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- Table of Contents - By Roles -

- Approver Role Guidance -

49. Overview

50. Bill Approval

- Operated Billing Guidance -

51. Determining the Rate for Crew Swaps & Extra Personnel

52. Crew Swaps

53. Approved Extra Personnel

54. Breakdowns - How to Enter into an FBS Bill

55. Entering R&R Time into a Bill in FBS

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Differences in Billing for Operated Vs. Unoperated Agreements

Operated Agreement Holders: Have the rates of their personnel cost built into the ICMA’s published rates, and typically bill only for the use of the equipment that was ordered. Only equipment details and rates will be entered into the Departments profile in FBS. In the instance that an FSO dispatches an individual as a Single Resource under an Operated agreement, they will need to enter the employee’s pay information into FBS to allow for billing of their time while on assignment.

Please note that the only instance where an Operated Fire Department will enter any employee pay information into FBS is if that individual can be ordered by an Incident as a single resource.

Personnel Costs involved with Crew Swaps, Approved Additional Personnel, and R&R time will be entered into a bill in FBS under the ‘Expenses’ section.

Unoperated Agreement Holders: Have separate rates that they use to bill for their personnel and equipment. Departments who bill under an Unoperated agreement will enter each of their employees pay information as well as Equipment details.

Note that Unoperated Fire Departments will bill for the Personnel Costs involved with Crew Swaps, Approved Additional Personnel, and R&R time under the ‘Personnel Time Entry’ section of bills in FBS.

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Cooperator Roles Overview

Idaho Cooperative Mobilization Agreement (ICMA) holders who are set up to bill through FBS will be given three Fire Service Organization (FSO) level roles to utilize during the billing process. Each role is set up with access to different aspects of the system and will be responsible for different duties in respect to the billing process. Below covers the general responsibilities for each FSO role.

Personnel/Equipment Setup Role is responsible for:

Adding or correcting information in the FSO profile including physical address, billing address, contact information, shift calendars, Collective Bargaining Agreements and which District/Area Office the FSO operates with.
Adding or editing Equipment and Employee information within the FSO profile.
The Chief’s digital signature on the ICMA within FBS.

Note: All information in the screenshots presented in this slideshow are for reference purposes only AND were obtained from the Testing Environment of FBS. No personal or confidential information is presented in any image.

Data Entry Role is responsible for:

Creating bills against incidents for reimbursement.
Uploading all required supporting documentation.
Submitting bills to Approver Role.

Approver Role is responsible for:

Reviewing all bills submitted by the Data Entry role for accuracy.
Reviewing all supporting documentation uploaded for a bill.
Rejecting a bill back to Data Entry for corrections if necessary.
Submitting bills to the District/Area office.

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All Users (Managing User Profile Information and Preferences)

All FBS Users have the ability to manage their User Profile information. To access your Profile information look to the top right side of your screen and click on the person icon or the title of the role you are currently in - this will pop up a navigation box. Select the bottom ‘Profile’ option

You will be navigated to a User Information page where you can manage:

First and last name
Contact Email and Phone number
Change your password
Set a preferred role upon login
Upload a signature

NOTE: Be sure to scroll to the bottom of the page to click ‘Save’ in order for the changes made to be applied to your profile.

On this page there is also a tab labeled Alerts clicking here will show all the alert type options available in FBS - selecting a checkbox next to the desired alerts will make them active for your Profile.

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Personnel/Equipment Setup Role (Overview)

The first role available to a Cooperator billing in FBS is the Personnel/Equipment Setup role. This role is utilized for:

Managing the Agreement between a FSO and Idaho Department of Lands
Keeping year-to-year records of the agreement
Managing of employee and equipment details and rates
This role is also utilized by the Chief to sign the agreement

Logging in as the Personnel/Equipment Setup role will bring you to a home page titled “Idaho Cooperative Mobilization Agreements” underneath this heading you will see listed an Agreement Number, and term start and end dates.

Clicking on the Agreement Number will open up a page with the specific details of the agreement within that term date. It is also helpful to note that there is the ability to print, view the IDL Public Site which hosts all of the states suppression agreements, and/or download the agreement from this page.

NOTE: there is a ‘Show Expired’ button at the top right side of the agreement table - clicking this will show you past/expired agreements, but this will default to only show current non-expired agreements.

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Personnel/Equipment Setup Role (Documents)

When you are logged in under any of the Cooperator level roles, you will have access to the ‘Documents’ tab, where the full current version of the ICMA is stored inside FBS. Clicking here will navigate you to a page titled the Form Library, click into the library to view all stored ICMA Documents.

Here you are able to view and download all of the payment terms, conditions, current rate sheet, as well as access to a fillable Crew Swap Form. The document table is filterable by each column.

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Personnel/Equipment Setup Role (Initiating New Annual Agreement)

Departments signing up on a new ICMA or for Departments who are returning to renew their agreement for the next fire season will need to complete the annual process of initiating a new agreement in FBS to ensure all rate increases or provision edits are captured in each annual agreement. When Departments are initiating a new agreement term, all the information entered from the previous year will be carried over to the new agreement, which you are able to update equipment and employee details if needed.

