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Careers & Training
Employee Information
This guidance is designed to cover the majority of circumstances for which the retained or incident support staff should complete an electronic Gartan Activity Report. Once completed all reports must be authorised by the Officer in Charge (OIC). These forms will then be reviewed by HR Workforce Support at Service Headquarters, Eastleigh and entered for payment.
The Gartan system determines your fees, so please enter the data accurately and ensure that all the required information is provided.
Careful completion of a Gartan Activity Form reduces errors, minimises the number of claims returned to station for clarification, greatly assists HR staff and guarantees prompt payment.
To make payments on the 15th (or before) of the month, payroll normally closes around the 3rd day of each month.
Payment is made monthly in arrears, providing the payroll deadline is met. One of the benefits of using this system is that Workforce Support can approve any payment as soon as the OIC has authorised it, without requiring paper documents being posted to SHQ. Workforce Support will continue to approve Gartan Activity Forms for payment up to the time when payroll closes for the month.
It would be helpful if completed claim forms could be submitted at the end of each activity, rather than all at the last minute.
This code is unchanged and should be used for those staff attending the station in response to an incident call, but not forming part of the riding crew. The staff member must have responded within 10 minutes of the call. Only in exceptional circumstances and with the approval of the OIC can a claim be made under this code when a staff member attends the station after 10 minutes has elapsed.
Once a staff member has responded to an incident call and has not turned out, they are required to remain at the station for 15 minutes after the time of the call, unless otherwise instructed by control. If during this 15 minutes a second appliance is required to attend the same incident, those forming the crew may claim a turnout.
If a member of staff has attended the station for both incident calls but has not turned out for either they can only claim an attendance for the 1st incident call.
No attendance fee is payable if an individual is already in attendance at the station for a training period (drill) or other paid activity.
This code is to be used for a drill night absence when taken due to the adoption of a child. Adoption leave of 5 working days, or 1 tour of duty shall be granted to either of the adoptive parents or the nominated carer at the time of the adoption.
For full details of a turnout please refer to the “T Turnout” section of the guidance.
This code is to be used for calls occurring between 0000hrs to 24:00hrs on a bank holiday (subject to negotiation). This is true even if the call extends into the ‘straight time’ period after the end of a bank holiday pay period. This code can only be used on actual bank holidays and not on lieu days, should the bank holiday fall on a weekend.
Any calls occurring before or after these times must be claimed as a normal Turnout “T”. This is the case even if an earlier call extends into the start of a bank holiday period.
For full details of an attendance please refer to the “A Attendance” section of the guidance.
This code is to be used for calls occurring between 0000hrs to 24:00hrs on a bank holiday (subject to negotiation). This is true even if the call extends into the ‘straight time’ period after the end of a bank holiday pay period. This code can only be used on actual bank holidays and not on lieu days, should the bank holiday fall on a weekend.
Any calls occurring before or after these times must be claimed as a normal attendance “A”. This is the case even if an earlier call extends into the start of a bank holiday period.
For full details of a bank holiday turnout, please refer to the “B Bank Holiday Turnout” section of this guidance.
This code is to be used for co-responder turnouts. Start time and end time must be completed to reflect the actual times of the turnout.
This code is to be used for an absence from a training (drill) period when taken on compassionate grounds. They are authorised at the discretion of the OIC and can include a family crisis, bereavement, etc.
A total of 3 days absence may be granted at any one time.
For full details of a turnout, please refer to “T Turnout” section of this guidance.
This code is to be used for co-responder turnouts. Start time and end time must be completed to reflect the actual times of the turnout.
This code is to be used for Home Fire Safety Check visits. Start time and end time must be completed to reflect actual time taken. The number of visits completed must be recorded in the “Comments” box.
This code is to be used for the weekly drill night training session. The maximum amount payable is 3 hours. Any time claimed that is extra to 3 hours must be recorded on a second Gartan Activity Report under a “I” code.
Drill nights will be arranged so as not to take place on bank holidays or extra statutory days and cannot attract enhanced payments.
If an incident call occurs during a drill session a Gartan Activity Report must be completed for the period that staff attended the drill. A second Gartan Activity report will then be required for the turnout using the “T” code. Those that remain behind cannot claim an attendance (“A”) for the incident call.
If the incident call is relatively short and those staff that turned out, return to the station and complete the drill night, a third Gartan Activity Report is required for the second half of the drill night using the “I” code.
Please ensure any staff on drill night leave or sick only appear on one claim for the 3 hour drill night period.
Example - Drill starts at 1830hrs. Incident call at 1900hrs. Return at 1930hrs. Drill ends at 2130hrs.
