2. Hosted by BIA and the Casual Payment Center Updated 05-19-16

3. * 2015 Highlights * 2016 AD Pay Plan * BIA Memos * Approving Official List * Monthly Reports * Issues

4. * Casual Payment Center Overview * What is new for Casuals in 2016 * Hiring Documents & OF-288s * CPC Internal Forms

5.  BIA--Non-Pay Status for classroom Training (AD Emergency Firefighter Training 9_23_14) In order for the BIA to encourage GS and tribal employment, BIA sponsored Emergency Firefighters (EFF) will be placed in non-pay status for classroom training, including while traveling to and from classroom training. EFFs will be placed in pay status while performing Field Exercises. EFFs will be placed in pay status while performing the WCT.

6. * Per the Yellow Book (IIBMH 10-35): OF-288s that have been certified as accurate by an authorized signature are considered to be accurate for pay purposes. Home unit timekeepers will not make changes to this official document, except to correct mathematical errors, complete return travel entries, or apply agency pay regulations. If the home unit timekeepers have questions concerning the OF- 288, they should contact the incident agency. Remember: Review for accuracy and sign before leaving incident.

7. Overview: Who should use it? * Sections Effective Date and Changes A. Preamble B. AD Rates of Pay C. Applicable Areas D. Circumstances Required for Hiring E. Conditions of Hire F. Position Classification Incident Position Matrix

8. Preamble Pay Plan applies wherever and whenever it becomes necessary to hire persons: To cope with a sudden and unexpected emergency caused by a fire, or extreme fire potential, flood, storm, or any other all-hazard emergency that threatens damage to federally protected property, has the potential to cause loss of life, serious injury, public health risk, or damage to natural or cultural resources unless brought under immediate control. To provide emergency assistance to States under formalized agreements. To meet mission assignments issued by the Federal Emergency Management Agency (FEMA). Such hiring is of uncertain and purely temporary duration and must be terminated when other employment methods can be initiated. This plan does not provide the authority to hire individuals for out-of- country assignments.

9. Per Executive Order 13715, a 1% increase was applied to 2016 AD pay rates. The rate increase was effective April 8, 2016. The CPC will make adjustments to ensure casuals receive the correct pay rate on each timesheet.

10. 1. Fight an ongoing fire 2. Unusually dry periods, high fire danger, lightening, incendiary outbreaks, crowds (i.e. 4 th of July) 3. Support to ongoing incident * AD authority can’t exceed 90 days * AD authority doesn’t guarantee 90 days of employment after fire containment 4. Standby for dispatch 5. Replace members of fire suppression

11. 6. Training * Should not exceed 80 hours per calendar year, excluding travel Per casual - 80 hours includes the total for FS, BIA, BLM, NPS and FWS combined Does not include training that occurs in a Non-Pay status

12. 6. Training BIA Training Memo effective 9/23/14 * In order for the BIA to encourage GS and tribal employment, a BIA sponsored AD will be placed in non-pay status for classroom training: Refresher Training Classroom segments of NWCG Course Series 100 & 200 Traveling to and from above classroom segments * When in field exercises, AD's will be placed in pay status: Pack Test - 2 hour maximum Field segments of NWCG Course Series 100 & 200 Traveling to and from above field segments

13. 6. Training * Drug Testing Drug Testing Memo effective 1/16/14 AD’s will not be paid for drug testing A “negative” drug test is required and is considered a condition of hire * Medical Exam Considered a condition of hire

14. 6. Training * When casuals are working as trainees, they shall be paid one AD rate lower than the full performance rate i.e. a FFT1(t) firefighter type 1 (squad boss) trainee would be paid at the AD-C rate. * When casuals attend emergency incident training to quality for another position, the casual shall be paid at one AD rate lower than the full performance rate.

