AMD-23E Instructions for USFS 

National Type 1 & 2 Call When 

Needed (CWN) Contract Helicopters 

hired for Department of Interior 

Incidents

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Block number 9 of the Resource Order will indicate what 

agency the aircraft was ordered for. If this order is for the USFS 

then ABS will be the method of payment. If a DOI agency is the 

ordering organization AMS will be the required method of 

payment. The following information is a summary of 

completing the AMD-23E which the vendor will utilize for 

inputting their information into the AMS system for payment
AMD-23E Introduction

The AMD-23E was designed as an electronic method of 

uploading flight use data into AMS and a Government 

Receiving Report. AMD will no longer accept paper 

copies of use reports for work performed. The old 

AMD 23 form may no longer be used. This document 

explains the process for completing the new AMD-23E 

form. All documents reference in these instructions 

can be accessed at the website: 

http://www.blm.gov/nifc/st/en/prog/fire/Aviation/Airops/Helicopters.html

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Needed Information 

Available from the website link on the previous page

Print these off & take in kit

• AMD-23E v2.0.xls

• 2013 - 2014 Fire Suppression Order #'s

• AMS Mission Codes FINAL (06-18-10)

• AMS Pay Item Code FINAL (06-18-10)

• AMS Billee Codes (5-16-11)

• FBMS Fund Code Format-AMS

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• The AMD-23E is required for all DOI CWN aircraft use 

reporting

• First, download a copy of the AMD-23E v2.0.xls 

spreadsheet onto the computer that will accompany 

the aircraft to the field. If there is no computer at the 

field site, print copies of the spreadsheet to send with 

the aircraft

• The Contractor will work in conjunction with the 

Government Representative to enter the Aircraft Use 

Data into the AMD-23E. As with previous billing 

arrangements, the Vendor will fill in the work that has 

been performed on the top and left side of the form 

and the Government Representative will complete all 

billing and charge code information on the right side

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• As you start to enter data under this new process, certain steps 

must be taken

• It is important to save your original spreadsheet file as your 

“master’ document. When you are ready to enter information, 

open the “master” AMD-23E v2.0.xls worksheet and save a copy 

to a unique file name. That file name should be structured to 

allow you to identify the contract and the period of performance

• Previous version of the AMD 23 had data entered on lines 

consecutively as it occurred, regardless of the Pay Item Code. As 

shown on the sample AMD-23E, this form has broken the entries 

into “Time Based” and “Fee Based” sections. Each type of entry 

must be entered on the AMD-23E on consecutive lines in the 

respective section. Examples of commonly use Time Based 

items would be FT, EP and EM. Fee based examples might be AV, 

FC, MC, PD, SC, and SML. There is a complete listing of the pay 

item codes as the attached web link

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• Review the contract to determine what pay item 

codes are applicable

• When starting a new AMD-23E, always start on the 

tab “Pg.1.” The master file consist of 16 worksheets 

(tabs named Pg. 1 – Pg. 16) and can be used for 

single or multiple day use reporting. Utilize each 

available “Time Based” or “Fee Based” line on the 

page before moving to the corresponding section on 

the next page. If you are entering multiple days, do 

not use a new sheet for each day – continue filling 

up the lines for the “Time Based” and “Fee Based” 

sections until that section of the sheet is full on each 

page

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• Do not leave any data in unused rows – leave them 

entirely blank

• SC charges MUST have an explanation in the remarks 

section of the AMD-23E

• Any required receipts must be scanned and attached 

to the electronic version of the form

• Once the AMD-23E has been completed, print a 

copy, draw a line through the space under the last 

entry in each section to show that there are no more 

entries

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• Both the Vendor and the Government Representative 

must sign it in their respective signature blocks. The 

original signed hardcopy (or scanned version), must be 

returned to the Vendor for upload in AMS. The Vendor 

Representative would then forward the electronic 

AMD-23E and the signed version of that form to their 

home office to create an electronic Aircraft Use Report 

in AMS

• If the form can not be completed electronically in the 

field, it can be completed by hand, signed by both 

parties and returned to the Vendor Representative. 

