Arizona State Forestry Invoicing

1. Arizona State Forestry Invoicing

2. GETTING ORGANIZED Have the following paperwork in front of you: • Coop Fire Rate Agreement/Amend • Employee Rate Sheet/FD Payroll • Original Shift Tickets & Crew Time Reports (Put in date order and tape to an 8.5 x 11 pieces of paper) • Resource Order Card(s) • Wildland Fire Report (if applicable)

3. EXTENDED ASSIGNMENTS • Original OF-286 (equipment summary) • Original OF-288 (personnel summary) • Vehicle Inspections • Wildland Work Calculator • Travel Reimbursement Form • Lodging Receipts • Travel Policy/Allowances

4. INVOICING • INVOICING (FM-122 form) • HEADER INFORMATION • EQUIPMENT & FUEL DEDUCTION • PERSONNEL • EMPLOYEE RATE SHEET vs ADs • BACKFILL • SUPPLIES, TRAVEL AND MISC • TRAVEL CLAIM • PAPERWORK TO MAIL

6. Header Information • Each incident must have it’s own invoice. You can NOT combine different fires! • Partial invoices where all charges are not included, with the exception of a damage claim, are not acceptable. • Fill in Fire Department Name, address and your contact information ie: phone number and/or email • Invoice Date = Current date • Invoice Number = Your fire department numbering • Fire Name, Number, Date • See Resource Order • Use Arizona Finance Code (AFC), not Federal Incident Number • Responded, Released, Back in Service • Wheels rolled, left incident, ready to roll again

7. EQUIPMENT SECTION • Resource Order# • AKA Request Number (Box 12 on resource order) • Check the correct vehicle is listed, or rental authorized and that the times match • License Number, Unit #, Vehicle Type, Rate Per Unit • See Cooperative Fire Rate Agreement or Amendment • Unit Worked Hrs/Day/Mi • Put Shift Tickets in date order by resource number and tape to 8.5 x 11 • Add up hours (equipment doesn’t take a meal break) and double check the math • no rehab time allowed

8. EQUIPMENT CONTINUED • Hours are rounded to the nearest quarter of an hour • For calculation purposes you need to convert minutes to decimals ie: • 15 minutes = .25 • 30 minutes = .50 • 45 minutes = .75 • Daily rate equipment < 8 hours billed at 50% of daily rate & should be odometer readings on shift tickets • Put total days on one line and mileage on next line • If extended assignment verify Shift Tickets against OF-286’s • Deduct any Fuel Issued

9. Personnel Section • Resource Order # • AKA Request Number in Box 12 • Personnel Name • If backfill qualifies: backfill person’s name • Personnel Type • Their position on the incident ie: ENGB, FFT2 • If backfill qualifies: name of person they backfilled for • Hours worked • Total hours added up from CTRs • or Wildland Work Hours Calculator / Shift Schedule • Make sure there are meal breaks and if not it is noted in Remarks section on why

10. Personnel Section continued • Rate Per Hour • See Employee Rate Sheet • If backfill qualifies: excess backfill rate • Rehab allowances on personnel only • On water tender; up to ½ hour • On engine; up to 1 hour • On hand crew; up to 2 hours • With command vehicle, POV, rental; none • Rest and Recuperation (R&R) • If it is the policy of Cooperator to allow • Need copy of policy prior to the incident • May not exceed the days off and conditions in current NWCG IIBMH (yellow book)

11. Wildland Work Hours Calculator FOR CAREER PERSONNEL ONLY • This needs to be filled out when you bill for hours that are greater than what’s on the Crew Time Reports • Only on extended assignments • Does not apply to salaried employees • Copy of calendar shift schedule • Time ends when employee returns plus rehab if applicable

12. Example Wildland Work Calculator

13. EMPLOYEE RATE SHEET • Employee’s actual hourly rate plus Employer Related Expenses (ERE’s) • Workers Compensation • Unemployment Insurance • Employers FICA and Medicare • Health Insurance • Retirement • Long Term Disability • Any additional ERE’s would need approval by State Forester’s office

14. EMPLOYEE RATE SHEET continued • CANNOT charge OT for Exempt Employees • State does not pay for Hazard Pay • DO NOT include incentive pay such as time plus ¾ overtime to go out on wildland assignments • Include fire department’s name & effective dates of rates somewhere on the Employee Rate Sheet

15. Example Employee Rate Sheet

16. SEASONAL EMPLOYEES/ VOLUNTEER FIRE DEPARTMENTS A D (Administratively Determined) rates for the State of Arizona are paid at the position for which they were ordered Overtime eligible. Can include employer FICA and worker comp rates in addition to these rates. Firefighter Type 2 (FFT2) Class C $13.64 Firefighter Type 1 (FFT1) Class D $15.08 Engine Boss (ENGB) Class F $18.10 Trainee’s are paid at one AD rate lower than the full performance AD rate. Any additional positions call your State Forestry Fiscal person.

17. BACKFILL • You can bill for backfill on employees but only for those costs that are in EXCESS of the regular rate that would have been charged. • No backfill charges for fire chiefs, assistant chiefs, division chiefs, training chiefs, administrative chiefs or other support and administrative personnel • Include the name of the firefighter backfilling & who he/she is filling in for

19. Supplies, Travel and Miscellaneous Section • Travel Claim Form • Attach any lodging receipts • Credit card receipts are not acceptable • Have the name of individual(s) who stayed in each room on receipt • Adjust rate if lodging allowance is exceeded (verify allowance) • Note county it is in, if applicable • Meal receipts do not need to be turned in but kept in your file in case of audit • Based on actual cost per person per meal

20. Travel Claim Form Example

21. Supplies, Travel and Miscellaneous Section con’t • Supplies • Attach receipt and make sure it is signed by individual who purchased • Attach Resource order • Damage Claim • Best to invoice this separately • Note on invoice that damage claim to follow • Attach all necessary paperwork shown in Field presentation

22. PAPERWORK TO MAIL • Submit invoice within 30 days after return date from the incident. If received after 90 days – subject to refusal. • Mail the following to your Fiscal Representative: • Original Invoice FM-122 • Don’t forget to sign at the bottom of the invoice • Original (pink) Emergency Equipment Shift Tickets • OF-286’s • Original (white) Crew Time Reports • OF-288’s • Wildland Work Hours Calculator • Resource Order cards with the released dates and times

23. PAPERWORK TO MAIL continued • Travel Claim Form and backup lodging receipts • Vehicle inspection form • Itemized receipts for supplies • Wildland Fire Report if required • If Employee Rate Sheet on file has changed, include a copy of the revised one with effective dates of rate change (Be sure your fire department’s name is on the sheet) • Written and approved documentation for hours exceeding 16 after 1st shift

24. TOP 10 MISTAKES • Equipment Rate: not using new rates • Multiple Fires: Not separating out correctly • Wildland Worksheet Calculator: not calculating correctly • Meal Breaks: not showing a break for an 8 hour period or more • Lodging Allowance: exceeding and not adjusting travel claim

25. TOP 10 MISTAKES CONTINUED • Meal Allowance: exceeding allowance or not breaking down individually • Math: Not multiplying, adding correctly or using minutes rather than decimal conversion • Vehicles with Daily/Mileage Rates: treat like an hourly and not showing odometer readings • Resource Order does not agree with the billing: The equipment or times do not agree • Rehab: Including rehab time for the equipment

26. QUESTIONS?