To do this login or switch to the Personnel/Equipment Setup role

Once you see the “Idaho Cooperative Mobilization Agreements” page click on +Create New Idaho Cooperative Mobilization Agreement button at the top right.
Enter the start of the Term: 05/01/of the current calendar year
Enter the end of the Term: 04/30/of the next calendar year

Example: 05/01/2026 - 04/30/2027

Click the Create button
The Agreement number is assigned at creation by an assigned number at the

Area’s level and doesn’t require and action from you.

Note: Once you’ve created an agreement within FBS, it cannot be deleted or deactivated. If you enter the wrong Term Dates by mistake, contact FireBusiness@idl.idaho.gov and a site administrator will help correct the mistake.

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Personnel/Equipment Setup Role (Managing Agreement Information)

There is a Document uploader at the bottom of this page, where any shift calendars, or Collective Bargaining Agreements (Labor Agreements) can be uploaded if applicable.

NOTE: Updating or adding equipment will result in both the Area/Association Warden and the FSO Fire Chief needing to re-sign the agreement before a billing document can be created.

After clicking on the Agreement number on the previous page or if you are initiating an new agreement for the next fire season, you will be navigated to the ‘Idaho Cooperative Mobilization Agreement’ page where you will see two tabs below the page heading, titled: ‘Agreement’ and ‘Resources’. When Departments are initiating a new agreement term, all the information entered from the previous year will be carried over to the new agreement term date, which you are able to update equipment and employee details in needed.

The ‘Agreement’ tab is where billing information for the FSO is entered. This information is displayed on the Invoices generated by the system for billing.

Physical address
Billing address
Contact information
What Area office the FSO works with/under.

This page is where the Agreement is digitally signed by both the FSO Fire Chief and the IDL Area/Association Warden.

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Personnel/Equipment Setup Role (Managing Agreement Information)

The Personnel/Equipment Setup Role is utilized for managing Fire Department information on a current ICMA, to make edits first make sure to login as or switch to the Personnel/Equipment Setup role, then navigate to the agreement page titled “Idaho Cooperative Mobilization Agreement” by clicking on the agreement number of the current term ICMA.

While viewing the “Idaho Cooperative Mobilization Agreement” page click on the Edit button that is marked with a symbol, this allows you to manage Fire Department information, this information includes:

Physical address,
business phone,
email contact,
Chief name
IDL District Warden information.

There is also a field labeled “Memo” at the bottom of the Fire Department Information box where FSOs can add a memo/note for added contact information or Department specific details pertaining to billing policy.

*Edit Button*

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Personnel/Equipment Setup Role (Signing the ICMA)

Once all the agreement information has been entered, including Personnel rates and details, Equipment rates and details, and mailing information, and the FSO is ready to sign their ICMA.

While logged into the Personnel/Equipment Setup role, navigate to the Agreement page once again, and scroll down below the State Area Office information box, here there will be a Digital Signature box.

Please note: all User’s with Personnel/Equipment Setup role will be able to see the ‘Sign’ button for the ICMA however only the Chief’s User Profile with Chief Signing Authority will be able to click the ‘Sign’ button on behalf of the Fire Department.

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Personnel/Equipment Setup Role (Signing the ICMA Continued)

When the Chief clicks ‘Sign’ a pop-up box containing the ICMA Intent Statement as well as the first initial terms of the ICMA appears. Only after scrolling to the bottom of those terms will the Chief be able to Sign the agreement - another pop-up box will appear reminding the Chief to ‘Submit’ the ICMA for review/approval from the local Area Unit.

Be sure to click ‘Submit’ otherwise the agreement will sit in a ‘In Progress’ status - unable to be signed by the Local Area Unit, and will be invalid until reviewed and signed by the Area.

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Personnel/Equipment Setup Role (Managing Equipment)

Clicking on the ‘Resources’ tab under the page heading, will show a data table with all the equipment that has been uploaded in FBS under the FSO’s profile.

The information table contains details about each piece of equipment including kind, type, rate and more. There is an edit and delete button for each piece of equipment on the very far right side of the table.
Clicking into the edit button of a piece of equipment will bring up all the specific information entered in FBS for that piece of equipment. There are asterisks ( * ) next to all the required information fields.
Click the New Resource button at the top right of the table to add a new piece of equipment to the agreement in FBS.

While viewing the ‘Resources’ tab, you will notice a “Time Period” label - followed by the fire season year.

This label refers to the equipment rates that have been loaded into FBS by IDL Fire Business. Cooperator level roles do not have access to edit or change this field. If for any reason this field is not showing the correct time period - contact the FireBusiness@idl.idaho.gov email and one of the Site Administrators will help work through the error.

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Personnel/Equipment Setup Role (Adding/Editing Equipment)

NOTE: Updating equipment rates/details will result in both the Area/Association Warden and the FSO Fire Chief having to re-sign the agreement before a billing document can be created.

When adding or editing a piece of equipment, there are multiple information fields available to be filled out. Required information fields are marked by an asterisk ( * ).

After selecting the equipment Kind and Type, the rate will populate on the right side of the screen. When you are done adding or editing a resource, scroll all the way to the bottom of the page to click on either the Save or Save and add another button.

