Bernalillo County Fire Department Staffing Management Program PDF

**PURPOSE** The purpose of this policy is to assist the Staffing Chief, Division Chiefs, and designated personnel with the daily staffing of Operational and Support Divisions of the Fire Department. Within this policy it explains the detailed procedures on requesting, granting, or denying of leave,...

**PURPOSE** The purpose of this policy is to assist the Staffing Chief, Division Chiefs, and designated personnel with the daily staffing of Operational and Support Divisions of the Fire Department. Within this policy it explains the detailed procedures on requesting, granting, or denying of leave, time off, and filling vacancies, among many other things. **POLICY** It is the policy of the Bernalillo County Fire Department to have a comprehensive staffing policy to make daily staffing easier and fill any gaps or questions that members have regarding staffing, leave, and a large variety of other staffing related issues. All members shall follow these rules in order to ensure the proper staffing of units and stations which will reflect the response to serve the citizens of Bernalillo County. As per state statue and the Bernalillo County Fire Department/IAFF Local 244 Collective Bargaining Agreement, Article 3, Management has the right to make changes to this policy as needed to efficiently and effectively operate the fire department. **PROCEDURE** - **Staffing Chief** -- Deputy Chief of Administration - **Staffing Designee** -- the person who has been designated by the Deputy Chief of Administration to assist with the managing of staffing, Telestaff, and related duties. - **Staffing Battalion Commander** -- The Battalion Commander assigned to the East Mountains unless that Commander is an upgraded Captain. In that event, the North Valley Commander will handle the daily duties. - **Commanders** -- the two Commanders on duty who are not the Staffing Battalion Commander may adjust the on shift roster for their region for movement within the region and handle on duty injuries and illnesses. If there is a need to move personnel from another region, they must talk to the Commander of that region first before moving anyone. I. A. The Fire Chief or designee reserves the right to assign members as needed to ensure the continuity of operations of the Fire Department. II. **FIELD STAFFING** - Optimal staffing will only take place when funding allows all positions to be filled and the allotted number of positions off to the number of float positions are equal or in excess. - Additional time will not be used to meet optimal staffing; III. **WORKING HOURS** A. Work Periods 1. Field personnel will work 2 consecutive 24 hour shifts with 4 consecutive 24 hour days of regular scheduled time off. a. From this point forward in the document this will be referred to as 48 hours on and 96 hours off or 48/96. b. No more than 75 consecutive hours will be worked without approval from the Staffing Commander for up to but no more than 96 consecutive hours. c. If any Commander recognizes that they have personnel that are working greater than 75 hours in a row they shall notify the Staffing Commander immediately to resolve the issue. d. If an individual is assigned additional time, force hire over time or are working trades that will cause them to work greater than 75 hours in a row, they shall notify the Staffing Commander. Failure to do so may result in disciplinary action. 2. Special Assignments, Support Divisions, and Administrative Staff will work a set 40-hour work week on either: e. f. - 3. Change of scheduled work periods, outside the 48/96 and 40hr work week, is a negotiated privilege. This is to be only negotiated between management and personnel designated by the Union General President. B. Minimum Rest Period 1. In order for an employee to sign up and accept overtime, a minimum rest period must be taken if an employee has worked at least 72 hours. a. Personnel must have a 24-hour rest period, in a non-working status to be qualified to sign up for, and work an overtime shift of 24 hours or less not inclusive of Hold over or Forced Hold overtime. C. Field Personnel 1. Members assigned to the field will be required to report for duty at 09:00 am. a. When reporting for duty, members must be in proper uniform with appropriate PPE on apparatus. b. If relief is not present at change of shift, personnel are required to remain until relief arrives. 1. Upon agreement of both parties, a member of your equal rank/position can be utilized in your place. 2. If there is another person that is qualified in your position, at your station, (per the CBA Article 21 § 21.7.2), you may utilize that person upon mutual agreement. 