INTRODUCTION TO THE CASUAL PAYMENT CENTER TEAM RUBICON CASUAL TRAINING
Jan 19, 2018
I N T R O D U C T I O N T O T H E C A S U A L PAY M E N T C E N T E R
TEAM RUBICON CASUAL TRAINING
CPC CONTACT INFO• Address:• National Interagency Fire Center• Casual Payment Center MS 270• 3833 S Development Ave• Boise, ID 83705
• Phone: 1-877-471-2262• When you call us make sure you identify yourself as TEAM RUBICON!• Phone Hours: Monday – Friday 0745-1615 MT
• Fax: 208-433-6405
• Email: [email protected]
• Website: http://www.nifc.gov/programs/programs_PaymentCenter.html
WHAT IS THE CASUAL PAYMENT CENTER?
• When individuals are hired by a federal government agency to perform temporary emergency work under the Administratively Determined Pay Plan (AD Pay Plan) they are called “casuals” or “ADs”.
• Our office, the CPC, processes all timesheets and profile forms for casuals that are hired under a DOI agency (BLM, BIA, NPS, or FWS).
• For Team Rubicon, the CPC will also process all Red Cards, certificates and travel.
• We are located in Boise, ID at the National Interagency Fire Center.
NEXT WE WILL COVER:• Employee Common Identifier (ECI)• AD Pay Plan • Forms Packet:• IQCS Form• I-9• Single Resource Casual Hire Information• W-4• Concur Travel Request Form• Incident Behavior Form• Emergency Contact Information• Travel Worksheet• Skills Questionnaire
EMPLOYEE COMMON IDENTIFIER
• You will be assigned an ECI while you are here.
• We will write your ECI on your Single Resource Casual Hire Information Form.
• This number is to be used on your OF-288 (timesheet) to eliminate the use of SSN in fire camp.
• You still need to use your SSN on profile forms (e.g. the W-4).
ELIGIBILITY & DISCLOSURES
• Active military personnel, including those on leave or furlough, cannot be compensated from incident funds; and therefore, cannot be hired as casuals. This does not include National Guard or Reserves duty.• If you are active duty, please indicate it at the top of your
forms.
• Casuals in positions that require special certification or license (such as emergency medical technicians, drivers, or instructors) must meet the requirements of the hiring agency and of the state where the incident is located.
DISCLOSURES
• Social Security excludes emergency services from Medicare and Social Security withholdings for service performed by an individual serving on a temporary basis in case of fire, storm, snow, earthquake, flood, or other similar emergency (Social Security Act, Section 218 [42 U.S.C. 418] (c) (6)).
OVERTIME & HOLIDAY PAY
• The salary rate shown for each classification is the rate per hour to be paid for all the service required of the casual. Premium compensation must not be paid for service in excess of 8 hours per day or 40 hours per week or for night, Sunday, or holiday work (43 U.S.C. 1469).
UNEMPLOYMENT
• Under the provisions of 5 U.S.C. 8501, federal agencies do not report wages earned to state offices for unemployment compensation purposes. The services performed by an individual on a temporary basis in case of fire, storm, earthquake, flood, or similar emergency incidents are not considered as performing federal service for the purpose of reporting wages for unemployment compensation benefits. Casuals may furnish statements of earnings to State Unemployment Offices on their own behalf.
IQCS FORMHave you
ever fought fires for a
government agency?
Write your information
EXACTLY as it appears on your travel
identification.
IQCS FORM
Please write legibly!
IQCS CERTIFICATES
Two prerequisite courses should have been completed prior to this training class. Please turn in the following certificates along with this packet:
ICS-100/IS-100: Introduction to Incident Command System
IS-700.A: NIMS An Introduction
Section 1 of Form I-9 For the most current form and instructions visit
www.uscis.gov
This section must be legible. Employee’s name must match what
is on the presented supporting documents.
E-mail address and phone number are optional. Employee may write “N/A” if they choose not to
provide this information.