After saving, you will be navigated back to the ‘Resources’ tab under the Agreement.

You can also use the Back to Fire Rate Agreement button under the page heading to navigate back to the resources information table.

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Personnel/Equipment Setup Role (Managing Employees)

In the page header, clicking on the tab labeled ‘Manage Employees’ will navigate you to an information table that lists employee information entered under the FSO profile. There is a filter feature at the top of the page, giving the ability to search by specific employee names, or you can simply scroll through through the list below.

The Personnel/Equipment Setup role is where FSO’s have the ability to add an employee to their agreement profile within FBS, as well as manage and edit existing employees information. If for instance they receive a pay raise.

Clicking on the Edit or Add Employee to Unit buttons will open the Employee information page, where you can add or adjust pay rate information.

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Personnel/Equipment Setup Role (Managing Employees)

Clicking on the Add Employee to Unit or Edit button will pull up a page with all necessary information to add an employee or edit an existing employee. There are asterisks ( * ) next to all the required information fields.

Note: See the next slide for the differences in Employee Type when choosing which option to select for an employee.

After the Employee Type is chosen (see next slide regarding ‘Employee Type’), the rate card will populate below the Employee Information with fields to enter employee pay information.

Available fields vary depending on which Employee Type is selected from the dropdown. Non-required fields can be left blank.

Make sure to scroll down to the bottom of the page and click Save.

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Personnel/Equipment Setup Role (Employee Type Overview)

Full/Part-Time Paid Employees (Career) – Selecting this allows for the Fire Department to enter their employee rates, including Regular, Overtime, and Holiday pay.

Volunteer/Seasonal @ department rate (ERE) – This option allows for the Fire Department to enter their employee rates including Regular and Overtime pay. IF a department utilized the AD rates to pay their Volunteer/Seasonal employees

Volunteer/Seasonal @ USFS AD Rate – This option allows Fire Departments to utilize the Forest Service AD pay plan rates. No rate information is entered when this option is chosen, instead when an employee with this type is added to a bill there is a drop down list with every qualification listed, select the qual. that the employee was ordered as, and the rate will automatically calculate in correlation with the qualification selected on the bill.

There are three options of Employee Type which dictate how that employee rate is managed on a bill - please read the options below and select the most appropriate option. After selecting which of the following three options for Employee Type, continue filling out the information table.

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(Employee Type Continued)

For Volunteer Fire Departments who utilize the USFS AD Rates but also allow their employees overtime, the Volunteer/Seasonal @ department rate (ERE) Employee Type option should be selected.

Once Volunteer/Seasonal @ department rate (ERE) is selected on the rate card below the Employee’s information scroll down to the Employee Rate Card.

Select ‘Other’ for the Rate type
In the ‘Description’ box enter the USFS AD-Position Code and rate Classification.

i.e. ENGB AD-F

Select the ‘Regular Only’ option in the box located below the ‘Description’ field.
In the ‘Regular’ rate box enter the USFS rate for the above mentioned Classification.

i.e. AD-F = $29.20

In the ‘Overtime’ rate box enter the calculated overtime rate.

For Employees who have multiple AD classifications/qualifications:

Click the New Rate button and a new rate card will populate below the first rate card.
Repeat the above steps for each USFS AD Qualification the employee has.
Make sure to click Save and Return to List when you are finished to save all the information entered on this page.

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Personnel/Equipment Setup Role (Employee Type & AD Rates)

If an employee from your department has multiple qualifications and/or can be deployed with different rates, there is the ability to add another rate card for that employee’s other position.

If Volunteer / Seasonal @ USFS AD Rate is selected, you will notice the rate card will be completely grayed out, this is because the AD pay rates have been already loaded into FBS allowing you to select the rate for the employees deployment once they have been added to a bill.

When Filling out a rate card be sure to:

Click ‘Other’ for the Rate Type and add a job title in the ‘Description’ box.
Double check the effective dates of the employee’s rate.
Make sure the ‘Active’ box is checked.
Select whether the employee is eligible for Backfill or not.

After selecting one of the three Employee Type options, the rate card will populate below the Employee Information. Be sure to look over every information field and fill it out accordingly.

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Personnel/Equipment Setup Role (Incidents)

You can filter through incidents by:

Active dates of the Incident

Incident name

Incident number

The county the incident occurred in

In the header of the page, there is a tab labeled ‘Incidents’ - clicking here will navigate you to a page with a filter feature to navigate all Incidents that are available in FBS.

While the Personnel/Equipment Setup role has access to view Incidents, there are no duties to complete related to validating incidents within FBS as the Personnel/Equipment Setup Role. You will be able to view the information provided in the Incident Detail page, but none of the fields will be editable while in this role.

Financial codes (if an incident is already validated, the IDL Project Code will be entered as a Financial Code as well as the Fire Code)

Jurisdictional Agency

Incident Status

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Personnel/Equipment Setup Role (Reports)

There is a tab available to this role in the page header is labeled ‘Reports’. Clicking on it will bring you to a page with three available reports, the Cooperator Personnel Report, Detailed Expenses Report, and the Personnel Expenses Report. None of these reports are required to use in any capacity, but can be very helpful tools for tracking costs. Clicking into any of these will bring you to a reporting filter page.