2. If the crew is out of quarters at the change of shift, it shall be the duty of the officer of the oncoming crew to: a. Verify staffing, b. Determine the nature of the call the crew is on c. Consult with the Battalion Commander to ascertain if the oncoming crew should go relieve the crew from the call. 3. If the crew is needed at the fire or event, the members present shall not wait for any tardy member, but shall leave immediately and report to the Commanding Officer on scene or at the event. a. The outgoing crew will be placed on "Hold Over" until dismissed at quarters (see Appendix A: Holdover Directions). b. Department vehicles will be used to transport crews if available and practical. 4. Members on the oncoming Battalion that are in quarters and properly uniformed, when an alarm is received may respond in place of the person they are relieving on the outgoing Battalion, if mutually agreed. a. No additional time or loss of pay is to result from this mutual agreement. 5. Members traveling from one station to another as a result of "Additional Time", "Shift/Hours Exchange" or "Force Hire" will not be counted as tardy. a. Once relieved, members will report directly from one station to another. 6. Members assigned to the field, which are unable to report for work on time (other than station to station transfers): a. Shall call the station and speak with the person they will be relieving to notify them that they will be late and secure arrangements for that person to hold over until they arrive. 1. If the person is not voluntarily willing to make outside arrangements. Then the person at the station will be subject to § III(C)6.(d.) of this document and will transfer the phone call to the company officer. 2. If the person is voluntarily willing to make the outside arrangements, those arrangements will be between the two personnel to work out. 3. Arrangements of thirty minutes or less do not have to be reflected in Telestaff. Greater than thirty minutes must be entered in Telestaff as a TW/TNW. b. Company Officer will address the issue of the person coming to work late. c. If unable to contact the person you are relieving, contact the company officer. If you are unable to contact company officer or the person, the member shall contact the Battalion Commander. d. Members failing to report for duty at the proper time, or without notification, will be dealt with by the company officer. 2. If the member is late greater than 30 minutes the Battalion Commander shall be notified and shall address the issue. 3. Additional offenses will be dealt with accordingly. e. As per IAFF Collective Bargaining Agreement Article 19.5; "Unauthorized Leave Without Pay (ULWP): Employees who fail to appear for work without authorized leave shall be considered to be on Unauthorized Leave Without Pay and may be subject to disciplinary action up to and including dismissal. Employees shall not be paid for any periods of unauthorized leave and shall not accrue sick or annual leave during periods of unauthorized leave. Unauthorized Leave for two or more consecutive work shifts shall be considered as abandonment of the position and voluntary resignation with the County." 7. A Hold Over Report submitted due to someone being late to work for reasons other than transitioning from another station due to additional time or shift trade will result in the person that was late being docked the amount of time that the hold over is submitted for. a. This time will be recorded as ULWP D. Special Assignment Personnel 1. Special Assignments are as specified but may be changed at any time at the discretion of the Fire Chief. Currently the special assignments are designated as follows. - EMS Division - Fire Marshal Office - Logistics Division - Wildland Coordinator - Training Division - Support Services - Peer Support Coordinator - Fitness Coordinator - Chaplain - Tech Services 2. Members who have requested, or are placed on, special assignment in an Operational or Administrative Support Division will be assigned to work a 40-hour work week. The days and hours are to be determined by the Chief of the Division they are assigned to and will be determined so as to fit the needs of the Division. 3. Special Assignment Personnel may be subject to stand-by and call back. 4. Personnel who opt to work on County observed holidays, and not use their leave, may have their schedules adjusted to begin at 09:00 am and be placed out in the field to cover as a last resort to avoid to shutting down a unit. a. This will be assigned 24 hours in advance of the start of the shift that date. b. Personnel who fulfill such obligation, cannot be force hired beyond their regularly scheduled hours. 