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Managing Personnel in Payroll Summary

Purpose Statement

The Payroll Summary feature enables fire departments to efficiently track and manage personnel time, activities, and associated payroll information directly within Fire Incident reports. This feature streamlines the documentation process by consolidating personnel accountability and payroll tracking in one centralized location, reducing manual data entry and improving accuracy for administrative processing and compliance reporting.

Background Information

The Payroll Summary section integrates with NFIRS Fire Incident reporting to provide comprehensive personnel time tracking capabilities. This feature is particularly valuable for departments that need to:

  • Track overtime and compensatory time for incident responses
  • Document personnel activities for grant reporting and reimbursement
  • Maintain accurate records for workers' compensation claims
  • Generate payroll reports for accounting and finance departments
  • Ensure compliance with labor regulations and departmental policies

Prerequisites:

  • The Payroll Summary section must be enabled in your Fire Incident report configuration
  • Personnel records must be established in the system
  • Activity Types must be configured for your department's needs
  • Appropriate user permissions must be assigned

Common Use Cases:

  • Multi-alarm incidents requiring detailed personnel time tracking
  • Mutual aid responses where reimbursement tracking is required
  • Special operations or extended incidents with overtime considerations
  • Grant-funded activities requiring detailed personnel documentation

Required Permissions

To manage personnel in the Payroll Summary, users must have the following permissions:

  • Incident Report - Edit: Allows users to modify incident reports and associated payroll information
  • Payroll Summary - Manage: Enables adding, editing, and deleting personnel entries in the Payroll Summary section
  • Personnel - View: Required to access and select personnel records when adding to Payroll Summary
     
Note: Administrative users may need additional permissions to configure Activity Types and enable the Payroll Summary section. Consult with your system administrator to verify your specific permission settings.
 

Video

Step-by-Step Guide

 

1. From within the Incident Report select on the Payroll Summary section.
 
For information on how to enable the Payroll Summary section in a Fire Incident report see this article:  Enabling Payroll Summary.

 
From within the Incident Report select on the Payroll Summary section.
 
 
2. To add personnel to the Payroll Summary select the +Add button.
 
 
 
3. From the Payroll Summary modal select the Personnel and enter other pertinent information then select Create.
 
For information on creating Activity Types see this related article:  Personnel Setup - Activity Types

 
From the Payroll Summary modal select the Personnel and enter other pertinent information then select Create.
 
 
 
4. From the Actions column you can edit, reset date and times or delete persons from the payroll summary.

 
From the Actions column you can edit, reset date and times or delete persons from the payroll summary.
 
 
5. If you wish to edit a persons payroll summary select on the pencil icon.
 
A payroll summary modal will populate of the person selected.
 
If you wish to edit a persons payroll summary select on the pencil icon.
 
 
 
6. Select this icon if you wish to reset the date and time.
 
Select this icon if you wish to reset the date and time.
 
 
 
7. When selected a warning modal will populate to confirm or cancel the reset date and time.
 
When selected a warning modal will populate to confirm or cancel the reset date and time.
 
 
 
8. Select on the trash can icon if you wish to delete that person.
 
Select on the trash can icon if you wish to delete that person.
 
 
 
9. When selected a warning modal will populate asking if you are sure to delete this record.
 
When selected a warning modal will populate asking if you are sure to delete this record.
 
 
 
10. Utilizing the check boxes will enable the bulk actions.
 
Selecting the top check box will select all displayed personnel on the screen.
 
Utilizing the check boxes will enable the bulk actions.
 
 
 
11. Select the trash can icon to bulk delete the selected personnel.
 
Select the trash can icon to bulk delete the selected personnel.
 
 
 
12. A warning modal will populate confirming if you wish to delete.
 
A warning modal will populate confirming if you wish to delete.
 
 
 
13. To reset date and time on selected personnel then select the reset icon.
 
To reset date and time on selected personnel then select the reset icon.
 