XXX XX XXXX
Section 1 of Form I-9 Employee Attestation
Smokey Bear
06/13/XX
Ensure one of the boxes for citizenship is
checked.
Employee signs and dates this
form the day it is completed
by the employee.
You have finished your portion of
the I-9!
SINGLE RESOURCE CASUAL HIRE FORMLeave ECI blank.
The point of hire should be your home city &
state.
SINGLE RESOURCE CASUAL HIRE FORM
SRCH FORM CONTINUED...
Sign this form today, but DO NOT
write today’s date!
FEDERAL FORM W-4Correctly completed W-4 with Allowances
Form Requirements:• Complete and
legible first and last name.
• Legible 9 digit social security number.
• The address must be your valid mailing address, not the physical location.
• A marital status must be checked.
• Form must be signed to be valid. If Block 5 has an allowance amount, then Block 7 must be left
blank. Block 6 is for an optional additional amount.
Block 3 Marital Status is filled in.
STATE TAXES• The Federal Personnel Payroll System (FPPS) will automatically default
your state taxes to single and zero for the state that is indicated on your W-4.
• If you would like your state taxes to be the same as your federal taxes, write Federal & State on the bottom of your W-4.
• If you would like to claim a different deduction for your state taxes, please let us know so that we can give you another form.
• Some states will not allow the W-4 to be used for state taxes. These states are: AL, AZ, AR, CT, GA,HI, IL, IA, KS, KY, MI, MS, NC, OH, PA, VA and WV. If you live in one these states please see us for your state tax form.
• If you live in a state that does not have income tax (e.g. WA, TX, TN, etc.) state taxes will not be withheld.
CGE PROFILE REQUEST AND VENDOR MASTER SETUP FORM
CGE PROFILE REQUEST AND VENDOR MASTER SETUP FORM
INCI
DEN
T BE
HAV
IOR
FORM
EMER
GEN
CY N
OTI
FICA
TIO
N
RECO
RD
TRAVEL & REIMBURSEMENT
• The Travel Worksheet will be used for reimbursement of your travel expenses.
• Know your per diem rates! A justification must be submitted for any
expense over per diem. https://www.gsa.gov/portal/content.104877
• Indicate if you share a hotel room. Only pay half of the hotel room rate in order to be reimbursed.
• Travel Worksheet must be emailed to [email protected] within 5 business days of your return from an assignment.
• Copies of ALL receipts must be included:Flight ItineraryAll receipts for travel expenses
TRAVEL & REIMBURSEMENTCONTINUED....
TRAVEL WORKSHEETTOP SECTION
This form will either be filled out by you, or by your
crew boss. Check appropriate box.
If you are part of crew, crew name is input here. Otherwise,
indicate N/A.
Enter your last name. If in a crew, all crew member’s last
names will be listed.
N/A
Start and End location will be either your home
or your staging area if applicable.
Enter dates of travel and your type of travel
will be Mission.
Bear
Boise, ID Boise, ID7/1/16-7/15/16
TRAVEL WORKSHEETMIDDLE SECTION
You may only have 1 travel day; however, there are 3
lines just in case you do have overnight travel.
Day 1 on the incident
Only the Fire Code is needed
Mark if the meal was provided
Mark Yes if you purchased your own room, No if you did not.
Extra travel expenses. Enter dollar amount.
TRAVEL WORKSHEETBACK OF THE WORKSHEET
Add any additional information the travel arranger may need to know. Remember to include copies of ALL receipts when emailing worksheet.
Email completed form and receipts to [email protected]
Your travel reimbursement payment is separate from your time and attendance payment.
TRAVEL REIMBURSEMENTCONTINUED....
• A travel voucher will be emailed to you within 5 business days of submission with a travel voucher attached.• The travel voucher must be signed by
you and returned by email to [email protected].• The travel reimbursement payment is
separate from your time and attendance payment.
SKILLS QUESTIONNAIRE
• This is a form that we hope to use to identify other positions within the Wildland fire community that you may be well suited for.