5. Members who are unable to report for work on time for any reason, will notify their Division Chief, if there is one, to indicate the reason for their delay. If they are unable to contact their Division Chief, or if they don't have a Division Chief, the Staffing Chief shall be contacted. 6. Members who excessively call in "delayed" may be subject to disciplinary action. 7. Members failing to report for duty at the proper time without notification will be logged and may be subject to disciplinary action. 8. As per IAFF Collective Bargaining Agreement Article 19.5; "Unauthorized Leave Without Pay (ULWP): Employees who fail to appear for work without authorized leave shall be considered to be on Unauthorized Leave Without Pay and may be subject to disciplinary action up to and including dismissal. Employees shall not be paid for any periods of unauthorized leave and shall not accrue sick or annual leave during periods of unauthorized leave. Unauthorized Leave for two or more consecutive work shifts shall be considered as abandonment of the position and voluntary resignation with the County." 8. A Hold Over Report submitted due to someone being late to work for reasons other than transitioning from another station due to additional time or shift trade will result in the person that was late being docked the amount of time that the hold over is submitted for. a. This time will be recorded as ULWP IV. A. B. 1. Flex Time Worked must be balanced with used (Flex Time Not Working) within the same pay period it occurred. 2. Flex Time Worked may not be banked or used after the time described above. V. VI. A. Annual Leave Requests shall be made through the Departments Scheduling System in the following segments. 1. Leave request segments are: - Annual Leave 10 (AL10) which is 10 hours of leave from 09:00 to 19:00 - Annual Leave 14 (AL14) which is 14 hours of leave from 19:00 to 09:00 - Annual Leave 24 (AL24) which is a full 24 hours of leave from 09:00 to 09:00 2. Leave request for special assignment personnel may be at flexible increments and will be approved or denied by their Division Chief or the Deputy Chief of Administration. B. Annual Leave, Personal Leave, and Accrued Holidays shall be utilized as per Article 19 of the Collective Bargaining Agreement and County Rules & Regulations. 1. Accrued holidays and personal holidays a. An accrued holiday or personal holiday is designated as one regular shift. For field personnel this is one 24-hour period, for Special Assignment personnel this is one normal work day. b. Accrued holidays and personal holidays may only be taken in their full increment; they may not be broken down to use over multiple days. C. Requests for leave must comply with the IAFF Local 244 CBA Article 19.1. D. Any person that wishes to cancel their leave at the last minute must have their leave removed from the system before the daily roster is automatically filled. 1. Telestaff automatically fills upcoming vacancies 48 to 72 hours prior to the beginning of the shift. If leave isn't canceled 72 hours prior to the beginning of the shift, may only be cancelled if it will alleviate a force hire. VII. A. Per the Collective Bargaining Agreement, Article 21 section 21.4.1, for time periods of three hours or less, for example when coverage is needed for early relief or late arrivals, assignment of additional time will be at management's discretion with the option to bypass the additional time list. B. Beginning/end of shift 1. For vacancies of three hours or less, the individual still has a responsibility and duty to act because they have not been appropriately relieved from their shift. Personnel will be force hired and must remain at their station until they are relieved. Personnel will not be moved on the force hire list unless their shift exceeds the 3 hours' limit. C. Units will be shut down when: 1. Any seated position on an apparatus defined in section II FIELD STAFFING as "Regular Staffing" is not assigned to the apparatus. 2. The officer position cannot be filled by any means; the fire apparatus will be shut down. a. The Engineer and firefighter will remain in the station and will respond the Brush truck or Tender if needed, otherwise they are out of service for the duration the officer is gone. 3. If the Engineer position cannot be filled by any means, then the truck will be out of service and the tender or brush may be responded as appropriate. Otherwise they are out of service for the duration the engineer is gone. VIII. A. The daily roster will automatically filled at (10:00 am and then again at 20:00) according to the following chart: - Auto fill plan - A1 fill for B1 & B2 - A2 fill for B2 & C1 - B1 fill for C1 & C2 - B2 fill for C2 & A1 - C1 fill for A1 & A2 - C2 fill for A2 & B1 B. The roster will be adjusted as needed by the Staffing Battalion Commander, the Staffing Designee, or the Staffing Chief. 