BLM Incident Management Payment Packages Guidelines and Checklist

Transcription

1 BLM Incident Management Payment Packages Guidelines and Checklist These checklists are intended t be used fr the prcessing f Casual and Equipment Time Invices while assigned t BLM Incident. Please attach a cpy f these checklist in each package prir t submitting t lcal unit fr final review and submittal fr payment. The reverse Hme Unit checklist will be used prir t submittal fr prcessing at the Bureau f Land Management Casual Payment and Natinal Operatins Center. The Interagency Incident Business Handbk, BLM Standards fr Fire Business Management (Orange Bk), and lcal perating guidelines prvide clarity and guidance when assigned t Department f Interir BLM Incidents. Subject TABLE OF CONTENTS Page Intrductin 1 IMT Checklist - Emergency Equipment Use Invice (OF-286), 2 Emergency Rental Agreements, VIPR, I-BPA Payments Hme Unit Checklist - Emergency Equipment Use Invice (OF-286), 3 Emergency Rental Agreements, VIPR, I-BPA Payments IMT Checklist Casual Hires 4 Hme Unit Checklist Casual Hires 5 1

2 Emergency Equipment Use Invice (OF-286), Emergency Rental Agreements, VIPR, I-BPA Payments: Natinal Operatins Center (NOC) Mailing Address: BLM Natinal Operatins Center Accunts Payable Fire Team Building 50 Denver Federal Center, PO Bx Denver, CO Fax Number: Original Emergency Equipment Use Invice, OF-286 INCIDENT MANAGEMENT TEAM Must be signed and dated by bth the Cntractr/Vendr and Receiving Officer. Verify that all infrmatin frm the shift ticket is transferred crrectly t the use invice Original Emergency Equipment Shift Tickets, OF-297 (Pink Cpy) Each shift ticket must be signed and dated by Cntractr Emergency Equipment Rental Agreement/VIPR/I-BPA Signed and dated by Cntractr/Vendr and Cntracting Officer Verify that the equipment n Use Invice is listed n current agreements Verify Cntractr infrmatin is legible, including phne numbers s we have numbers t call if there are any questin. DUNS number must be included Emergency Equipment Fuel and Oil Tickets, OF-304 Bx Each ticket must be signed and dated by Cntractr/Vendr and Receiving Agent Verify quantity and unit price. Verify that the equipment which is either receiving r dispensing fuel/il is the same as that listed n all ther dcuments in the payment package (shift tickets, invice and agreement.) Repair rders, cmmissary issues, findings and determinatins fr claims, and any ther dcuments additins t r deductins frm the payments. supprting Cpy f the Resurce Order 2

3 HOME UNIT Original Emergency Equipment Use Invice, OF-286 Must be signed and dated by bth the Cntractr/Vendr and Receiving Officer. Attach yur calculatr tape verifying invice ttal Verify that blcks 1-33 are filled in and accurate Verify that all infrmatin frm the shift ticket is transferred crrectly t the use invice Add Accunt Cding Add Hme Unit Signature and cntact infrmatin. Original Emergency Equipment Shift Tickets, OF-297 (Pink Cpy) Each shift ticket must be signed and dated by Cntractr and Receiving Officer Verify that blcks 1-19 are filled in and accurate Match shift ticket dates with invice dates. Verify that shift ticket infrmatin is the same as that n the invice. Emergency Equipment Rental Agreement/VIPR/I-BPA Signed and dated by Cntractr/Vendr and Cntracting Officer Verify that the equipment n Use Invice is listed n current agreements Verify Cntractr infrmatin is legible, including phne numbers s we have numbers t call if there are any questin. DUNS number must be included Emergency Equipment Fuel and Oil Tickets, OF-304 Each ticket must be signed and dated by Cntractr/Vendr and Receiving Agent Verify quantity and unit price. Verify that the equipment which is either receiving r dispensing fuel/il is the same as that listed n all ther dcuments in the payment package (shift tickets, invice and agreement.) Bx Repair rders, cmmissary issues, findings and determinatins fr claims, and any ther dcuments supprting additins t r deductins frm the payments. Cpy f the Resurce Order NOTE: D nt cmbine Invices fr multiple fires. Ensure each fire is in a separate package with ALL dcumentatin attached. IF cmbining COOP and Natinal Agreements with payment package please ensure MO is cmpleted and reference dcument attached. 3

