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- [Instructor] The Emergency Equipment Use Invoice,
also known as the OF-286,
is the authorizing document to process payments
to contractors and cooperators.
Incident personnel play a key role
in ensuring emergency equipment use invoices are accurate.
Completing the emergency equipment use invoice
requires resource orders,
equipment shift tickets,
agreements,
and any other back-up documentation,
such as general message forms,
equipment inspection forms,
or check-in forms.
These forms are commonly collected
and filed in the equipment use envelope,
which becomes the official file of record.
Before entering information
on the emergency equipment use invoice,
verify the equipment physically presented at the incident
matches the resource order,
the agreement or contract,
and the pre-use inspection.
Now that we have the necessary forms,
let's walk through the steps to complete
an emergency equipment use invoice.
The information for block one,
contractor name and address,
can be found on the agreement.
Be sure to add the DUNS or SAMMI number in block one b.
These are identifiers that are unique
to contractors and cooperators
and can be found in the agreement.
Block two, incident or project name,
can be found on the resource order.
The incident number should also be included in this block.
Block three, agreement number,
is completed using the information
from the agreement or contract.
Note that the awarded agreement number should be used
and not the solicitation number.
Block four, effective dates of agreement,
and block five, equipment,
can be found in the agreement,
and should also be cross-referenced with the resource order
and inspection sheets as mentioned previously.
Block six, point of hire,
will also come from the agreement.
If this is an Incident Blanket Purchase Agreement,
also known as an IBPA,
this information will be included
with the schedule of items from the agreement.
Block seven, date of hire,
and block eight, time of hire,
can be found on the resource order,
but should also be verified
with the check-in information and shift tickets.
Block nine, administrative office for payment,
is generally the host agency for the incident,
or the agency responsible for processing payments.
If you have questions,
direct them to the Finance Section Chief,
the Incident Business Advisor,
or the host-unit Administrative Officer.
Block 10, operating supplies,
and block 11, operator furnished by,
are marked according to the agreement.
The information for block 12
will be found on the resource order.
Blocks 13 through 18 will use a combination of information
from the emergency equipment shift ticket
and from the agreement.
Block 13 represents the days and times
worked on the incident
and will come from the emergency equipment shift ticket.
Block 14, work or daily rate,
will come from the agreement.
Daily rates are the most common unit for agreements,
but agreements could also include hourly rates,
double shifts, mileage, or other miscellaneous items,
such as copying, printing, or gallons used.
These would be included in block 15, special rate.
Block 16, total amount earned,
calculates the daily amount from the work rate
and special rate.
Block 17, guarantee,
refers to a minimum daily amount awarded to a resource
and can be found in the agreement.
Block 18 provides a total amount for each line item.
The resource will be paid the amount of block 16
or block 17, whichever is greater.
Block 19, charge code,
refers to the fire code
which can be found on the resource order.
Block 20, object code,
is generally left blank and completed by the payment center.
Block 21 should be completed at the time
the resource leaves the incident.
It is important to correctly indicate
whether the equipment was released or withdrawn,
as there may be pay adjustments.
Block 22 will include any special remarks
that the incident needs to communicate
to the payment center,
such as R and R days or equipment break-downs.
Blocks 23, 24 and 25 provide the invoice totals.
If the invoice is more than one page,
block 24 provides the carry-over sub-total
from the previous page.
Block 26, deductions, may include expenses,
such as fuel or equipment parts.
These expenses will require additional documentation,
which is provided as an attachment to the OF-286.
Block 27, additions,
might include reimbursable travel expenses
or operating supplies
that should have been provided by the government.
Block 28 provides the net amount due to the resource
for the period represented on the invoice.
Blocks 29 through 35 are completed at the time
the resource is released from the incident,
or when an interim payment is processed.
Resources should review the invoice for accuracy
prior to signing these blocks.
The contractor or cooperator and government official
must sign all pages of the invoice
for both interim and final payments.
Once the Emergency Equipment Use Invoice
is completed and signed,
a copy with supporting documentation
is sent to the appropriate payment center
and a copy is retained by the contractor.
Follow the host agency's guidance for payment documentation.
Cooperators may be required to retain the original invoice
to meet agreement payment requirements.
When emergency equipment use invoices are properly completed
and the required supporting documentation is attached,
it ensures that accurate and timely payments
are made to contractors and cooperators.
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