1. Notification of day-to-day staffing assignment changes will be sent out via the department scheduling system. 2. Members will be contacted via the telephone number(s) listed in the scheduling system. 3. Members shall ensure that they have current and updated numbers listed. 4. Notification may also be made via phone call or text from a Battalion Commander, Staffing Chief or the staffing designee. C. Any shifts that were not filled through the auto fill procedure as described in section A, should be filled by the Staffing Battalion Commander by 19:00. D. These basic rules will be followed with regard to field personnel 1. There will always be a Captain, Lieutenant, or someone upgraded to those ranks assigned to each station. 2. There will be a Paramedic assigned to the Rescue at each station, each shift. 3. There will be an Engineer, or someone upgraded as engineer, assigned to each station on its first out Engine or Aerial Apparatus. 4. Once the "ghosting" period of a minimum of four 14-day cycles has been completed, probationary members will be used to fulfill minimum staffing. a. At the discretion of the Chief, probationary members may be assigned so that they are not counted as minimum staffing. 5. Probationary members may be assigned to a position which requires them to drive Fire Department vehicles. b. Rescues, Brush trucks, and Tenders may be driven at the discretion of the company officer. 6. Company officers will contact their Battalion Commander with any changes to unit assignments so that they may be entered into Telestaff. 7. If there are unassigned personnel, and no vacancies exist, those unassigned personnel will be assigned as follows: c. d. 4. Engine 46 Firefighter spot \#2. (NFPA 1710 Tactical Hazards) 5. Engine 46 Firefighter spot \#3. (NFPA 1710 Tactical Hazards) 6. Additional personnel will be placed as appropriate based on the needs of the Department. E. F. 2. Captain G. 1. 1. 2. 3. 4. 2. a. b. c. d. e. f. 3. a. b. c. d. g. e. 4. a. b. c. d. e. f. 5. a. b. c. d. e. 6. a. b. c. IX. **CHANGES IN ASSIGNMENT:** A. If any float, or member on Additional Time, Force Hire or Shift/Hours Exchange wishes to change or trade station assignments, they must contact the Staffing Battalion Commander for approval as well as to have the changes applied in the scheduling system. B. Changes will only be approved by consent of both/all members affected. C. The Staffing Battalion Commander will consider if such change causes Additional Time, Force Hire or unnecessary Hold Over when approving such requests. If it does, it will not be granted. D. Management may change the assignment of floats as well as members on Additional Time, Force Hire or Shift/Hour Exchange to avoid unnecessary Hold Over. E. Every effort will be made to inform members of any changes in assignment in advance and with sufficient notice to report to their assigned station on time. F. Members who wish to permanently transfer station assignments will follow Article 14.2 of the Collective Bargaining Agreement. G. Management reserves the right to assign members as needed in accordance with Article 14.1 of the CBA. X. A. Personnel who are promoted or transferred to new positions forfeit their leave that has been entered into the department scheduling system and will be subject to leave availability at the position or rank they have been promoted or transferred to. 1. Accommodations may be made for leave that was scheduled within the first two weeks after the promotion if airline tickets have been purchased or other financial obligations exist. These will be looked at on a case by case circumstance. c. Not all leave will be authorized, the candidate will have to attempt to get shift trades whenever possible to assist in covering the time requested. 2. After being notified of the promotion, the person affected will receive an email once their assignment has been entered into Telestaff and they will be able to start scheduling leave and entering shift trades again. a. Shift trades working will be allowed to remain however any Trade Now Working in which the person covering the shift doesn't meet the new qualifications will have to be worked out prior to the promotion going into effect. XI. **ADDITIONAL TIME** A. 1. All additional time outside the daily staffing opportunities must be authorized by the Staffing Chief or designee. 2. Additional Time to meet daily field staffing requirements will be assigned by Telestaff, the Staffing Battalion Commander, or the Staffing Chief/designee. 