The Vendor Representative would forward the signed 

form to their office staff to manually create an 

electronic Aircraft Use Report in AMS. Only electronic 

copies of AMS reports will be accepted by AMD

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N #

TAX Fir

e

TAX Fir

e

Remarks:

Contractor Contract #

Gov Rep Signature: The following record of services provided were 

received

Start Stop

PIC Pilot

Hired 

Date

Item # Make/ 

Model

Invoice 

End Date

Date Quantity Rate Total

NonFleet FEE Based Charges Pay 

Item 

Code

Hired 

Time

Agenc

y

Release 

Date

Release 

Time

Date

Phone

Cargo 

Payload

Name 

(print)

E-Mail

# of 

PAX To

Date

NonFleet TIME Based Charges

Missio

n Code Billee Agreement #

Vendor Signature: The following record of services provided is correct

Name 

(print)

Pay 

Item 

Code

Billee 

Code Charge Code

Page 1 

of:

Date

Invoice 

Start Date

City

From Elapsed 

Time

State Billee Agreement # Billee 

Code Charge Code

AMD-23E Aircraft Use Report

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AMD-23E Header Information

• The top of the AMD-23E form is know as the “Header Information” section

• It only needs to be completed once for a multiple day assignment with the same 

aircraft

• The bottom of the AMD-23E form has tabs for additional continuation AMD-23E 

forms

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N #

Page 1 

of:

Invoice 

Start Date

Vendor Signature: The following record of services provided is correct

Name 

(print)

Date Date

Phone

Name 

(print)

E-Mail

Hired 

Time

Agenc

y

Release 

Date

Release 

Time

Make/ 

Model

Invoice 

End Date

PIC Pilot

Hired 

Date

Contractor Contract # Item #

Gov Rep Signature: The following record of services provided were 

received
Red Triangles in the top right corner indicate instructions specific to that 

text block. Place cursor on the Red Triangle and the instructions will 

appear

Additional continuation page tabs on the bottom of the form. 11
Most of these blocks are self explanatory. But there are a couple that need additional 

explanation

Reference block #9 from the resource order to determine the agency that ordered the aircraft. 

These instructions apply only to DOI acquired aircraft

• Contract #: For CWN aircraft the information for this block needs to be determined from: 

Reference 2012-2013 Fire Suppression Order #'s.xlsx

• Select the “USDA-FS CWN Heli” tab on the bottom of this excel file

• Item # block will always be “20” for CWN aircraft.

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Contractor Contract # N #

Gov Rep Signature: The following record of services provided were 

received

PIC Pilot

Hired 

Date

Item # Make/ 

Model

Invoice 

End Date

Hired 

Time

Agenc

y

Release 

Date

Release 

Time

Date

Phone

Name 

(print)

Date E-Mail

Vendor Signature: The following record of services provided is correct

Name 

(print)

Page 1 

of:

Invoice 

Start Date

The Manager must remember to sign the AMD-23E and fill in their additional 

information when the document is complete. The completed & Signed form 

goes to the contractor for their input into AMS
2012-2013 Fire Suppression Order #'s.xlsx

• DOI Fire Suppression Order # that goes in the “Contractor #” block on the AMD-23e 

• This number is contractor specific

• Notice that 5-State Helicopters, Inc. has a different DOI Suppression Order # than Aero 

Tech. LLC

“USFS-FS CWN Heli” tab 13
Non-Fleet Time & Fee Based Charges

• After the header section of the AMD-23E are the sections to input Time Based 

Charges & Fee Based Charges

• This portion is very similar to the old AMD-23 with the exception of being 

segregated into “Time Based Charges” and “Fee Based Charges”

• “Fire” on the far right is a dropdown menu of Y (yes) or N (no)

• Disregard the “Billee Agreement box, you will not need to place anything here

NonFleet TIME Based Charges

Date Pay Item 

Code Start Stop Elapsed Time From To # of PAX Cargo 

Payload TAX Mission Code Billee Code Billee Agreement # Charge Code Fire

 