Cooperator Personnel Report: This reporting filter can create informational personnel reports from bills entered in FBS by:

Employee Name
Employee Type
Rate details
Once generated, you have the ability to download the report as a CSV file

Detailed Expenses Reports: This report can pull more detailed information from bills you have entered into FBS, including but not limited to:

Expense Type
Date Ranges for capturing multiple bills
Incident
Once generated, you have the ability to download the report as a CSV file

Personnel Expenses Reports: This report has the ability to search for bills with personnel expenses. You have the ability to search by:

Incident name
Incident Number
Bill dates
Reimbursement status (i.e. paid, unpaid)
Bill ID’s (Bill numbers)
Once generated, you have the ability to download the report as a CSV file

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Personnel/Equipment Setup Role (Cooperator Personnel Report)

Clicking on the Cooperator Personnel Report will bring you to a large filter reporting page. There are three categories, Employee, Employee Type, and Rate Details with drop down lists of different data points to create reports by.

This feature allows you to create a report for an employee by searching employee name, or create a report for all Seasonal employees, as well as creating reports based on the rates entered into FBS.

Note: While creating these reports under the Personnel/Equipment Setup role, all information fields related to cooperator or area will automatically populate with your Department name and the correlating Area Office/District office’s name

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Personnel/Equipment Setup Role (Cooperator Personnel Report)

When you scroll below the categories with drop down lists you will notice that each category has a section where you can check the box for which pieces of data you want to include on your report.

To generate your report, scroll below all of the check boxes of data columns you want to see on your report, and click on the Generate your report button to see the report populate in the data table below.

Also notice that there is a download as CSV button on the right. This button allows you to download these reports for tracking or other purposes.

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Personnel/Equipment Setup Role (Detailed Expenses Report)

Clicking on the Detailed Expenses Report will bring you to another large report building feature. This page operates almost identically to the previous report, including two drop down filter options, General and Document.

Below the filter options is the same check box system of selecting which pieces of data you want to show on the report you are creating.

When running reports as the Personnel/Equipment Setup role, you will notice that any Area or Fire Department Name (Unit Name) filter fields will automatically populate with your Department and Area.

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Personnel/Equipment Setup Role (Personnel Expenses Report)

Clicking into the Personnel Expenses Report will navigate you to the report page where you are able to search by:

Incident name or number
A bill date range
Bill numbers - you can search for multiple at a time by separating them each with a comma
Reimbursement status (i.e. paid, unpaid)

After running this report you can also download it as a CSV for future reference or record keeping purposes.

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Data Entry Role (Overview)

The Data Entry role is the role in which a FSO will be creating bills against incidents for reimbursement. This role is responsible for compiling and uploading all required supporting documentation and entering data accurately into a bill for reimbursement.

Switching to, or logging into the Data Entry role, will load the ‘Queue’ tab, which has an information table listing all the bills that have been created by the FSO. The information table includes bill details like the bill #, the name of the user who created the bill, the incident name and number, how long the assignment was for, what role level the bill is currently at, and the total bill amount.

The Queue page is helpful in managing and monitoring the progress of each bill created by the Fire Department. Only bills remaining at the Data Entry Role level will be editable.

Clicking on the Bill # will open that billing document for viewing or editing, depending on what approval level the bill is at. This is shown in the ‘Assigned to’ column on the table. If the bill is no longer at the Data Entry role level, it will still appear in the queue, but the progress bar will show what other role the bill is at.

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Data Entry Role (Incidents)

You can filter through Incidents by:

Active dates of the incident

Incident name

Incident number

The county where the Incident occured

Financial Codes (if an Incident is already validated in FBS, the IDL Project Code will be listed along with the Fire Code)

Jurisdictional Agency

Incident Status

The Incident search can be used by the Data Entry role to see whether an incident is available and validated in FBS by the District Office and is ready for bills to be submitted against that incident. There are no responsibilities for the Data Entry role for validating incidents within FBS.

In the header of the page, there is a tab labeled ‘Incidents’ - clicking here will bring up a filter feature to navigate all incidents that are available in FBS.

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Data Entry Role (Bill Search)

Clicking on the ‘Bill Search’ tab, will bring you to a ‘Search’ page where you can look for bills various ways. This is a great tool to use to track all bills for your specific FSO.

You can search for bills multiple ways:

By creation dates

By the Incident name

By the Bill Number

Which user initially created the bill

Which role the bill is currently at

Which role last approved the bill

There are no responsibilities that lie within the ‘Bill Search’ tab, it is intended to improve navigation of the site.

The ‘Bill Search’ function also helps to provide an overview of the active workload of bills created by your FSO, and where in the reimbursement process they are at.

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Data Entry Role (Reports)

Another tab in the page heading available to Data Entry roles is the ‘Reports’ tab. Clicking on it will bring you to a page with two available reports, the Cooperator Personnel Report, Detailed Expenses Report and the Personnel Expenses Report. None of these reports are required to use in any capacity, but are very helpful tools for tracking costs. Clicking into either of these will bring you to a reporting filter page.