3. Additional Time for Support Divisions will be as directed by the respective Division Chief in coordination with the Deputy Chief of Administration. 4. Personnel on a 40-hour work week (special assignments) must abide by the following guidelines to be eligible for field additional time: a. b. 5. Employees who wish to be considered for additional time are to sign up through the Department Scheduling System. Members may sign up for additional time for a period up to a month ahead of the current date. 6. Members who sign up for additional time must remain available at the number(s) listed in the department scheduling system. c. If a member who is signed up becomes unavailable for additional time, that member is responsible for changing their sign up status immediately. d. Additional time opportunities may occur at any time during a shift. If you are signed up in Telestaff for additional time, you may be called at any time. e. If the shift has been assigned, and the person assigned doesn't answer, or fails to accept the additional time within 10 minutes, the system will move to the next person they are subject to the provisions in subsection B of Section XI Additional Time Denial and No Show section. 7. Additional Time assignments will be prioritized by the total hours in the work status. The employee who has the lowest number of hours and is signed up will be assigned additional time first. f. In the event overtime hours are equal, the most senior person will get the overtime shift. 8. In cases when the additional time assignment is for three (3) hours or less, the additional time list may be bypassed and such assignments may be assigned to any available employee in the rank or job class of the vacancy. B. 1. 2. g. If a determination is made that it is the fault of the individual, the Deputy Chief of Administration will set up a meeting with the individual and a Union Representative. h. After two infractions in the fiscal year, determined to be the fault of the individual, the individual will lose their ability to sign up for overtime for 90 days. 3. XII. **FORCE HIRE** A. B. 1. The member will be notified prior to the end of their shift of their Force Hire assignment. 2. Once assigned, the shift belongs to the person that has had the shift assigned to them unless removed by the Staffing Commander due to removal of leave. They will either have to work the shift or find coverage as stated by policy or contract. d. Failure to appear or find coverage for your assigned Force Hire shift will result in the denial of additional time to the individual for 90 days from the date of the failure to appear. This does not preclude you from further disciplinary action. C. D. E. - A Paramedic may take a Firefighters Force Hire - An Engineer may take a Firefighters Force Hire - A Lieutenant with a Paramedic license can take a Paramedic Force Hire - A Lieutenant that's engineer certified and has maintained said certification can take an Engineer Force Hire - Captains may take Lieutenant Force Hire - Battalion Commanders may take Captain Force Hire F. G. 3. **If** all other people of the job class, on shift, have been Force Hired and they are the **LAST OPTION[; they will be Force Hired as a Last Resort]**. H. XIII. A. When a vacancy occurs after the shift has begun, "Call Back" will be used to fill the remainder of the 24-hour period/shift in which the vacancy occurred. 1. If day 2 of the 48-hour shift will still need to be filled, the overtime list will be utilized. B. 2. Employees on the additional time sign up list, who are contacted, for the vacancy are requested to fulfill such assignment upon notification. 3. If employees on the additional time sign up list deny the position, the "Call Back" list will be activated utilizing reverse seniority to fill that job class. (see XI. Additional Time, section B) e. Employees will be contacted by job class via text message from Telestaff, direct phone call, and/or text message from the Staffing Commander~~.~~ f. The number that will be notified is the contact number listed in Telestaff. 4. Personnel must make changes to their Telestaff information whenever their number or carrier changes. g. The first person to respond to the Staffing Commander will be given the shift. h. If there is no response from anyone within the job class that has been sent the notification, then the upgrade and fill opportunity will be addressed by the Staffing Commander increasingly through the ranks and positions. C. D. 5. Call Back periods overlapping the start of an employee's regular scheduled shift shall be paid as regular hours worked, once their shift starts, with no three (3) hour minimum. 