Purpose Statement

The Off Roster feature allows administrators and supervisors to track personnel working outside their regular assigned schedules. This tool captures overtime hours, special assignments, temporary duty assignments, training periods, and other work activities that occur beyond normal shift rosters. By documenting off-roster time, departments maintain accurate labor records, ensure proper compensation, support FLSA compliance, and maintain visibility of all personnel activity across the organization.

NOTE: This article is for Administrators adding personnel to Off Roster. 

Background Information

Off Roster entries serve as a critical component of comprehensive workforce management in fire and EMS operations. When personnel work outside their regularly scheduled shifts—whether covering staffing shortages, attending training, working special events, or handling administrative tasks—these hours must be properly documented for payroll accuracy, compliance reporting, and operational planning.

The Off Roster system integrates with First Due's scheduling and time-tracking modules to provide a complete picture of personnel deployment. This feature supports various compensation methods including hourly duration tracking and fixed-pay assignments, accommodating the diverse ways fire and EMS departments structure overtime and special duty compensation.

Common Use Cases:

• Overtime assignments and callback coverage
• Special event staffing (parades, standby duty, community events)
• Training sessions and certification courses
• Administrative work outside regular shifts
• Temporary assignments to different stations or units
• Grant-funded positions or special projects

Required Permissions

To add individuals to Off Roster, users must have:

• Access Scheduling
  
• Access Shift Board 
  
• Off Roster - Add 
• Off Roster - Add for self 
• Edit Personnel in the Off Roster Portion of the Shift Board 
• Delete Personnel from the Off Roster Portion of the Shift Board

Video

Step-by-Step Guide

Step 1: Access the Off Roster Section

Navigate to Scheduling > Shift Board in the main menu. Locate the Off Roster section on the shift board display. This section appears separately from regular shift assignments and is typically positioned at the bottom or side of the shift board interface.

Step 2: Initiate a New Off-Roster Entry

Click the plus sign (+) icon next to the Off Roster heading to open the entry form for adding a new individual.

Step 3: Select the Employee

In the Employee field, search for and select the:

1. Individual 
   
2. Group
   
3. or Qualifier
   

Step 4: Choose the Work Type

Select the appropriate Work Type from the dropdown menu. Work types categorize the nature of the off-roster assignment.

Step 5: Assign a Project Code

Select the relevant Project Code from the dropdown menu. Project codes help track off-roster work against specific budgets, grants, or operational initiatives. Examples might include:

• General overtime budget
• FEMA grant activities
• Special event funding
• Training program codes
• Station-specific projects
  

Step 6: Select the Compensation Method

Your department can choose between two Method options for tracking the off-roster time:

Duration Method:

• Tracking time based on hours worked
• This method requires you to enter specific start and end date/time information
• Compensation will be calculated based on the employee's hourly rate and the duration entered
• Best for: Regular overtime, training sessions, shift coverage

Pay Method:

• The compensation amount is predetermined or fixed
• This method allows you to enter a specific dollar amount the individual earned
• No duration fields will appear; instead, you'll enter the total pay amount
• Best for: Stipends, fixed-rate special assignments, per-diem positions

Step 7: Enter Time Details (Duration Method Only)

If you selected Duration as your method, complete the following time fields:

• Start Date & Time: Enter when the off-roster work began
• End Date & Time: Enter when the off-roster work concluded
  

Step 8: Enter Pay Amount (Pay Method Only)

If you selected Pay as your method, enter the fixed compensation amount in the pay field. This amount represents the total earnings for this off-roster assignment.

Step 9: Add Notes (Optional but Recommended)

In the Notes field, add any relevant information about the off-roster assignment. Include details such as:

• Reason for the assignment
• Specific location or station
• Special circumstances or context
• Authorization or approval information
• Reference to related incidents or events

While optional, notes provide valuable documentation for payroll processing, compliance reviews, and future reference.

Step 10: Save Your Entries

Once all off-roster entries are complete, click Save or Request to commit the information to the system. The entries will now appear in the Off Roster section of the Shift Board.

Step 12: Approve Off Roster Entries (Approval Workflow Only)

Note: This step only applies to departments with approval routing enabled for Off Roster.