Cooperator Personnel Report: This reporting filter can create informational personnel reports from bills entered in FBS by:

Employee Name
Employee Type
Rate details
Once generated, you have the ability to download the report as a CSV file

Detailed Expenses Reports: This report can pull more detailed information from bills you have entered into FBS, including but not limited to:

Expense Type
Date Ranges for capturing multiple bills
Incident
Once generated, you have the ability to download the report as a CSV file

Personnel Expenses Reports: This report has the ability to search for bills with personnel expenses. You have the ability to search by:

Incident name
Incident Number
Bill dates
Reimbursement status (i.e. paid, unpaid)
Bill ID’s (Bill numbers)
Once generated, you have the ability to download the report as a CSV file

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Data Entry Role (Cooperator Personnel Report)

Clicking on the Cooperator Personnel Report will bring you to a large filter reporting page. On this page there are three categories, Employee, Employee Type, and Rate Details with drop down lists of different data points to create reports by.

This feature allows you to create a report for an employee by searching employee name, or create a report for all Seasonal employees, as well as creating reports based on the rates entered into FBS.

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Data Entry Role (Cooperator Personnel Report)

When you scroll below the categories with drop down lists you will notice that each category has a section where you can check the box for which pieces of data you want to include on your report.

To generate your report, scroll below all of the check boxes of data columns you want to see on your report, and click on the Generate your report button to see the report populate in the data table below.

Also notice that there is a download as CSV button on the right. This button allows you to download these reports for tracking or other purposes.

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Data Entry Role (Detailed Expenses Report)

Clicking on the Detailed Expenses Report will bring you to a large report building feature.

This page operates almost identically to the previous report, including two drop down filter options, General and Document to help filter which bills/bill types you want your report to show.

Below the filter options is the same check box system of selecting which pieces of data you want to show on the report you are creating.

When running reports as the Data Entry role, you will notice that any Area or Fire Department Name (Unit Name) filter fields will automatically populate with your Department and Area.

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Data Entry Role (Personnel Expenses Report)

Clicking into the Personnel Expenses Report will navigate you to the report page where you are able to search by:

Incident name or number
A bill date range
Bill numbers - you can search for multiple at a time by separating them each with a comma
Reimbursement status (i.e. paid, unpaid)

After running this report you can also download it as a CSV for future reference or record keeping purposes.

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Data Entry Role (Creating a Bill)

Creating bills against incidents and submitting to the Area/District Office is the main responsibility to the Data Entry role. In the header of the page, there is a tab labeled ‘New Billing Document’, clicking on this will navigate to the first page/step in creating a bill titled Incident Information.

On this first page of creating a bill the Data Entry role user must enter and select the Incident Information:

Incident name
Incident number
The begin and end dates of the deployment being billed for

There are two other fields that can be filled out on this page but are not required:

Deployment – Use this to document multiple assignments to the same incident by the same piece of equipment or personnel.
A ‘Notes’ box is available for any helpful additional information that can be provided to clarify any specific events that may have occurred.

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Data Entry Role (Adding Equipment to a Bill)

At this point in creating a bill, both equipment and personnel time can be added to the bill.

Once on the ‘Personnel/Equipment’ tab of the bill, the Add Equipment button will be at the top right side of the page, under the Bill Heading, clicking this will:

Open a pop-up list of all the equipment that has been added to the Cooperators profile.

Clicking Select will add that piece of equipment to the bill, listing Equipment Details and rate.

Below the Equipment Details, a date table will be created/added for the duration of the assignment with fields to enter time worked.

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Data Entry Role (Entering Equipment Time in a Bill)

Once a piece of equipment is selected and added to a bill, scroll below the Equipment Details, and navigate to the date table created for entering Shift Ticket Hours. There are fields available for entering Equipment time worked during the assignment.

Next to the Shift Ticket Hours, there is a required field marked by a asterisk for the Request # from the Resource Order to be entered.

Below the Equipment Shift Ticket hours time table, there is a document uploader for all shift tickets and other required supporting documentation.

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Data Entry Role (Entering Personnel Time in a Bill)

To add Personnel Time for Unoperated and Single Resource to a bill, scroll below the Equipment section of the bill.

Click on the Add Personnel button on the right side of the page a pop-up box with a drop-down tool will appear with a list of all the employees added to the FSO’s profile.

Select the name of the employee, and click the Add button to add that employee to the bill.

After adding a employee to the bill a date table will be created for the duration of the deployment providing fields to enter time worked on the Incident.

Underneath employees name, there is a required field titled Request # this is where the Resource Order number is entered.

The Save button below the personnel hours must be clicked or else all information previously entered,will be cleared and not be added to the bill.

NOTE: At the bottom of every page when creating a bill from the Data Entry Role, there is a document uploader, made very easy with the drag and drop upload function. Uploading under these sections automatically renames your files - waiting to upload documents until the end in Overview will not rename any of your backup documents.

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Data Entry Role (Entering Backfill into a Bill)

Departments who charge Backfill time will be able to enter the name and hours of the employee who filled in at the home unit, onto a bill.

To enter Backfill in a bill:

Select the checkbox under the ‘Backfill’ column of the time table.
The fields for entering the deployed employees time for the day selected, will be grayed out and uneditable.
A duplicated line will be added, with a ‘Select Employee’ drop down.