6. Call Back time shall commence when the employee is contacted. This is intended to cover travel time for the employee. XIV. **MAJOR EVENT CALL BACK** A. B. C. XV. **STANDBY** A. XVI. **INJURY ON THE JOB** A. B. 1. The employee will be immediately placed on administrative leave. They will then report to, or be transported to, the medical facility while in their regular duty status from the time of the injury until such time as a physician has made a determination as to whether the employee can return to work. i. If the employee is still at the hospital after the end of their shift, if not cleared, the employee time will be reported as HOT upon their return to the station. 2. If the employee cannot return to work, or if the employee is admitted, the Staffing Battalion Commander shall place them on Sick Leave for the remainder of their shift. 3. Upon being cleared to return to work, a. Personnel must have written Return to Work authorization. b. All follow up appointments that are scheduled during on shift hours will require the employee to use Sick Leave to attend those appointments. This use of Sick Leave must be scheduled through the Staffing Chief. c. If possible, it is in your best interest to schedule follow up appointments when you are off duty so you do not have to use sick leave. C. See the "201-006 On Duty and Off Duty Injuries" Policy and Procedure for further details. XVII. **SPECIAL ASSIGNMENT-LIGHT DUTY AND TEMPORARY MODIFIED DUTY** A. See "201-006 Temporary Modified Duty" Policy and Procedure for details. XVIII. **INJURY OFF THE JOB** A. See "201-006 Temporary Modified Duty" Policy and Procedure for details. XIX. A. 4. Field personnel who are awarded Administrative Leave Incentive must utilize their own annual leave to balance out the time to equal a 10, 14 or 24-hour shift. B. 1. If an employee is on Administrative Leave as a result of a pending investigation or disciplinary action, they are required to call-in on their normal shift days, as directed, from the time an employee is placed on Administrative Leave. C. XX. **BEREAVEMENT LEAVE** A. B. C. XXI. A. j. CA may be granted for on duty projects and will considered "Leave with Pay". k. CAAT may be granted for off duty special assignments that the Fire Chief has approved. B. XXII. **EDUCATIONAL LEAVE** A. B. C. D. E. F. 1. Employees that need special consideration regarding taking smaller blocks of leave must have a meeting with the Staffing Chief or designee before being granted educational leave. 2. If approved for shorter leave amounts, this shall be detailed in writing and signed by the employee and the Staffing Chief or designee. XXIII. **UNAUTHORIZED LEAVE WITHOUT PAY** A. B. C. D. E. XXIV. A. B. C. Neither of these above options are guaranteed and is at the discretion of the Fire Chief or the County Manager if it will be allowed. XXV. A. - Jury duty can only be granted for regularly assigned shifts or when the person is force hired for a shift. - Shift trades that are scheduled in the time period that a person is on jury duty, regardless of when they were scheduled, must be canceled by the person who is assigned jury duty. B. C. 1. Before jury duty begins, notify the Staffing Chief that they have been subpoenaed for jury duty and submit to the Chief a copy of the paperwork. 2. Contact the Staffing Chief by text or telephone call the night before their shift and advise if they have or have not been selected by the courts for jury duty on the day of their shift. 3. When on shift, contact the Staffing Chief by text or telephone call the evening when they are on shift to notify them if they have been selected or not selected for the next day; possibly needing early relief. 4. Report to the Staffing Commander the time they return to their assigned station each day at completion of the jury day. 5. Request from the courts a copy of their time sheet showing when they served jury duty and submit that to the Deputy Chief of Administration. l. This shall be done by scanning the document and emailing it by 20:00 on the last day of the pay period (Friday) and each Friday that is the end of pay period for the duration of the jury duty. m. A final time sheet shall be submitted at the end of the jury duty. XXVI. **LEAVE FOR TRAINING** A. B. XXVII. A. 1. Any member who is in currently in a branch of the military must disclose that information to the Deputy Chief of Administration within 30 days of being hired or upon joining a branch of the service regardless of active duty, reserve, or national guard. B. Personnel will receive 240 hours each year (new year begins and ends on the Federal Fiscal Year) designated for Military Leave. 