15. 7. Instructing * Will not exceed 120 hours per calendar year * Per casual, all agencies combined * Must attempt to use Federal or Tribal instructors before hiring AD instructors Develop instructors for the future * In the BIA, Regional Fire Management Officer approval is required before hire

16. 8. Floods, storms, and other all-hazard 9. Emergency Stabilization * Immediate danger of loss without prompt remedial action * Not an emergency if normally scheduled days off are given 10. Burned Area Emergency Response * Not to exceed 90 days from date BAER plan approved 90 days is not 90 days of guaranteed work 11. FEMA declared emergencies/assignments 12. Public Awareness (i.e. Prevention/PIO’s) 13. Prescribed fire (RX) * Not to exceed 300 hours per calendar year * Allowed within 24 hours of planned ignition and 24 hours after perimeter is secured

17. * You do not need to indicate the full cost code for every column, if the cost code is not changing * For example: All Col: AAAA123456 A & B: AF2001010.999900 AF.SPXXXX0000 C & D: AF2105050.999900 AF.SPXXXX0000 * The last 5 zeros as well as the Fund Code does not need to be indicated on the OF-288 unless you have approval to use a fund code other than what is on the Example Code list. If so, attach the approval

18. BIA Responsibilities * Line Officer or federal designee is responsible for oversight and support of AD employees * Review and approve hiring documents * CPC Batch Memo should be approved by the federal AO Tribal Responsibilities * BIA may NOT delegate hiring authority to a tribally contracted or compacted program * May compile hiring documents * May designate a Tribal Official to sign as Time Officer on OF- 288s, but NOT as approving official

19. Health Benefits for Casuals - Federal Employee Health Benefits (FEHB)  AD/Casuals are eligible for coverage  Policy and guidance will be forthcoming Travel Reimbursement on the OF-288 Incident Time Report

20. As of 2016 the Department of the Interior is offering ADs affiliated with wildland firefighting health insurance associated with the Federal Employees Health Benefits (FEHB) program. Part A, Box 1: Complete name Part A, Box 2: Complete social security number If the casual is DECLINING Health Care Benefits (FEHB), the SF-2809 must be completed as follows: DECLINING BENEFITS

21. Part E: Election Not to Enroll: mark an X in the box and; Part H: Signature and date must be completed DECLINING BENEFITS continued... Each calendar year completed forms will be submitted to the CPC with all hiring forms for FPPS system input X Smokey Bear6/3/XX

22. ACCEPTING BENEFITS The casual must complete the entire form, front and back. It will then be submitted to the CPC with hiring documents for system input. Further information will be provided as program is developed by DOI for casuals.

23. THE FOLLOWING SLIDES WILL PROVIDE GUIDANCE ON TRAVEL REGULATIONS: * Department of the Interior Temporary Duty Travel Policy (TDY) * AD Pay Plan for Emergency Workers * OWF Policy Memorandum 2016-04 – Casual Hire Travel Expense Reimbursement Waiver

24. In order to reduce the costs related to creating and processing these travel documents, the Principal Deputy Assistant Secretary for Policy, Management and Budget issued a waiver allowing a subset of casual employees to claim travel expenses through payroll payments that are processed with the Optional Form (OF-288), Incident Timekeeping Report. *OWF Policy Memorandum 2016-04

25. * TDY - Any official travel more than 50 miles from casual’s permanent duty station and commuting residence. * Local Travel – Travel that does not meet TDY requirements because of distance of location and typically occurs during normal duty hours. *DOI Temporary Duty Travel Policy, Section 1.1.1

26. * Reasonable and necessary transportation, miscellaneous, and per diem expenses incurred during TDY trips. * Travelers may claim reimbursement for expenses essential to the official purpose of the TDY trip. * Per diem refers to the daily allowance for lodging, meals, and incidental expenses (M&IE). *DOI Temporary Duty Travel Policy, Section 1.1.3

27. * Travelers are expected to exercise the same care when incurring expenses on official travel that a prudent person would if traveling on their own personal expense. * Travelers must pay any costs in excess of pre-authorized or appropriate expenses with personal funds. * Travelers may not claim reimbursement for costs associated with an indirect route, extended travel time or premium accommodations not essential to perform the mission. *DOI Temporary Duty Travel Policy, Section 1.1.3

28. * Rates are set by fiscal year, effective October 1. * Continental United States (CONUS) may differ from city to city and state to state. To obtain current rates, search by City, State or Zip Code: http://www.gsa.gov/portal/content/104877 * Outside the US (OCONUS) includes Alaska and Hawaii. To obtain current rates, search by location: http://www.defensetravel.dod.mil/site/perdiemCalc.cfm

29. If a casual is fired or quits without an acceptable reason before the emergency is over, pay will be stopped at that time. A government official may decide whether or not the government will provide return transportation and if the casual will be paid for travel time back to the point-of-hire. *AD Pay Plan for Emergency Workers, Section E. 15.