• Just check the box next to items that you have experience or training in.
CREW TIME REPORT (CTR SF-261)
The Incident Supervisor will certify CTRs for each
operational period.
AD Casual names are listed along with AD class.
Military time is used on all time records.
All on-shift time should be indicated including time of
actual work, ordered standby, and compensable
travel time.
Crew name and number are identified at the top of the CTR,
in addition to the hiring agency, fire name and fire
number.
The CTR SF-261 is the initial timekeeping
document.
After having been signed by the appropriate
approving official, the original CTR is then
submitted to the Time Unit in order to facilitate time
recording on the individual OF-288s.
Vale Dist. BLM
OF-288/TIMESHEETVerify your ECI is correct and that your name is correctly
indicated.
Note: $100 BOOT STIPEND---Will be applied automatically once qualified.
After signing your OF-288, make sure that a Time Officer signature
is present.Cost Code: For most incidents, the only thing we need to process
your time is the Fire Code.
Ensure the Position Code is present. The AD Class does not need to be listed, but if it is, it
must not conflict with the position code.
RED CARDYou must bring your Red Card to every
incident!Date Red Card
is printed.
Date Refresher Course must be completed by.
Qualification Status, Position
Code and Description.
Certifying Official’s signature.
This IS NOT your ECI number,
but rather your IQCS number.
Fitness level and date Pack Test credentials
expire.
Position expiration
date.
Red Card will always have WY-CDC printed here, this is how the
IQCS system identifies TR ADs. It may or may not be
your dispatch center.
BACK OF THE RED CARDAfter completion of an incident,
it is your responsibility to complete the
Experience Record on the back of your card.
If you are hired as a FFT2 and perform as an EMT at an
incident, be sure and record the EMT experience.
When your fire season has come to an end, send the CPC an updated copy of your Experience Records.
Experience history will then be entered into the IQCS system at the end of the year to record and retain
an updated history of your qualifications and experience.
Make sure you receive an evaluation at the end of each incident. Submit copy to CPC upon return.
DISPATCH COORDINATION SYSTEM
• The National Interagency Coordination Center (NICC) is located in Boise, ID.
• The United States is divided into Geographic Area Coordination Centers (GACCs).
• Within each GACC there are several Interagency Dispatch Centers that are responsible for initial attack dispatching, as well as mobilization of resources locally and nationally. Virginia Interagency Coordination Center is located in the Southern GA, Montrose and Cody Interagency Dispatch Centers are located in the Rocky Mountain GA.
GACC MAP
There are ten Geographical Coordination regions.
DIS
PATC
H C
ENTE
RS
If you are located in Team Rubicon Regions TR Region I, II, III or IV• Virginia Interagency Dispatch Center• Phone Number - 540-265-5221• Email - [email protected]
If you are located in Team Rubicon Regions TR Region V, VII, VIII, X• Cody Interagency Dispatch Center • Phone Number - 800-295-9954• Email - [email protected]
If you are located in Team Rubicon Regions TR Region VI or IX• Montrose Interagency Dispatch Center • Phone Number - 800-253-0522• Email – [email protected]
DISPATCH CENTER CONTACT INFORMATION
Incident
NICC
Local Dispatch
DISPATCH CENTER
GACC
TEAM RUBICON
GACC
Ordering Channel Web
WY-CDCCO-MTCVA-VIC
WHAT IS AVAILABILITY?
• Ready to leave your location within 2 hours of receiving a call from dispatch. This means personally, you have job/family/pet needs all taken care of.
• If you do not answer the phone call, dispatch will leave a message and continue to the next person on the list. It is your responsibility to ensure that:
Dispatch has your CORRECT contact information. This includes home, cell, work and email.
If your contact information changes you need to notify the Casual Payment Center and your respective dispatch center.
• Do not try to negotiate for less than a 14 day assignment plus travel. If you cannot commit for a full 14 days then you need to be unavailable.
HOW DO I MAKE MYSELF AVAILABLE?
