United States Department of the Interior
BUREAU OF LAND MANAGEMENT Fire and Aviation 3833 South Development Avenue Boise, Idaho 83705-5354 http://www.nifc.gov
June 12, 2009 In Reply Refer to: 1340 (FA400) I EMS Transmission: 06/12/2009 Instruction Memorandum No. FA IM-2009-029 Expires: 09/30/2010 To: From: Subject: State Directors Deputy Assistant Director (NIFC), Fire and Aviation 2009 Administratively Determined Pay Plan for Emergency Workers (Casuals)
Program Area: Incident Business Management Purpose: The purpose of this Instruction Memorandum (IM) is to authorize and provide direction, using the attached Department of the Interior (DOI) 2009 Administratively Determined Pay Plan (AD Pay Plan) for Emergency Workers. Policy/Action: See Attachment 1, 2009 Pay Plan Bureau of Land Management Implementation Guidance. Timeframe: The AD Pay Plan became effective May 21, 2009, for immediate implementation. The AD Pay Plan is located at the following website location: http://web.blm.gov/internal/fire/budget/Reference_docs/Incident%20Business/Files/06-08-2009ADPayPlan.pdf Budget Impact: The impact on the budget is dependent on the severity of the upcoming fire season, the number of other emergency incidents and the frequency of use of the AD Pay Plan to hire and pay emergency workers. Manual/Handbook Sections Affected: The 2009 AD Pay Plan replaces all previously approved plans found in the Interagency Incident Business Management Handbook, chapter 10, exhibit 01. Coordination: This 2009 AD Pay Plan was coordinated with the other DOI wildland fire management agencies and the US Department of Agriculture Forest Service.
2 Contact: Questions should be addressed to Hallie Locklear, Incident Business Management Specialist, 208-387-5166 or Tamara Neukam, Chief, Human Resources Management, 208-387-5514. Signed by: Timothy M. Murphy Deputy Assistant Director (NIFC), Fire and Aviation Authenticated by: Pamela S. Douglas Records Administrator
1 Attachment: 1 - BLM Implementation Guidance (4 pp) Distribution: FA DAD Staff BLM ADS BLM Library Tamara Neukam(FA220) Hallie Locklear (FA400)
2009 Administratively Determined (AD) Pay Plan for the Department of the Interior (DOI) Bureau of Land Management (BLM) Implementation Guidance May, 2009 The attached AD Pay Plan applies wherever and whenever it becomes necessary to hire persons: 1. To cope with a sudden and unexpected emergency caused by a fire, or extreme fire potential, flood, storm, or any other emergency that threatens damage to federally protected property unless brought under immediate control. 2. To provide emergency assistance to states under formalized agreements. 3. To meet mission assignments issued by the Federal Emergency Management Agency (FEMA). 4. To supplement regular personnel assigned to prescribed fire projects (this authority does not include mechanical or chemical hazardous fuels reduction projects). It is the responsibility of the hiring unit to: 1. Designate hiring/approving officials. 2. Maintain casual hiring documents in accordance with 5 U.S.C. 552a, the Privacy Act. 3. Coordinate with Human Resources for application of HSPD-12 as it applies to hiring casuals. Hiring offices will use their own Cost Center with LF20000SP.HT0000 LF.SP.CCA80000 to track costs associated with this directive when hiring casuals. 4. Process Workers’ Compensation claims. Casuals are covered under the Federal Employee’s Compensation Act (5 U.S.C. 81) which authorizes medical care and compensation for periods of disability for casuals who sustain traumatic injuries and occupational diseases in the performance of duty. 5. Process personal property loss/property damage claims. 6. Issue authorization to travel and process claims for travel expense reimbursement. 7. Review and audit the Emergency Firefighter Time Report (OF-288) approve and submit for payment in a timely manner. This pay plan may not be used to circumvent other hiring authorities (i.e., temporary 1039 or career seasonal appointments), contracting procedures, or to fill vacant government positions (i.e., Fire Management Officer, Assistant Fire Management Officer, Dispatch Center Manager, Staff Assistant, etc.). The authority can never be used to extend a time limited appointment (i.e., 1039 appointment). Issues A number of issues surface each year as a result of misinterpretation and incorrect use of the pay plan. General examples are: 1. Hiring casuals for work that is not considered to be an emergency under the plan. 2. Using the pay plan to hire individuals for long-term employment and by doing so, circumventing proper hiring authorities. 3. Exceeding 90 calendar days following the end of a natural emergency for post-incident administration and emergency stabilization work. 4. Hiring casuals as instructors when agency or contract personnel were available. Attachment 1 - 1