If your department requires approval:

1. After saving, locate the off-roster entries awaiting approval
2. Review each entry for accuracy and appropriateness
3. Click the checkmark icon next to each entry to approve it
4. Approved entries will update their status and become final for payroll processing
   

Best Practices

Do's:

• Document immediately: Enter off-roster time as soon as possible after the work occurs to ensure accuracy and timely payroll processing
• Use consistent work types: Apply work type categories consistently across your department to maintain accurate reporting and budget tracking
• Include detailed notes: Add context in the notes field to support payroll review, compliance audits, and future reference
• Verify employee availability: Before adding someone to off roster, confirm they are not already scheduled elsewhere to avoid conflicts
• Review before saving: Double-check all time entries, especially start and end times, before saving to prevent payroll errors
• Communicate with payroll: Coordinate off-roster entry deadlines with your payroll processing schedule
• Use project codes appropriately: Assign correct project codes to ensure accurate budget tracking and grant reporting

Don'ts:

• Don't delay entry: Waiting too long to enter off-roster time can result in missed payroll cycles and delayed compensation
• Don't mix methods: Be consistent in your use of duration-based vs. pay-based methods for similar types of assignments
• Don't skip notes: Even brief notes provide valuable context and can prevent questions during payroll review
• Don't approve without review: When approval routing is enabled, always review entries carefully before approving
• Don't duplicate entries: Check for existing off-roster entries before adding new ones to avoid paying the same hours twice
• Don't ignore conflicts: Address scheduling conflicts before finalizing off-roster entries

Common Mistakes to Avoid:

• Entering incorrect time zones or forgetting to adjust for daylight saving time
• Selecting the wrong employee from similar names
• Using pay method when duration tracking is required for compliance reporting
• Forgetting to save entries before navigating away from the page
• Approving entries with obvious errors or incomplete information
• Failing to coordinate with supervisors on legitimate off-roster work authorization

Troubleshooting & FAQs

Q: I don't see the plus sign to add off roster entries. What's wrong?

A: This typically indicates a permissions issue. Verify that your user account has been granted Off Roster Management permissions. Contact your system administrator to request appropriate access if needed.

Q: The employee I'm looking for doesn't appear in the employee list. How do I add them?

A: The employee may not have an active status in the personnel system. Check with your HR administrator to ensure the employee record exists and is active. Terminated or inactive employees typically won't appear in off-roster selection lists.

Q: Should I use Duration or Pay method for overtime shifts?

A: For most overtime assignments, use the Duration method. This tracks actual hours worked and allows the system to calculate compensation based on the employee's rate and overtime multipliers. Use the Pay method only when a fixed amount has been pre-determined regardless of hours worked.

Q: What happens if I make a mistake after saving an off-roster entry?

A: You can typically edit off-roster entries before they're processed by payroll. Navigate back to the Shift Board, locate the entry in the Off Roster section, and use the edit function to make corrections. If the entry has already been approved or processed, contact your payroll administrator for guidance on corrections.

Q: Can I add someone to off roster for work that spans multiple days?

A: Yes, when using the Duration method, you can set start and end dates that span multiple days. The system will calculate the total duration across the date range. For very long assignments, consider whether multiple entries might be more appropriate for tracking and reporting purposes.

Q: Why are some of my off-roster entries showing as "pending" status?

A: Your department has approval routing enabled. Entries will remain in pending status until an authorized supervisor or administrator reviews and approves them. Pending entries won't be processed for payroll until approved.

Q: How do I add multiple people working the same off-roster assignment?

A: You have several options: add each person individually with the same details, use the group selection feature to add an entire team or shift at once, or use the qualifier selection to add all personnel meeting specific criteria. The batch-add options save time when multiple people worked the same assignment.

Q: What's the difference between off roster and shift trades?

A: Off roster tracks work outside regular schedules (overtime, special assignments), while shift trades involve personnel swapping their regularly scheduled shifts. Off roster adds work hours beyond the normal schedule; shift trades simply change who is covering an existing scheduled shift.

Q: Can field personnel add themselves to off roster, or does it require an administrator?

A: This depends on your department's permission configuration. Some departments allow field personnel to submit off-roster requests (which then require approval), while others restrict this function to supervisors and administrators. Check with your system administrator about your department's specific workflow.

Q: How far in advance can I schedule off-roster assignments?

A: You can typically add off-roster entries well in advance for scheduled events or known assignments. However, most departments focus on documenting completed work to ensure accurate payroll. Consult your department's policies on future-dated off-roster entries.