Therefore in this example, 3 separate Gartan Activity Reports will be required to record the activity accurately.
This code is to be used to claim a drill night absence when the member of staff is on leave. A maximum of 4 or 5 can be claimed per holiday year, dependent on length of service.
Missed drill nights are monitored locally and at SHQ. Unused leave entitlement cannot be carried over to the next holiday year other than in exceptional circumstances.
This code is to be used to claim a drill night absence when the member of staff is sick. A maximum of 4 can be claimed per calendar year..
Missed drill nights are automatically monitored locally and at SHQ.
This code is to be used to claim for time spent on station cleaning and other station maintenance duties. Start time and end time must accurately reflect the time spent on maintenance. This time should not exceed a total of 4 hours per week on a single pump station and a total 8 hours per week on a two pump station, or as directed by the Group Manager.
Where an incident call interrupts any maintenance work a second Gartan Report Form will be required to show the turnout.
Example - Maintenance starts at 1530hrs. Incident call at 1800hrs. Return at 1830hrs. Maintenance ends at 1930hrs.
Therefore in this example, 3 separate Gartan Activity Reports will be required to record the activity accurately. This is the same process as an interrupted drill night session.
This code is to be used to claim for time spent on pre-arranged training courses. Start time and end time must be completed to accurately reflect the time spent away on a course.
The “Comments Box” must be completed with the title of the course attended. Without this information the claim may not be authorised by Workforce Support at SHQ.
This code is to be used to claim for a drill night absence due to paternity / maternity support leave. Leave of 5 working days, or 1 tour of duty, shall be granted to the child’s father, or the partner, or the nominated carer at, or around, the time of birth.
Generally, maternity support leave will be taken within 4 weeks of the time of the birth. Staff who wish to take maternity support leave should apply by memorandum to their OIC giving an estimate of the likely timing of their absence and attaching a copy of the form MATB1 which the mother may obtain from her GP or Midwife.
This code is to be used to claim for a turnout when a member of staff responds to an incident call and leaves the station as a member of an appliance crew to attend an incident, or to stand-by at another station.
A second Gartan Activity Report is to be completed if after responding to an incident and before returning to the station, the appliance is redirected to a second incident. The second incident must be entirely unconnected to the first.
Only one turnout can be claimed if an appliance is turned out for an incident, and before arriving on scene, it is redirected to a separate incident.
In an incident where there is a spate of secondary fires in a relatively small area, the following guidelines should be used:
This code is to be used to claim for a make up drill session. Start and end time must be completed to accurately reflect the times of attendance.
The date of the original missed drill night must be entered into the “Comments Box”, and the make up drill and original drill must be linked on Gartan. If a make up drill is submitted on any code other than a “V” it will be returned to the OIC with no payment made until it has been corrected.
A maximum of 3 hours can be claimed for a make up drill. If for any reason a member of staff attends a make up drill night for more than 3 hours, any additional time is to be claimed on a second Gartan Activity Report under “W” code.
Payable for any duty undertaken which is not covered by any of the other codes e.g., exercises, meetings, attendance for a medical, vehicle change-over, pump-tests, etc.
Start and end time must be completed to accurately reflect the time taken. A note must be made in the “Comments” box detailing the nature of the activity.
This code is to be used to claim station administration duties where applicable. Start and end time must be completed to accurately reflect the times of attendance. A retained unit at a wholetime station can claim a maximum of 2 hours per week. A retained unit at a retained station can claim a maximum of 3 hours per week.
When the dismissal time on the Gartan Activity Report is considerably later than the stop time please add a note of explanation in the “Comments Box”, stating the reason, (e.g. that this was due to cleaning appliance after the incident).
A call to standby at a home station gives entitlement to a turnout fee.
When an appliance is called to standby at another station the riders may claim a turnout fee and those left behind on station an attendance fee.
When an appliance is on route to standby at another station but is redirected to an incident only one turnout fee may be claimed.
If an appliance is on standby at another station and within the first hour of standby (including time spent at unrelated incidents), the appliance is called to the incident which necessitated the standby call in the first instance, this is classified as the same call and an additional turnout fee is not payable.
However, if the appliance on standby is called to the original incident after having completed one hour’s standby or to other unrelated incidents, additional turnouts may be claimed.
Example – Instructed to standby at 1830hrs. Unrelated incident call at 1900hrs. Return at 1930hrs. Standby ends at 2000hrs.
Created by Peter Walsh on 9 November 2009.
overtime & additional salary allowances
appendices
appendix b