• You can call your respective dispatch center and ask them to set your status “available”.
• You can obtain the ability to self status utilizing the ROSS program. You will always want to select National. Handout provides instructions on how to get access. Benefits include:
You can see your contact information. You can see what your current status is. You can change your status as often as you want, you do
not have to rely on the dispatch center (they could be closed or very busy) to change it.
• Dispatch will notify TR of resource needs.• TR will post BLM Roll Call on TR website.• TR member if available, will call their
respective dispatch center or use the self status function in ROSS to confirm immediate availability.
MOBILIZATIONGETTING CALLED UP
MOBILIZATION ORDERING PROCESS
• Your dispatch center will call you to fill an order. It is important to meet the date and time needed, which means being ready to leave within 2 hours of the call. If this cannot be met the order will be filled with someone else or returned to the system to be filled elsewhere.• If the mode of transportation is by air, dispatch
will make those arrangements for you. • Rental cars can be used if approved on the
resource order. You will initially be responsible for this cost on your personal credit card. (You will be reimbursed through the travel process.)
• Always contact Dispatch to notify them of the situation.• If you are at the airport, work with the airline to reroute your travel to the destination point.• Always be prepared to cover any unexpected expenses if you are delayed, such as hotel accommodations/meals.
MOBILIZATIONWHAT TO DO IF YOU MISS A FLIGHT
MOBILIZATION ORDERING/PROCESS CONTINUED...
• When you have arrived at your destination airport you will need to call the incident (Block 8 on your resource order) to have them come and pick you up or find out what travel arrangements have been made to get you from the airport to the incident. You could contact them before you leave or enroute to let them know your ETA and then you will know what to expect.
MOBILIZATIONWHAT YOU NEED WHEN REPORTING TO AN INCIDENT
• Red Card • Driver’s license or official photo ID
used for airline travel.• Single Resource Casual Hire Form• Copy of Resource Order
Assignment name & number. Specific location of the fire. Location of the check-in point. Reporting time. Any special communication instructions. (Information
is available on the Resource Order.)
RESOURCE ORDER
Reporting time.
Assignment Name and Number.Specific location of the fire.
Location of the check-in point.
MOBILIZATION DETAILS
• Upon receipt of Resource Order – verify in Block 12 under Resource Assigned that your name appears in that block. If it says “pending” you need to notify your dispatch center to receive a complete Resource Order.
• Note in Block 8 there are phone numbers of the receiving unit/dispatch. If you need assistance once mobilized call these numbers for help. They will want to know Incident Name, Incident Order Number and Request Number from your Resource Order.
Incident Base Phone Numbers.
Resource Assigned.
RESO
URCE
ORD
ER
M
obiliz
atio
n De
tails
Request Number.
Special Needs block will identify additional authorized needs such as a rental car.
DEMOBILIZATION
• The demobilization process works in reverse of the mobilization process.
• The dispatch center where your assignment is located will make travel arrangements for your return to your home airport.
• Once you have returned from assignment, call your home dispatch center and let them know you are home and your availability status.
• At any point you elect to deviate from the travel arranged (i.e. stay an extra couple of days or stop enroute a couple of days to vacation) your travel is terminated at that point and you will be responsible for any costs incurred after the point of deviation.
REASSIGNMENTS• If your assignment does not last 14 days and you
would like to be reassigned you need to work through the Incident Management Team (IMT)to let them know you are available for reassignment.• If there is not an IMT, then contact the dispatch
center where you are located (Block 8 on the Resource Order). Do not contact your home dispatch center. They do not have access to you for mobilization purposes until you are released and home again.• Once you receive a reassignment you should
obtain a new Resource Order and information from the dispatch center on travel arrangements.
HELP!• If at any time while you are on assignment
and you need some help or guidance concerning mobilization, reassignments, travel issues, etc. by all means call your home dispatch center and they can provide you with options or the appropriate actions that could be taken by you to resolve the situation.
THANK YOU!