 
 
14. A warning modal will display asking if you are sure you want to reset date and time.
 
A warning modal will display asking if you are sure you want to reset date and time.
 
 
 
15. Select on the Update icon to bulk update the selected personnel.
 
Select on the Update icon to bulk update the selected personnel.
 
 
 
16. From the Payroll Mass Update modal select on which fields you wish to edit utilizing the dropdown list.
 
Select each field then select anywhere outside the box to apply those selected fields.
 
From the Payroll Mass Update modal select on which fields you wish to edit utilizing the dropdown list.
 
 
 
17. If utilizing the list view select which fields to edit then select apply.
 
If utilizing the list view select which fields to edit then select apply.
 
 
 
18. Now a Payroll Summary modal will appear with all selected fields to manage then select Update.
 
Now a Payroll Summary modal will appear with all selected fields to manage then select Update.
 
 

Best Practices

Do's:

  • Verify personnel information immediately after the incident while details are fresh and accurate
  • Use consistent Activity Types across similar incidents to ensure reporting accuracy
  • Review payroll entries before finalizing incident reports to catch any errors or omissions
  • Utilize bulk update features when multiple personnel share the same activity times or types
  • Document notes for unusual circumstances that may require explanation during payroll processing
  • Cross-reference with apparatus staffing to ensure all responding personnel are captured
  • Set up standard Activity Types that align with your department's payroll categories

Don'ts:

  • Don't delete payroll entries without verification - always confirm with supervisors before removing records
  • Avoid editing locked or finalized incident reports without proper authorization
  • Don't use bulk operations carelessly - always review selected personnel before confirming mass changes
  • Never assume automatic time population - always verify start and end times are accurate
  • Don't mix different incident types when using bulk update features
  • Avoid incomplete entries - ensure all required fields are populated before creating records

Common Mistakes to Avoid:

  • Forgetting to add mutual aid personnel to payroll tracking
  • Using incorrect Activity Types that don't match payroll categories
  • Failing to account for time zone differences in multi-agency responses
  • Overlooking personnel who arrived late or left early from incidents
  • Not documenting special circumstances in the notes field
  • Bulk updating without first verifying the correct personnel are selected

Troubleshooting & FAQs

Q: The Payroll Summary section isn't visible in my incident report. What should I do?

A: The Payroll Summary section must be enabled in your incident report configuration. Contact your system administrator or refer to the article "Enabling Payroll Summary" for instructions on activating this feature.

Q: I can't find a specific person in the Personnel dropdown. Why?

A: The person may not be configured in the system's personnel records, or you may lack the necessary permissions to view all personnel. Verify the person exists in Personnel Setup and confirm your user permissions include "Personnel - View."

Q: What happens if I accidentally delete a payroll entry?

A: Deleted entries are permanently removed and cannot be recovered through the system. You will need to manually re-add the personnel information. To prevent accidental deletions, always verify the warning modal before confirming deletion actions.

Q: Can I edit payroll information after an incident report is finalized?

A: This depends on your department's workflow configuration and your permission level. Some departments lock finalized reports to prevent changes. Contact your supervisor or administrator if you need to modify a finalized report.

Q: The bulk update changed incorrect records. Can I undo this?

A: The system does not have an "undo" feature for bulk operations. You will need to manually correct each affected record by editing them individually. Always carefully review selected personnel before confirming bulk updates.

Q: How do I track split shifts or personnel who left and returned to an incident?

A: Create separate payroll entries for each distinct time period. Use the notes field to document the reason for multiple entries (e.g., "Personnel returned for overhaul operations").

Q: What Activity Types should I use for different incident activities?

A: Activity Types are configured by your department and should align with your payroll categories. Common types include Response, Training, Standby, Overhaul, and Investigation. Consult your department's standard operating procedures or contact your administrator for approved Activity Types.

Q: Can I export payroll summary data for external payroll processing?

A: Payroll data export capabilities depend on your system configuration. Contact your system administrator to inquire about available export options and report formats.