minutes or two 30 minute
breaks in a 12-16 hour shift).
How long can an employee work?
For every 2 hours spent working or traveling, one hour of rest or
sleep should be provided. If the employee is performing duties as a
full-time driver there are additional limitations.
What if the employee worked longer
than 16 hours?
Code the employee’s time for the amount of hours worked. The
Incident Commander or Agency Administrator has documented, approved,
and justified all work shifts exceeding 16 hours. The Time Unit Leader
on the assignment has verified this has been done.
How long does an assignment last?
Incident assignments will not exceed 14 days, excluding travel.
What if the assignment exceeds
14 days?
Sometimes an exception to the 14 day limitation is made. No assignment
will exceed 21 days.
Do employee’s get R&R
during a 14 day incident?
Not usually. If the individuals fatigue level jeopardizes the safety
and welfare of others, it may be provided.
If an employee
is authorized R&R,
how long will it last?
One day (24 hours) in a 14 day assignment OR two days (48 hours) in
a 21 day assignment.
How do I know
if the employee was authorized R&R?
The employee’s Emergency Firefighter Time Report, OF-288, will
be noted as R&R in the hours column.
How many hours
in R&R is compensable
time?
Those hours needed to complete the guaranteed hours for the calendar
day spent in the facilities provided for by the incident for R&R.
What if the
employee was authorized R&R but did not take it at the facility
provided or left the facility for personal reasons?
The employee should be placed in “off-duty” status and
charged leave if the employee did not fulfill his basic tour of duty
hours for the week.
What if the employee left the
facility but was in overtime status?
Do not charge leave. Only pay overtime for those hours spent at the
facility.
How will I know if the employee
left the facility for personal reasons?
The reason will be noted in the “Remarks” block on the
OF-288.
How do I code
the employee’s
time sheet?
Code the time sheet as base hours if it occurs on a regularly scheduled
work day. If it occurs on a normal day off, it is coded as overtime.
Can an employee
be authorized R&R after he returns to his home unit?
Yes.
How will I
know that the employee has been authorized R&R?
The employee will have a recommendation in writing signed and dated
by the Incident Commander, Agency Administrator or other line officer.
His supervisor should authorize R&R based upon the recommendation.
Does the employee
get paid for R&R after he returns to his home unit?
Yes, if the day(s) following his return is a regularly scheduled work
day. No, if the day(s) following his return is a regular day off or
a holiday.
How do I code
R&R hours authorized
and taken at the home unit?
Code the hours as base hours and charge them to the incident.
What is a Management Directed
Day Off?
Time off, whether compensable or not, as directed by Supervisors or
Managers, based upon actual observation of the employee’s physical
and mental condition.
How do I know if a Management
Directed Day Off is compensable or not?
If the day falls on the employee’s schedule day off, it is non-compensable.
If the day falls on a regularly scheduled work day, it is compensable.
How do I code a Management Directed
Day Off?
Code the time sheet as Administrative Leave and charge it to the home
unit funds.
Do spot changed employees receive
holiday pay?
Yes, only if they would have been entitled to it in their regular
position.
Can an employee get paid for
the entire time, working, eating, and sleeping?
Yes. Regular non-exempt employees that do not receive adequate food
and lodging can be paid for all hours in the day. (Comp. Gen. B-230414
dtd 1/10/89)
What is considered adequate food?
MRE’s (meals ready to eat), sack lunches, military type rations,
hot can or similar meals.
What is considered adequate lodging?
A sleeping bag (cloth or paper) or a blanket or equivalent covering
to provide protection from the elements for sleeping.
Who determines if inadequate food
or lodging exists?
The Incident Commander makes determination and is documented on the
crew time report.
Is the employee entitled to the
2 hour call back overtime while on assignments?
No, it does not apply.
If an employee is sick, can the
employee use sick leave on an assignment?
Yes. If the employee is sick, the first day of sickness is considered
guaranteed hours. On the 2nd day of sickness, the employee can use
sick leave as long as it is within part of his weekly tour of duty
at the home unit.
Is
travel compensable when performed outside the work schedule?
All travel to an emergency
incident is compensable, because it results from an event which could
not be scheduled nor controlled administratively by agency management.
Prescribed fires are administratively
controllable; therefore, travel is not compensable under emergency
authorities, but may be compensable under regular travel pay authorities.
Is
the individual compensated for preparing for incident assignment
at residence?
Time spent at individual’s
residence preparing for incident assignment is not compensable. Compensable
time begins when the individual starts travel or when they report
to the point of departure. When in non-duty status, an individual
may be compensated for travel from home to the incident.
What
is not compensable for travel?
- Time spent eating during
travel interruptions must be shown as a break on the Crew Time
Report.
- Travel interruptions
exceeding 2-hours where individuals are free to sleep, eat, or
pursue personal activities.
- When subsistence and
lodging are provided at the incident, only incidental expenses
are reimbursed.
In
an wildfire situation, when time is of the essence, how can a travel
authorization be prepared?
A travel authorization
is required for all employees subject to fire assignments outside
their assigned duty stations. A Limited Open Travel Authorization
(LOTA) should be issued at the beginning of the fire season.
Can
an SF-1164 be used to claim travel expenses?
An SF-1164 may not be used
to claim per diem, including M&IE expenses. It can only be used
to claim reimbursement for expenses incurred and paid out of pocket
during travel when no per diem is being claimed or a Travel Voucher
submitted.
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