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Cost Unit Leader Position Checklist: Minimum Requirements for Managing Incident Costs, Lecture notes of Finance

The tasks and responsibilities of a cost unit leader in managing costs associated with an incident. The checklist includes obtaining briefings from finance/administration section chief, recording all cost data, preparing incident cost summaries, making recommendations on cost savings, maintaining cumulative incident cost records, ensuring accurate preparation of cost documents, and entering data into an agency cost analysis system. The position requires coordination with operations and planning sections and maintaining clear communication with relief.

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2021/2022

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Cost Unit Leader Position Checklist
10/28/04 1
The following checklist should be considered as the minimum requirements for this position. Note that
some of the tasks are one-time actions; others are ongoing or repetitive for the duration of the incident.
9Task
1. Obtain briefing from Finance/Administration Section Chief:
Determine reporting time-lines.
Determine standard and special reports required.
Determine desired report format.
2. Obtain and record all cost data:
Agency Equipment costs.
Contract or mutual aid equipment costs.
Contract or mutual aid personnel costs.
Damage to facilities, infrastructure, equipment or vehicles.
Supplies.
Food.
Facility rental.
3. Identify in reports all equipment/personnel requiring payment.
4. Prepare incident cost summaries by operational period, or as directed by the
Finance/Administration Section Chief.
5. If cost share agreement is done, determine what costs need to be tracked. They may be
different than total incident costs.
6. Prepare resources use cost estimates for Planning:
Make sure estimates are updated with actual costs as they become available.
Make sure information is provided to Planning according to Planning’s schedule.
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Cost Unit Leader Position Checklist

The following checklist should be considered as the minimum requirements for this position. Note that some of the tasks are one-time actions; others are ongoing or repetitive for the duration of the incident.

Task

  1. Obtain briefing from Finance/Administration Section Chief:

ƒ Determine reporting time-lines.

ƒ Determine standard and special reports required.

ƒ Determine desired report format.

  1. Obtain and record all cost data:

ƒ Agency Equipment costs.

ƒ Contract or mutual aid equipment costs.

ƒ Contract or mutual aid personnel costs.

ƒ Damage to facilities, infrastructure, equipment or vehicles.

ƒ Supplies.

ƒ Food.

ƒ Facility rental.

  1. Identify in reports all equipment/personnel requiring payment.
  2. Prepare incident cost summaries by operational period, or as directed by the Finance/Administration Section Chief.
  3. If cost share agreement is done, determine what costs need to be tracked. They may be different than total incident costs.
  4. Prepare resources use cost estimates for Planning:

ƒ Make sure estimates are updated with actual costs as they become available.

ƒ Make sure information is provided to Planning according to Planning’s schedule.

Cost Unit Leader Position Checklist

  1. Make recommendations on cost savings to Finance/Administration Section Chief. This must be coordinated with Operations and Planning Sections—use of high cost equipment may have justifications unknown to Finance/Administration.
  2. Maintain cumulative incident cost records. Costs should reflect each individual entity (individual or crew personnel, individual pieces of equipment, food, facilities) the entity’s agency or contractor, pay premiums (overtime/hazard). These records should reflect:

ƒ Agency, contract, and/or mutual aid equipment costs.

ƒ Agency, contract, and/or mutual aid personnel costs and pay premiums (straight, hazard, and overtime).

ƒ Contract or mutual aid equipment costs.

ƒ Contract or mutual aid personnel costs.

ƒ Damage to agency facilities, infrastructure, equipment or vehicles.

ƒ Supplies.

ƒ Food.

ƒ Facility rental.

  1. Ensure that all cost documents are accurately prepared.
  2. Enter data into an agency cost analysis system (Incident Cost Analysis Reporting System (ICARS) or similar system, if appropriate).
  3. Provide briefing to relief on current activity and unusual events.
  4. Document all activity on Unit Log (ICS Form 214).