This drop down list includes all the personnel that has been entered into the FSOs profile.

Select the name of the employee who backfilled at the home unit.
Enter the time of the employee serving backfill.

Note: if the Backfill checkbox is mistakenly clicked for the wrong day, there is a delete button on the far right side of the information table. Clicking on the trash icon will delete the duplicated line for Backfill.

Per the terms of the ICMA all Personnel Time, both deployed personnel time and Backfill personnel time, must be entered on the calendar day the hours were worked on. Meaning for Departments who operate on an 0800-0800 shift schedule (or similar) must break the hours worked out over the actual calendar days they were worked on.

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Entering R&R Time into a Bill in FBS - Unoperated

Personnel from both Operated and Unoperated Agreement holders are eligible to be reimbursed for Rest and Recuperation (R&R) if they meet the criteria outlined in Section 7 – Time Keeping, Item E. – Rest and Recuperation, of the ICMA. Before entering R&R into a bill make sure the employee is eligible based on the criteria provided in the terms of the ICMA.

In the ‘Notes’ box, provide the dates that the employee will be reimbursed for R&R, and any other information regarding R&R time or the assignment.

In the data table provided for entering Personnel Time, click the check-box in the column titled ‘R&R’ on the days the employee is receiving their R&R time.

In the ‘Regular Hours’ column for the dates of R&R being reimbursed, enter the number reimbursable hours.

Upload all documentation required for reimbursement in the document uploaded provided at the bottom of the Personnel Time Entry portion of the bill.

Unoperated Agreement holders entering R&R time, will complete the following process in the ‘Personnel Time Entry’ section of the bill:

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Data Entry Role (Copy Personnel Time)

When adding multiple employees to a bill, and they have worked the same hours on the incident, at the top right of the Personnel Time Entry section of the bill, there is a Copy Personnel button. Clicking on this will allow you to choose another employee to duplicate the hours for, of the employee who is already entered. This feature allows for less data entry errors to occur, and makes for quicker data entry of longer more complex deployment bills.

Note: there is also a Personnel Time Summary button beneath the Copy Personnel button. This is a summary report of the personnel data that has been entered into the bill currently being edited. This can be a great tool when Auditing bills during the approval process.

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Data Entry Role (Adding Expenses to a Bill)

After entering the equipment and personnel time into the bill, clicking Next at the bottom of the page will save all the information entered and bring you to the ‘Expenses’ tab in the bill, which is where all other reimbursable expenses incurred while on assignment are entered into a bill.

When adding expenses to a bill, you will first need to select either Add Employee Expenses or Add Non-Employee Expenses. Both buttons are located in the top right portion of the page in the expenses section of the bill.

Employee Expenses include costs like: Per Diem, POV mileage, Lodging, Rental Vehicle, Airline Tickets, Ect. There is also a ‘Misc’ tab with description and notes fields for any special reimbursements.

Non-Employee Expenses include Equipment Fuel, and a Misc. tab for items like DEF, oil, and approved incident replacements.

The ‘Misc’ is used by Operated agreement holders to add in the personnel time costs for crew swaps, and/or approved additional personnel. See slides #41-45 for instruction regarding entering these costs.

Note: At the bottom of each expense tab, there is a document uploader for all required backup documentation. To make uploading receipts easy, FBS supports Drag and Drop file upload.

Note: There is also a link to the GSA website which is helpful for finding Per Diem rates for all regions throughout the nation.

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Data Entry Role (Employee Expenses)

When adding Employee Expenses, you will click on the Add Employee Expenses button, and a drop down list of the Employees that have already been added to the bill will open, select the employee you want, and click Add to add that employee to the expenses tab. The system will populate a new tab under expenses with the name of the employee you’ve added to the expenses section.

There are four different tabs under Employee Expenses including:

Meals & Incidentals
POV
Other - this includes Lodging, Rental Vehicle costs, airline tickets, and others
Misc - this can be utilized for damage claims or items that don’t fall within a labeled column

There is a Duplicate Employee button on the right side of the screen, this will allow you to copy expenses that are the same for multiple employees in a bill. There are times when per diem costs will be identical for personnel, this feature makes data entry for these types of bills faster, easier, and helps to lower data entry mistakes.

Note: The lodging total cost should match the cost shown on the provided receipt, allowing multiple days to be ‘lumped together’ if the receipt matches. This feature helps to eliminate the possibility of data entry errors, and helps save time while entering a bill in FBS, as well as improves the time it takes to audit lengthy bills.

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Data Entry Role (Per Diem Federal Breakdowns)

When adding Employee Per Diem, you will click on the Add Employee Expenses button, after selecting the employee, the Meals & Incidentals data table will be the first tab added for Employee Expenses.

The Per Diem data table has been modulated to support the ICMAs function of allowing FSOs to bill per diem based on the Federal breakdown, or the IDL breakdown. If a Department chooses to bill their Per Diem based on the Federal breakout, the data table that is created on the bill with configure to calculate Per Diem daily totals based on the Federal Breakdown.