5. Hiring casuals to fill a support role during fire training (i.e., Interagency Wildland Firefighter Training, Rookie School, Fire Academy, etc.). Casuals hired outside the AD Pay Plan authority will not be paid through the DOI Casual Payment Center and timesheets will be returned to the hiring unit. If the AD Pay Plan was not the proper mechanism for hire, other means, such as “de facto” employment, will need to be explored through the local Human Resources office. Emergency Incident Training Units may hire casuals to attend training in preparation for emergency incidents (i.e., Incident Command System (ICS) courses and refresher training). Compensation will be made for any emergency training courses required by the hiring unit. The training course number should be noted on the OF-288 when submitted to the Casual Payment Center for processing. In most cases, training hours, to include travel to and from training, should not exceed a total of 80 hours per calendar year, regardless of the hiring agency. It is the hiring unit’s responsibility to monitor training hours. This authority cannot be used to circumvent other hiring authorities such as temporary 1039 appointments or career seasonal appointments for training purposes. Salary, travel, and per diem will be charged to the LF20000SP.HT0000 LF.SP.AZA10000 when a casual is hired to attend training. Offices will use their own Cost Center with LF20000SP.HT0000 LF.SP.AZA10000. Instructing Emergency Incident Training Units may hire casuals to instruct emergency incident training only when all other methods of hiring and contracting instructors have been exhausted. Length of employment is not to exceed a total of 120 hours including travel per calendar year, regardless of hiring agency. It is the hiring unit’s responsibility to monitor instructor hours to ensure this limitation is not exceeded. The training course number should be noted on the OF-288 when submitted to the Casual Payment Center for processing. Salary, travel, and per diem will be charged to the LF20000SP.HT0000 LF.SP.AZA10000 when a casual is hired to instruct training. Offices will use their own Cost Center with LF20000SP.HT0000 LF.SP.AZA10000. Offices will use their own Cost Center with LF10000PP.HT0000 Hiring Casuals to Carry Out Emergency Stabilization (ES) Work Casuals may be hired to carry out emergency stabilization work, only during the incident and for a period of time directly after the incident. If there is a break in activities (i.e., the fire was contained in August and additional stabilization is needed in December) units may not utilize the pay plan authority as efforts should be made to contract or detail regular government employees to accomplish the work.
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Casuals may be hired during a transition period, not to exceed 90 calendar days, directly following a natural emergency to develop plans and manage an emergency stabilization effort only until regular employees can handle the situation or other employment methods can be initiated. Hiring for Prescribed Fire Projects Casuals may be hired to provide temporary support due to the unpredictable nature of prescribed fire activities. This does not include mechanical or chemical hazardous fuels reduction projects. The term of hire may not begin until 24 hours before planned ignition and must be completed 24 hours after the perimeter is secured. Work on prescribed fires is limited to 300 hours per calendar year per person, regardless of agency. It is the hiring unit’s responsibility to monitor prescribed fire hours. This authority may not be used to circumvent normal hiring and contracting procedures. Casuals should not be hired for prescribed fire projects conducted by other agencies. The benefiting agency is responsible for hiring casuals. Travel Casuals who travel will need to complete a GovTrip User Profile and FBMS Vendor Master Setup form. The assigned Federal Agency Travel Administrator (FATA) will use this form to create or update the casual’s individual GovTrip profile. Casuals claiming only incidental expenses, parking, and/or POV mileage, may use the Claim for Reimbursement for Official Business (SF 1164). Each claim on the SF 1164 cannot exceed $200. Hiring Process Hiring units are required to complete the necessary hiring forms when hiring a casual. The following forms are to be completed and maintained at the hiring unit in accordance with 5 U.S.C. 552a, the Privacy Act: 1. Single Resource Casual Hire Information Form (SRCHIF) 2. Incident Behavior Form 3. Form I-9 (most current) available at http://www.uscis.gov/i-9 The following forms are to be completed and the original forwarded to the DOI Casual Payment Center: 1. Form W-4, Employee’s Withholding Allowance Certificate 2. Form W-5, Earned Income Credit Advanced Payment Certificate 3. SF 1199A, Direct Deposit Sign-Up Form (optional) Blank casual hiring forms, including an example of the Form I-9, can be found at the following website: http://web.blm.gov/internal/fire/budget/Reference_docs/Incident%20Business/IncBus.h tm.
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Exception Positions If the need arises, an exception position may be established to meet a local need (for use within the local/geographic area). The pay plan provides classification guidelines for determining what level an exception position may be established. A brief description of duties must accompany the Emergency Firefighter Time Report, OF-288. The description of duties will be reviewed at the national level for determination of inclusion into future pay plans. The State Incident Business Lead must review and approve any exception positions established. Payment Procedures for Casuals Hired Under the AD Pay Plan The processing of emergency firefighter payroll for casuals hired by BLM will be done out of the DOI Casual Payment Center located at 1249 Vinnell Way, Suite 108, Boise, Idaho 83709. Payment procedures can be found at the following website: http://www.nifc.gov/CPC/index.htm Incident Business Reviews States are responsible for conducting casual reviews as part of the Incident Business review process. The intent of the review is to demonstrate offices are following the DOI standard and BLM policies and guidance in the application of the AD Pay Plan for Emergency Workers (casuals). The Business Review Check list can be found at: http://web.blm.gov/internal/fire/budget/Reference_docs/Incident%20Business/IncBus.htm.
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