Deployment Finance

A deployment is the money-and-time record of the units, personnel and equipment you sent somewhere: a strike team on a wildland assignment, an engine under contract at a film shoot, a crew loaned through EMAC, a medical team at a festival. It carries the roster, one daily time report (DTR) per day, expenses with receipts, files and a manifest, and it feeds — depending on its finance mode — nothing more than the record, a Cal OES MARS claim, or a customer invoice through Contractor Billing.

Free for every department behind the Operations.Deployments flag. Menu: Workforce & Business Ops → Deployment Finance. Administrators and holders of Manage deployments see every deployment; everyone else sees My Deployments — the ones they are rostered on — and can file time on them.

Two kinds of "deployment"

Records → Deployments tracks the external resource order (IROC, EMAC, CIFFC) and its fills. Deployment Finance tracks what it cost and earned. Use Create from external order to link the two.

Creating a deployment

Three ways:

Start from	When
New Deployment	Anything you organize yourself.
Create from external order	A Records mutual-aid order is open: pick it, choose the finance mode and contact, optionally prefill the roster from accepted fills and also create a call. The order stays in Records.
Bid → Schedule deployment call	Contract work: the deployment wizard creates the call, the deployment and the roster in one step.

Field group	Fields
Deployment	Name; Finance mode — Operational only (time and expenses for the record), Cost recovery (feeds a reimbursement claim such as Cal OES MARS), Billable (feeds a customer invoice); Contact (the customer or requesting agency); Call # (optional — one deployment per call); Window start/end and Max days; notes.
Agency identifiers	Incident number, service request number, resource order #, request #, cost code, point of hire — whatever the ordering agency (VIPR, FEMA, BCWS, Cal OES) assigns; printed on time reports and invoices.
Jurisdiction	Home and host country / state-province, time zone (incident-local time for time reports; blank uses the department's), currency, Out of province / state and Travel via air (drive per-diem and travel rules in the rate schedule).

Statuses: Planned → Standby → Active → Demobilizing → Completed (or Cancelled); change them from the deployment page. Workflows fire on Deployment Created and Deployment Status Changed.

The deployment page

The header shows the identifiers, window, contact, call and external order; the Summary cards count units, personnel, time reports, personnel hours and expenses. Tabs:

Roster

• Units — pick a unit and an optional call sign; the crew column shows how many seats are filled (this is the crew size that contract rates key on).
• Equipment — free-text items or inventory assets, issued to a unit or on their own, with Return when it comes back.
• Personnel — pick a member, a seat (a unit role; seats marked * require that personnel role and check its certification requirements — expiring certifications are flagged) and a certification code (which contract rate entry the person bills under). Seat even when a requirement fails overrides a failed check on purpose, audited.

Time reports

One daily time report per day (New time report with the report date). Entries are prefilled from the roster with a default window you adjust.

Element	Meaning
Header	Incident, resource order, request, cost code and point of hire copied from the deployment; No clear 8 (overtime carries into the next shift) and Unsafe conditions stand-down flags for the billing policy.
Time entries	Subject (person, unit or equipment), entry type (Deployment, Standby, Travel), start and end (incident-local), paid and unpaid break minutes, km, notes. A subject cannot appear twice on the same report and only one report exists per day.
Signatures	Sign as contractor and the customer signer name — the agency representative who signed the paper DTR.
Expenses	Expenses attached to this day.
Actions	Save, Save and submit (entries lock once approved), Approve (needs Approve time reports), Void with a reason (kept for the record, dropped from billing), PDF and File PDF on deployment (stores the PDF under Files).

Report statuses: Draft → Submitted → Approved → Billed (set by the billing engine), or Void. Crews can create and submit their own DTRs from the mobile apps; approval happens on the web. Export time CSV on the deployment page downloads every entry.

Expenses

Date, type (Per-diem meal, Accommodation, Private accommodation, Ferry, Fuel, Supply restock, Other), amount and currency, description, city, meal code (B/L/D for per-diem windows), receipt upload, Pre-approved and Billable. Billable expenses pass through to the invoice; receipts ride along in the invoice packet and the MARS evidence packet.

Files

Uploads by type — receipts, signed service request, time-report PDFs, manifest, certifications, external order, signed or paper F-42, ICS-213 approvals, crew rotation approvals, loss/damage, MARS evidence and invoices. Preview manifest renders the roster manifest; File manifest PDF stores it.

Billing (billable deployments, Business Ops add-on)

Charge preview, compliance checklist, invoices and Generate invoice — see Contractor Billing.

Internal cost (Workforce entitlement)

Estimate versus actual internal cost and the cost runs for this deployment — see Field Costing.

Reminders and workflows

The deployment-finance reminder worker sends department administrators one digest a day listing billable deployments whose approved time reports have been unbilled for more than 21 days (or completed deployments with any unbilled report). It never generates or sends an invoice. Workflow triggers: Deployment Created / Status Changed / Roster Changed / Expense Added / Attachment Added, Time Report Created / Submitted / Approved / Voided.

Setup examples

Organization	Finance mode	Notes
Municipal fire — strike team	Cost recovery	Create from the Records external order; prefill roster; DTRs per day; Cal OES F-42 from the deployment (California) or the DTR PDFs for an EMAC / state reimbursement package.
Wildland contractor	Billable	Wizard from an accepted bid; seats keyed on NWCG codes; DTRs signed by the agency rep each day; generate the invoice and packet weekly.
Private ambulance — event medical	Billable	Manual deployment linked to the standby call; crews file time in the Responder app; expenses for supplies.
SAR / CERT	Operational only	Mission deployments for after-action documentation; hours per volunteer for grant reporting via the time CSV export.
Security company — event	Billable	One deployment per event contract; guard hours per DTR; supervisor premium from the rate schedule.
Industrial ERT — plant turnaround	Operational only or Cost recovery	Internal chargeback: time CSV plus a cost run.

Technical reference

Item	Value
Routes	/User/Deployments/{Index,New,Edit,View?tab=roster\|time\|expenses\|files\|billing\|costs,FromExternalOrder,TimeReport}; POST SetStatus, AddUnit/RemoveUnit, AddPersonnel/RemovePersonnel, AddEquipment/ReturnEquipment, NewTimeReport, SaveTimeReport, SignTimeReport, ApproveTimeReport, VoidTimeReport, SaveExpense, UploadAttachment, GenerateManifest, ExportTimeEntries, GenerateInvoice
Model	Deployment (finance mode, status, identifiers, jurisdiction, RmsExternalOrderId), DeploymentUnit, DeploymentPersonnel, DeploymentEquipment, DeploymentTimeReport (pre-numbered per department), DeploymentTimeEntry, DeploymentExpense, DeploymentAttachment
Permissions	Manage deployments (118), Approve time reports (119) — default department administrators; rostered members see their own deployments and file DTRs without either
Flag	Operations.Deployments (free); Records.System needed for Create from external order
Worker	32 DeploymentFinanceReminderLogic, daily
Time zones	DTR times are incident-local (Deployment.LocalTimeZoneId, else the department zone) and stored UTC
Data protection	Deployment.Notes is the only ADP-protected field (reveal on view/edit); DTRs, expenses and attachments are not protected because customers read them
API	api/v4/Deployments/*, api/v4/TimeReports/* (mobile DTR capture)