Time Unit Leader

TIME Incident Position Description

A Time Unit Leader is responsible for ensuring personnel time is recorded according to NWCG guidelines and agency policy. A TIME supervises the Personnel Time Recorder (PTRC) and reports to the Finance Section Chief (FSC). The TIME 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.

Build the Team

• Identify and anticipate staffing needs and request additional resources and/or replacements as needed.
• Assess experience level of assigned personnel and discuss performance capabilities and any limitations.
• Obtain briefing, objectives, and intent from your incident supervisor.

Supervise and Direct Work Assignments

• Establish and communicate objectives, priorities, work assignments, and performance expectations.
• 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.
• Monitor performance and provide immediate and regular feedback to assigned personnel.

Perform Time Unit Leader-Specific Duties

• Establish a daily reporting schedule to gather completed time documents from incident personnel.
• Establish an auditing process to ensure accuracy of personnel time posting.
• Obtain local administrative guidelines, Service and Supply Plans, payment procedures, or any other agency-specific requirements.
• Adhere to guidelines in the NWCG Standards for Interagency Incident Business Management, PMS 902, pertaining to timekeeping and payment requirements for casuals.
• 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, and
  • Any other special considerations in the Remarks block.
• Coordinate with the Finance/Administration Section Chief and other functional areas to obtain resources.
  • Order materials and supplies using procedures established by the section chief.
  • Maintain sufficient quantities of forms, supplies, and materials to prevent a shortage of any basic needed items.
  • Acquire equipment (e.g., radios, telephones, fax machines, and computers).
  • Ensure an appropriate number of personnel to support the unit.
  • Ensure adequate signage for work locations (e.g., check-in/demobilization/resource).
• Manage the work area and assigned personnel for efficient and safe operations.  
• Review and approve subordinate time reports.
• 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, when resolving timekeeping issues.
• 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.
• Utilize incident time system programs and provide training as needed.
• Distribute Incident Time Reports, OF-288, to home-unit timekeepers as requested and according to established guidelines.

Communicate and Coordinate

• Brief assigned personnel and provide regular updates as necessary.
• Attend and participate in incident briefings and meetings as directed.
• Brief the Finance/Administration Section Chief on current problems and recommendations, outstanding issues, and any follow-up actions.
• Establish communications and exchange necessary information with other units/sections and incident agency personnel.

Manage Risk

• Account for the location, health, safety, and welfare of assigned personnel.
• 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.
• Compile unit documentation for the final incident package.
• 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, and
  • Agency-specific guidelines.

Demobilize

• Coordinate an efficient transfer of your position duties and complete the transition document or the closeout report for the Time Unit at the end of your assignment. Outline any issues, contract claims, or any unresolved items.
• Anticipate demobilization, identify excess resources, and coordinate with your incident supervisor to prepare the demobilization schedule. Brief subordinate staff on the demobilization procedures and responsibilities.
• Obtain the Demobilization Plan and ensure that Personnel Time Recorders are adequately briefed on the demobilization schedule for incident resources.
• 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.