1. Leave required in excess of 240 hours will be designated through the Military Leave Request form and authorized as one of the following types of leave: a. **Military Annual Leave --** Uses the employee's own annual leave bank hours. b. **Military Sick Leave -- Utilizes the employee's own sick leave bank** hours. c. **Military Leave Without Pay --** Nonpaying status but you are exempt. 2. The use of any other leave code, non-military leave code, is subject to the general staffing rules and you must comply with the allowable number of personnel off within your job/rank. C. An employee shall provide fifteen (15) calendar days' written advance notice regarding an anticipated absence due to military service, except when such notice is impossible or unreasonable. 2. A copy of all orders and/or annual monthly drills must be submitted to the Deputy Chief of Administration or through firetelestaff\@bernco.gov to be put in your file. a. This must occur annually or anytime a new order is received. D. Personnel must go to HR Benefits and provide them with their orders and complete the Military Leave Request Form prior to going on leave. 5. A copy of all orders and/or annual monthly drills must be submitted annually or anytime a new order is received. 6. **The "Military Leave Request Form"** can only be filled out when visiting the HR Benefits office. 7. In the event that there is a circumstance where the employee cannot complete the form due to an immediate deployment, HR will work with the employees' family and/or military commander to get the information needed. n. Unless an employee is deployed with less than 48 hours-notice, the employee must come to HR in person to complete documentation. XXVIII. **UNION NEGOTIATION LEAVE** A. Refer to the CBA Article 4 Representation subsection 4.2 XXIX. A. B. C. D. o. The name of the person who the shift trade is with must be entered into the first Note box when submitting a shift trade p. The name of the person who the shift trade is for must be entered into the second note box when submitting a shift trade E. XXX. A. B. 1. Any discrepancies, notify the Staffing Chief or their designee. 2. Time cards must be approved. 3. Failure to approve your time card will result in corrective action in accordance with article 16 of the CBA. XXXI. **HOLD OVER REPORTS & SPECIALIZED ADDITIONAL TIME REPORTS** A. Instructions on how to complete hold over reports may be found in the policy and procedures appendix titled "201-004-a Staffing Management Program -- Instructions for Completing HOT and SATR forms". B. Hold Over Reports (HOT) and Specialized Additional Time Reports (SATR) shall be submitted through SharePoint. C. All additional time (HOT, SATR, etc.) shall be reported and paid in 15 minute increments. D. Regional Hold Over Report 1. A hold over report shall be completed for each region each day. 2. Company officers shall complete their portion of the Regional Hold Over Report each day no later than 20:00 hours through SharePoint. a. Regardless if there are any personnel to report, the company officer must enter their portion of the report each day. 3. The Battalion Commander will validate the Regional Hold Over Report and submit the report by 08:00 the morning after the hold over occurred after entering the hold over time in Telestaff. 4. If the holdover report is not completed by the station officer by 08:00 when the BC has to enter it, it will be assumed there is no hold over for the day and the BC will validate the report. 5. Any errors to the hold over will be emailed to the Commander and the Timekeeper for correction. E. Commander Hold Over Report 1. The oncoming Commander will fill out a Commander Hold Over Report only on shifts where hold over occurs. 2. The Commander hold over reports shall be completed by 20:00 hours the day the hold over occurred. F. Divisional and Support Services HOT 1. Division Chief's shall submit and email to for any of their personnel that have acquired HOT. If the special assignment personnel do not have a Division Chief that they report to, they will communicate with the Staffing Chief directly. G. Specialized Additional Time Report Form 1. A special form has been created in SharePoint for the reporting of additional time for training (i.e. active Shooter, MASU), special projects (i.e. Air Shop) and other approved circumstances. a. This may also be used for Divisions to report additional time that the Division Chief is unable to enter, or if the Division Chief is out of town. 2. This form is to be completed by the program manager, training coordinator, Division Chief or upgraded Division Chief that obtained the approval for additional time. 3. These forms shall be submitted within 48 hours of the additional time occurring unless it is the last day of the pay period in which it must be submitted within 24 hours. **Review/Revised** 02/25/2021 Extensive re-write.