Hours, gear, and the forms that ask for them.
Totalled hours, a state activity form, a claim for a chainsaw that came back broken, a donated-resources figure the county asks for months later. All of it is downstream of the attendance you already took, so it is filtered and exported rather than reconstructed.
Hours come from check-in
Marking a member present at an event logs their hours against it. That log is the record a grant reviewer asks for and the record a state form is built from, so the three figures cannot disagree.
| Member | Activity | Date | Hours | Miles |
|---|---|---|---|---|
| Dana Whitfield | Windstorm activation | Sep 14 | 8.0 | 62 |
| Marcus Reyes | Windstorm activation | Sep 14 | 8.0 | 41 |
| Priya Anand | Comms drill | Sep 9 | 3.0 | — |
| Dana Whitfield | Ground team refresher | Sep 26 | 6.0 | 18 |
| Rosa Delgado | Ground team refresher | Sep 26 | 6.0 | — |
| Total — 26 members | 14 activities | September | 418.5 | 2,140 |
The hours log, totalled and filtered.
Three details worth stating
- Mileage entered by hand is never overwritten. A member who logs 62 miles keeps them, even if a later kiosk tap re-touches the same record.
- The log pages properly. A year of activations for a large roster is tens of thousands of rows; it is paged at the database with a stable sort, so page seven is genuinely page seven and nothing is silently skipped.
- Outside responders are in the totals. Mutual-aid hours count toward the mission whether or not that person is one of your members, because the county is asking about the mission rather than your roster.
Your state's own form, filled in
Where a state's form is supported, the export takes that state's own blank PDF and writes your data onto it at measured coordinates, so a county EM office receives the sheet it already knows how to read rather than a lookalike. Washington's EMD-078 is the form that ships today.
Washington Military Department · Emergency Management Division
(Rev. 12/2017)
| Name | EW card | Assignment | In | Out | Hrs | Miles |
|---|---|---|---|---|---|---|
| Whitfield, Dana | WA-40912 | Team Leader | 0600 | 1400 | 8.0 | 62 |
| Reyes, Marcus | WA-41077 | Ground Team | 0600 | 1400 | 8.0 | 41 |
| Anand, Priya | WA-41190 | Shelter Ops | 0800 | 1600 | 8.0 | — |
| Navarro, Luis | WA-38804 | Mutual aid | 0900 | 1430 | 5.5 | — |
| Total personnel: 24 | Totals | 186.5 | 1,204 | |||
- Overlay, not redraw. The state's PDF is the page; we write over it at coordinates measured from the blank's own geometry. If Washington reissues the form, we replace the blank and re-measure rather than approximating the new one.
- Paper limits are respected. EMD-078 has room for exactly two dates and 24 workers. A longer mission splits across sheets, each numbered, so a coordinator can tell whether they were handed the whole set.
- Without a form for your state, the log still exports. Filtered hours come out as CSV for whatever your county or grant office asks for. The state overlay is an addition to that, never the only way to get your numbers out.
Which state forms exist today
State forms are a custom offering, built by request — not a feature that covers all fifty states. Washington is what ships today: the EMD-078 activity report above, and the EMD-086 property loss claim below. Everything else on this page works regardless of where you are.
Adding a state means obtaining that state's blank, measuring every field on it, and checking the result against what the receiving agency will actually accept. That is real work, scoped per form, and we take it on based on demand. If a particular form matters to your decision, raise it before you buy and we'll tell you whether and when we can do it.
The gear members bring
Members respond with their own trucks, radios, and saws. They register that equipment once, and checking in to an event attaches it, so which chainsaw was on which mission is recorded rather than remembered.
A member's own response gear.
- Claimant and mission, filled inThe emergency worker, the unit, the county EM agency, and the mission number the loss happened on — all already on the event.
- What we can't know stays blankEmergency worker card and statewide vendor number print as ruled lines to complete by hand, because a guessed field is a returned claim.
- It will not produce the wrong formWith no county EM agency on file, no mission number, or an org outside Washington, generation is blocked and the gaps are named rather than a generic packet emitted.
- Over $2,000, the packet says why it waitsState law wants a compensation board convened before a claim above that threshold is sent in, and the packet states that on its face.
The claim packet, assembled from the event. Washington's EMD-086 is the claim form that ships today; other states' are custom work, as above.
Gear that came home fine still counts
Equipment a volunteer brings to a mission is a donated resource, and donated resources are part of the non-federal match many federal and state programs ask you to document. Check-in already recorded whose truck and whose saw were there and for how long, so that report is a filter and an export.
All of it starts at check-in — see scheduling & attendance for how the roster gets built in the first place.
Bring the report that costs you a weekend.
Grant match, state activity form, donated resources — show us the one you dread and we'll show you where the data already sits.
Pick a time that suits you, or email us about the Operations module.