4 Casual Hires: Natinal Interagency Fire Center Mailing Address: BLM Natinal Interagency Fire Center Casual Payment Center MS S Develpment Ave. Bise, Id Phne: Fax: INCIDENT MANAGEMENT TEAM Incident Time Reprt, OF-288 Single Resurce Casual Hire Frm (verify crrect and full spelling f emplyees name, address n frm matches W-4 address fr fficial mailings address w/casual, crrect casual rate is dcumented n the frm and matches resurce rder, etc.) Obtain ECI Number t be entered int the System Travel Entries fllw BLM Standards fr Fire Business Management Prper Applicatins f the AD Pay Plan, Travel sectin. Thrughly audit OF-288 OF-288s must cme in with a batch mem signed by an Apprving Official wh has verified the OF-288s being submitted fr payment are fr casual hires and have been reviewed fr the fllwing: Emplyee Cmmn Identifier: Legible, accurate, and indicated in the SSN Blck. Hired At: Unit Identifier Cde fr the lcatin hired at (e.g. ID-BOD fr Bise District) Name: Legible legal full name Street Address, City, State, and Zip Cde: May be left blank, fllw yur agency specific guidelines. Official address is taken frm the W-4. Clumns A thrugh D: All clumns with time require the fllwing: Fire Name: Enter Incident Name. Fire N.: Enter Fire Cde r Prject Number. Firefighter Classificatin: Enter Psitin Cde and AD class (e.g. FFT2 AD-C). If Exceptin Psitin, include an attached descriptin f duties (a requirement fr payment), and n the OF-288(s) indicate the full Psitin Title and descriptin matching the attached descriptin f duties (e.g. THSP Exceptin Psitin 3 Frestry Technician) Rate: (e.g. $17.60) May be left blank. Rate will be ppulated based n current AD Pay Plan. Time: Must include mnth, day, start and stp times, and ttal hurs. Start and stp times must be in military time (2400 hrs) and runded t the nearest 15 minute increment. Emplyee Signature: Cmpleted r nted Unavailable fr Signature (casual s signature nt required t prcess payment) Time Officer (Signature): Cmpleted with an riginal Time Officer Signature (required t prcess payment) Return OF-288 and Casual Hire Paperwrk t casual t return t their hme unit and retain a cpy. 4

5 HOME UNIT OF-288s must cme in with a batch mem signed by an Apprving Official wh has verified the OF-288s being submitted fr payment are fr casual hires and have been reviewed fr the fllwing: Emplyee Cmmn Identifier: Legible, accurate, and indicated in the SSN Blck. Hired At: Unit Identifier Cde fr the lcatin hired at (e.g. ID-BOD fr Bise District) Name: Legible legal full name Street Address, City, State, and Zip Cde: May be left blank, fllw yur agency specific guidelines. Official address is taken frm the W-4. Clumns A thrugh D: All clumns with time require the fllwing: Fire Name: Enter Incident Name. Fire N.: Enter Fire Cde r Prject Number. Firefighter Classificatin: Enter Psitin Cde and AD class (e.g. FFT2 AD-C). If Exceptin Psitin, include an attached descriptin f duties (a requirement fr payment), and n the OF-288(s) indicate the full Psitin Title and descriptin matching the attached descriptin f duties (e.g. THSP Exceptin Psitin 3 Frestry Technician) Rate: (e.g. $17.60) May be left blank. Rate will be ppulated based n current AD Pay Plan. Time: Must include mnth, day, start and stp times, and ttal hurs. Start and stp times must be in military time (2400 hrs) and runded t the nearest 15 minute increment. Emplyee Signature: Cmpleted r nted Unavailable fr Signature (casual s signature nt required t prcess payment) Time Officer (Signature): Cmpleted with an riginal Time Officer Signature (required t prcess payment) Cst Accunting Data: may be indicated in blck 21, r in Remarks. Fr example: BIA: AAK AF T4100 AF.SPG85Z BLM: LLIDB00440 LF HU0000 LFSPG85Z0000 NPS: PPWOVPADF1 PF200SP85 WW0000 PF.FSG85Z FWS: FF02R2B000 FFF G85Z0 It wuld be helpful fr the CPC t receive batches in the fllwing rder: Each individual s paperwrk stapled in rder frm tp t bttm: OF-288(s) in wrk date rder, W-4s, State Tax frms, Direct Depsit frms/eft Waiver. Overnight mail t the Casual Payment Center with the Apprving Official Mem that states timesheets are crrect and ready fr payment (Timesheets will nt be prcessed withut the Apprving Official Mem). 5