Select ‘FED’ under the Meals & Incidentals tab of the employee expenses
Select the GSA rate for the location of the Incident being billed from the ‘Per Diem’ dropdown column
If a meal is selected, the incidentals checkbox will automatically be applied to the total column
If all meals were claimed - simply checking the ‘Full Day’ checkbox will apply the full daily rate

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Data Entry Role (Per Diem IDL Breakdowns)

When adding Employee Per Diem, you will click on the Add Employee Expenses button, after selecting the employee, the Meals & Incidentals data table will be the first tab added for Employee Expenses.

The Per Diem data table has been modulated to support the ICMAs function of allowing FSOs to bill per diem based on the Federal breakdown, or the IDL breakdown. If a Department chooses to bill their Per Diem based on the IDL breakout, the data table that is created on the bill with configure to calculate Per Diem daily totals based on the IDL policy.

Select ‘IDL’ under the Meals & Incidentals tab of the expenses
Select the GSA rate for the location of the Incident being billed from the ‘Per Diem’ dropdown column
Select the meals that are being claimed - since the IDL Per Diem percentage is meant to include the cost of the Incidentals the incidentals column will be grayed out.
Selecting the Full Day checkbox will apply the full daily rate to the total column

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Data Entry Role (Non-Employee Expenses)

Adding Non-Employee Expenses – Clicking on the Add Non-Employee Expense button will create a new tab in the expenses section of the bill next to the Employee Expense tab. Within the Non-Employee Expenses there is a section for Equipment Fuel, and a Misc. section for DEF, oil, and incident approved replacements.

If there are multiple fuel receipts for one day, clicking on the ‘duplicate row’ button in the bottom right of the Date cell in the data table, will create another line item with the same date to enter another total.

Use the Misc. tab for any other Non-Employee Expenses that aren’t fuel.

NOTE: For Operated agreement holders, please refer to slide #s 41 - 45 for further guidance of utilization of the Misc expense tab, for Crew Swaps, Additional Personnel, R&R Time, and Breakdowns.

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Data Entry Role (Expenses Continued)

Finally in the Expenses section of the bill, there is a ‘Total Expenses’ tab which lists each date, and the expenses that were charged on that day line by line. This makes auditing information easier since it is all in one place.

Underneath the Total Expense Summary, there is a button that reads ‘Total Expense Summary PDF’ clicking on this will download a .pdf file that organizes the expense costs for auditing or tracking purposes.

Note: You will have to scroll below all the expense on the bill to find the ‘Next’ button located at the bottom of the page. Clicking on this saves all the information that has been entered into the bill, and will take you to the last page of the bill.

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How to Enter Breakdowns in a Bill in FBS

Costs associated with the event of a Breakdown while on fire, will be entered in an FBS bill as a ‘Non-Employee Expenses’ under the ‘Misc.’ tab, for both Operated and Unoperated agreement holders.

Costs incurred by a breakdown, while deployed on an incident, should be entered into the bill on the day the breakdown occurred, this should be verified by the Shift Ticket or other supporting documentation provided for the breakdown.

In the instance of a breakdown, the Incident must approve the repair costs, and in some cases may only approve reimbursement upto a certain amount. Once approved by the incident, an S-# must be requested for the repair parts/cost and a Resource Order must be issued.

In the ‘Description’ field, enter the cause of the breakdown

In the ‘Notes’ field enter who approved the repair costs and their title, along with any additional information in reference to the breakdown.

In the ‘Request #’ field enter the RO number that was issued for approval for the repair costs.

Finally in the ‘Total’ field, enter the total $-amount that was approved for repair costs, and is supported by either the RO or a receipt.

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Data Entry Role (Overview and Approval of a Bill)

The last step of entering a bill in the Data Entry role happens in the Overview section of the bill.

The ‘Summary’ tab is where you add the Admin Cost if applicable.
Double check that all required backup documentation listed under the ‘Supporting Docs’ tab, have been uploaded.
The ‘Approval’ tab is where you submit the bill to the Approver role, for auditing and approval.
You’ll notice a ‘History’ Tab, this is where you can view the bills creation, approval/rejection, and audit history with notes. This can be extremely helpful to reference if a bill has been rejected more than one time.

Note: You will see there is a ‘Packet’ button with a download function. This will download ALL backup documentation that has been uploaded to the bill into a zipped file on your computer.

There is also a ‘Bill’ button below the ‘Packet’ which will download and give the option to print the bill invoice. Both of these tools are great to use while auditing bill information.

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Approver Role (Reviewing Data Entry of Bill Before Approval)

Logging in as the Approver - you will see the header includes tabs titled ‘Queue’, ‘Bill Search’ and ‘Reports’. Details on utilizing the Bill Search and Reports functions are listed in slide #’s 22-25, and #28.

Scrolling below the Queue table, will show a drop down list of the ICMA’s that have been loaded into the system, each different ICMA simply represents a new term of the agreements effective dates from when amendments were made to the next effective date.

Clicking into the ‘Edit’ button or into the Bill # will open the bill for review. When in the Approver role, you are unable to edit any information, however all backup documentation can be accessed for auditing the information entered by Data Entry role before submitting the bill up to the Area Manager role for review.

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Approver Role (Bill Approval)

Once the whole bill has been audited and the Approver reaches the Overview section of a bill, in the ‘Approval’ tab there is the option to either click the Approve or Reject button.