30. Casual employees may claim the following travel expenses on the OF-288 Incident Time Report: * Privately Owned Vehicle (POV) mileage * Incidental expenses; and * Maximum of 15 meals per emergency incident *OWF Policy Memorandum 2016-04 Note: For a casual to be eligible for per diem reimbursement, the casual must travel more than 50 miles from their residence or official duty station and be in TDY status for at least 12 continuous hours.

31. * If a casual incurs only POV mileage and/or M&IE (has no travel expenses requiring a receipt), it is mandatory for the reimbursement to be made through the OF-288. The casual’s hiring unit will document reimbursement requests to be included with the OF-288 before sending to the Casual Payment Center (CPC) for final payment processing. *OWF Policy Memorandum 2016-04

32. The manual method for reimbursement must be used when the following travel expenses are present (receipts are required): * Lodging paid by the casual * Rental vehicle leased by the casual * All training and non-emergency related travel planned and authorized in advance (e.g. prescribed fire projects and training) * Other expenses (e.g. baggage fees, laundry costs, cab fare, etc.) * Other expenses not authorized to pay on OF-288 *OWF Policy Memorandum 2016-04

33. OF-288 Travel reimbursement options: * Incidental Expenses indicated on the Batch Memo * Commissary and Travel block on the OF-288 * Travel Worksheet attached to the Batch Memo * Agency Manifest with qualifying travel expenses Must be authorized for payment by the Approving Official signature on Batch Memo.

34. Batch Memo As part of the batch approval process, the AO will certify that the OF-288s are accurate, appropriate, and legal for payment. Starting and Ending Dates should be completed by AO.  The CPC will then add dates and totals to each OF-288 in the batch based on the fire codes used for specific dates.

35. OF-288 Box 18. Commissary and Travel * Incidental expenses can be indicated along with applicable dates and any POV reimbursement mileage. * Ensure the applicable dates for IE are indicated on the first OF-288 only. It is not necessary to document travel reimbursements on each OF-288.

36. Indicate ECI numbers only for ADs with common or similar names. Indicate dates to be reimbursed for I/E and the four digit FireCode. Indicate Dates and Type of Travel. Ensure Approving Official signature is indicated. Travel Worksheet Attach to Batch Memo (crew reimbursement) or OF-288 (individual reimbursement). Ensure reimburse- ment amount is indicated. Indicate AD names.

37. * The CPC staff will validate, as accurate, the per diem and mileage rates. * The CPC staff will work with hiring location to ensure payment is not delayed pending travel issues. * When travel issues cannot be resolved, the CPC will remove the travel claim and process only the casual’s time.

38. * Hiring unit – AO shall identify which method of reimbursement is appropriate (OF-288 or Manual Method). AO will certify the OF-288s are accurate, appropriate, and legal for payment. * CPC will work with the hiring unit if claim does not qualify for payment on the OF-288. * Bureau and Department representatives will utilize FBMS, CPC, and payroll system records in the monitoring process.

39. * The purpose Importance * Terms and Designations AO, FMO, RPOC, etc… Inherently government function Work with regional offices to understand the roles and responsibilities for hire of AD’s at the local unit * How to get on The List Request through Chain of Command

40. Find the template on CPC’s Website (select Procedures) at: http://www.nifc.gov/programs/programs_PaymentCenter.html

41. If the casual is working at the home unit, but it looks like they are away from their home unit (HA state is different than Incident state) indicate this in the remarks section * For example: Sally was away from her home unit from 8/1 to 8/31. She traveled home and then came into the office the next few days to complete paperwork, etc… Indicate: Home unit 9/1-9/2

42. * Training Hours * Instructing Hours * RX Hours * Issues

43. (CY 2015) (CY 2014)

45. 20% of BIA Issues pertained to Cost Code (incomplete, incorrect, missing or conflicting). 20% of BIA Issues pertained to Misc. Issues (Classroom Training vs. Field Training).

46. Use labels! * When CCs change, update your label template right away. If unsure, get approval first! Have casuals fill out all required forms and ensure you have accurate contact information. Always review everything before you sign.

47. * Boot Stipends are paid on a calendar year basis, based on work dates! * The Casual Payment Center will apply the Boot Stipend automatically! * Casuals qualify for a Boot Stipend if they: Work on a qualifying fire assignment  Suppression, RX, and Severity Work in an Arduous or Moderate position as listed in the AD Pay Plan Position Matrix