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Fire Business Management


Contact Info | Travel | Personnel Wages | Equipment Rates | Documentation | IBMH Supplements | Fire Management Agreements | Forms and Miscellaneous

This team secures, monitors, and maintains all the financial aspects for the Division on behalf of the State. Forecast, maintain, and ensure we stay within the constraints of the budget for the Division which includes management of Federal Grants. This process includes but is not limited to collection of revenue and disbursement of funds to private landowners, contractors, Federal, City or County Agencies, Cooperators/Volunteer Fire Departments (VFDs) and payment of daily bills.

We continually monitor, enforce, validate and certify all employees' time, travel and business expenses to ensure they are true in nature and abide by all the stringent State Laws, rules, regulations, guidelines, as set forth by the Legislature for the State of SD. This includes our Handcrews and Corrections Crews hired from the Department of Corrections.

Work hand in hand with Cooperators (VFDs) across the entire state of SD when they are called upon for any emergency incident within the United States or Canada. For this reason, it is imperative that the Agreements (contracts) the State has with any of these Cooperators are accurate, updated, and not expired. These Cooperator Agreements identify the minimum requirements for personnel and equipment for that specific fire protection unit as well as identifying additional handbooks such as: the Interagency Incident Business Management Handbook(IBMH), IBMH Supplements and rules that must be adhered to and provide guidance for business management while on incidents. These agreements also identify current personnel wages, equipment rates, and proper documentation required for reimbursement from the State for their expense of responding to these emergency incidents.

Once any resource or group of resources (VFD's or single resources) have completed their duty assignment, upon arrival back to home unit, if eligible, a cost statement with all supporting documentation is submitted to the state for reimbursement of expenses. After an incident has been deemed closed and the jurisdictional agency has been identified, SD will bill that particular agency in accordance with the most current Cooperative Fire Management Agreement (guidelines between other Federal Agencies and the State of SD) for all allowable reimbursable costs incurred by the state.

Contact

Fire Finance Business Office
Phone: 605.393.8011
Fax: 605.393.8044


Brenda Even
Division Finance Officer
Brenda.Even@state.sd.us
Office: 605.393.8115
Cell: 605.430.0044

Samantha Vadnais
Fire Business Accountant
Samantha.Vadnais@state.sd.us
Office: 605.393.8157
Cell: 605.430.5675

Cheryl Greenfield
Accounting Assistant
Cheryl.Greenfield@state.sd.us
Office: 605.393.8081

Travel

When in travel status, SD State employees and SD Cooperators will follow the State of SD guidelines for per diem and travel rates unless otherwise dictated in their agreement. 

 

 

 

Personnel Wages

When on an incident, SD State employees are set up in E-ISuite as ‘other’ and $0.00’ because we use an estimated cost for them.  Fire Department personnel from Rapid City, Sioux Falls and Mitchell will also be set up in the same fashion.

SD Cooperators will be paid at the Forest Service Administratively Determined (AD) rates unless otherwise specified in their agreement.

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Equipment Rates

Unless otherwise specified within current agreements, the below will be followed.

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Documentation

If SD State resources or SD Volunteer Fire Departments/Cooperators are dispatched to an incident that is beyond the Initial Attack period, Great Plain Dispatch (GPC) will issue a resource order. If any of these resources are ordered to an out of state incident there will ALWAYS be a resource order from GPC.  Crew Time Reports (CTRs) should be completed by all resources that are assigned to any incident.  If any of these are assigned to a Type 3 or larger incident, all personnel must demobilize, approve and sign the Emergency Firefighter Time Report (OF288) and Emergency Equipment Use Invoice (OF286), if applicable, in the finance section at the incident. This is for both in state and out of state incidents. 

If supplies need to be replaced and billed to the incident, they should be documented on the bottom of the CTR and a General Message Form in order to issue a supply order (S#) for replacement.  If fuel is received from an incident and no department or agency credit card is used, an Emergency Equipment Fuel Issue Ticket (OF297) will be issued.  Turn these in to the finance section with your daily CTR’s, you will get a copy to bring back to home unit when demobilizing. Upon return to the home station whomever is responsible for preparing the Cost Statement will show these entries as a deduction from the equipment side of the statement.

ALL SD RESOURCES; COOPERATORS AND/OR STATE EMPLOYEES, WILL BRING ALL ORIGINAL DOCUMENTS BACK TO HOME UNIT.  State employees will turn in all documents to the Fire Business Staff and Cooperators will turn in their documentation to the designated person at their respective departments so a cost statement can be submitted to the State for reimbursement.


IBMH Supplements

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Fire Management Agreements

 

Annual Operating Plans

Dispatch Center Agreements and Plans

Cost Share Fires


Forms and other Miscellaneous Items

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