If the bill is ready to be submitted to the Area Manager role, simply clicking Approve will add a time stamp and digital signature. This will also show in the History section of the ‘Overview’ tab. Once a bill is approved, it will no longer show in the Queue.

If the bill needs to be rejected back to Data Entry role for corrections, it is required to add a comment in the box provided before clicking on Reject. This will also add a time stamp and digital signature of the user who rejected the bill, this is shown in the ‘History’ tab under the ‘Overview’ portion of the bill.

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Operated - Determining the Rate for Crew Swaps & Extra Personnel

To determine rates for additional personnel staffing equipment, OR an approved crew swap, refer to the Fire Apparatus/Equipment Rates (Reference 7 of the ICMA Reference Documents) listed in the terms of most up-to-date copy of the ICMA.

Under the ‘Additional Requirements’ heading, the second bullet outlines the $32/hr rate that Operated agreement holders will use to bill in the events of approved Crew Swaps, Additional Staffing, or during the time of a Vehicle Repair.

Minimum staffing requirements are based on the NWGC guidelines. An incident may approve additional personnel to staff a piece of equipment, or a Crew Swap in order to retain the resource that was initially ordered, these instances must be documented and approved on a Resource Order.

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Operated - Crew Swaps

Fire Departments with Operated Agreements do not enter employee pay information into FBS, except for Single Resource individuals. Travel time for personnel associated with a Crew Swap will be entered into bills in FBS as an ‘expense’ at the $32/hr rate. All Crew Swaps, including the vehicle/piece of equipment used, MUST be approved by the incident in writing. This section will address how Crew Swaps are entered into bills for the Operated cooperators in FBS.

Note: Shift Tickets or Crew Time reports MUST be submitted for all crew swap time to be reimbursed.

While signed in as the Data Entry role in FBS:

Navigate to the ‘Expenses’ tab of the bill, and click the Add Non Employee Expense button.
In the ‘Non-Employee Expense’ tab that was created, click into the ‘Misc.’ section.
Provide the following notes in the Description box for each employee associated with the Crew Swap:

Crew Swap - Name of the employee

In the Notes box, provide the following information:

Total number of hours worked by that employee x the $ rate.

Example: 16 hours x $32/hr

In the ‘Total’ field for each line item, enter the total from the calculation in the previous step.

Note: There is a Duplicate Row button within the Date column of the data table, clicking on this allows you to have multiple data lines for one day, this way you can enter each employee’s time individually.

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Operated - Approved Extra Personnel

FSOs with Operated agreements may have expenses associated with personnel approved to increase staffing levels of equipment. To determine the rate for an approved additional person staffing a piece of equipment, refer to slide Determining the Rate for Crew Swaps & Extra Personnel.

Costs associated with approved additional personnel will be entered in the “expenses” section of a bill, in the ‘Non-Employee Expense’ tab, under ‘Misc’. Time will be entered as a daily expense for each additional person assigned to the equipment.

In the ‘Description’ field, enter the name of the approved additional employee.
In the ‘Notes’ field, enter the total number of hours worked and the hourly rate.
In the ‘Request #’ field, enter the RO number for the approved additional crew member. Note, although not required, the RO should have each person rostered to the equipment. When rostered on the RO, each person should have an O# followed by a “.” (dot) and an identifying number. Example: O-7.2

In the ‘Total’ field enter the sum of the hourly rate x the number of hours worked each day.

Repeat this process for each day additional personnel have documented time for.
Repeat this process for each additional person assigned to the equipment.

Make sure to upload all supporting documentation for the approved additional personnel. There is a document uploader located at the bottom of the page.

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Breakdowns - How to Enter into an FBS Bill

In the instance of a breakdown, the Incident must approve the repair costs, and in some cases may only approve reimbursement upto a certain amount. Once approved by the incident, an S# must be requested for the repair parts/cost and a Resource Order must be issued.

In the ‘Description’ field, enter the cause of the breakdown

In the ‘Notes’ field enter who approved the repair costs and their title, along with any additional information in reference to the breakdown.

In the ‘Request #’ field enter the RO number that was issued for approval for the repair costs.

Finally in the ‘Total’ field, enter the total $amount that was approved for repair costs, and is supported by either the RO or a receipt.

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Entering R&R Time into a Bill in FBS - Operated

Personnel from both Operated and Unoperated Agreement holders are eligible to be reimbursed for Rest and Recuperation (R&R) if they meet the criteria outlined in Section 7, Time Keeping, Item E. - Rest and Recuperation, of the ICMA. Before entering R&R into a bill make sure the employee is eligible based on the criteria provided in the terms of the ICMA.

Operated Agreement holders entering R&R time will complete the following process in the ‘Expenses’ tab of the bill for any personnel who are eligible to receive reimbursement for R&R.

Select the ‘Add Non-Employee Expense’ button.

Under the Misc section, in the ‘Description’ box, note the name of the employee who is receiving R&R time.

In the ‘Notes’ box, add the employees pay rate information and how many hours are being billed.

In the ‘Request #’ field, enter the RO number the employee was assigned.

In the ‘Total’ column enter the total dollar amount of the pay rate times the number of hours.