NonFleet FEE Based Charges

Date Pay Item 

Code Quantity Rate Total City State TAX Billee Code Billee Agreement # Charge Code Fire

 

 

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Non-Fleet Time & Fee Based Charges

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• Pay Item Code box has a drop down selection capability

• Reference: AMS Pay Item Code FINAL (06-18-10).xlsx document for a listing of 

all Pay Item Codes
Non-Fleet Time & Fee Based Charges

• Time Based Charges can include:

• FT: Flight Time

• AC: Additional Crew

• EP: Extended Pilot

• UH: Unavailability in Hours

• Fee Based Charges can include:

• AV: Daily Availability

• PD: Per Diem in dollars

• UA: Unavailability in Days

• SM: Service Truck Mileage (See AMS Pay Item Code FINAL (06-18-10).xlsx 

document for specific size based pay item code for fuel servicing vehicles. 

Also, reference the contract for up to date mileage rates)

• See Contract for specific codes that are permitted under the 

contract

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Mission, Billee, & Charge Code

• Mission Code: Drop down menu Reference: AMS Mission 

Codes FINAL (06-18-10).xls

• Mission codes are required for all Flight Time items

• Billee Codes: Ties the Aircraft Use Report (AUR/AMD-23e) to 

the specific unit where the flight activity occurred 

Reference:AMS_Billee_Codes_5-16-11.xlsx, or better yet, ask 

the unit UAM/SAM for the Billee code

• FBMS Charge Code: 38 character charge code. You will want 

to ask the UAM or State Aviation Manager (SAM) for this 

information. Fairly complex and must be entered correctly 

Reference: FBMSFundCodeFormat-AMS.doc 

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Continuation Pages

• Very similar to the first page but with less information in the Header Portion

• The information that you placed in the Header Portion of the first page will automatically 

populate the continuation pages

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N #

TAX Fir

e

TAX Fir

e

Remarks:

NonFleet FEE Based Charges

Date

Pay 

Item 

Code

Quantity Rate Total Billee 

Code Billee Agreement # Charge Code

To Charge Code # of 

PAX

Cargo 

Payload Start Stop Elapsed 

Time From

Hired 

Time

Release 

Date

Release 

Time

NonFleet TIME Based Charges

Date

Pay 

Item 

Code

City State

Missio

n Code

Billee 

Code Billee Agreement #

Contractor Contract # Item # Make/ 

Model

PIC Pilot

Invoice 

Start Date

Invoice 

End Date

Page 2 

of:

Hired 

Date
Completion & Submission

• When the AMD-23E has been completed

• draw a line through the space under the last entry in each 

section to show that there are no more entries

• A printed hard copy of the first page must be 

generated

• This gets signed by the vendor and the helicopter 

Manager

• This printed copy is given to the vendor along with 

all other continuation pages, if any. (either hard 

copy, electronic or scanned)

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Completion & Submission cont.

• The vendor is responsible for inputting all 

information from the AMD-23E into the Aviation 

Management System (AMS)

• They must scan and attach the signed hard copy 

with their submission into AMS

• The Helicopter Managers portion of this series of 

AMD-23e’s is complete

• The Helicopter Manager should retain copies for 

their reference or submission to local aviation 

managers, (UAM, AOBD or Incident Helibase files)

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BLM State Aviation Managers

• Alaska – Gary Baumgartner (907)-356-5523

• Arizona – Darren Mathis (602)-417-9308

• California – Glenn Morrill (916) 978-4435

• Colorado – Clark Hammond (303) 239-3809

• Wyoming – Jason Baldwin (307) 775-6237

• Idaho – Mike Reid(208) 373-3853

• Montana – Bob Flesch (406)896-2912

• Nevada – Josh Fulton(775) 861-6535

• New Mexico – Darren Mathis(602) 417-9308

• Oregon – Kurt Kleiner (503) 808-6593

• Utah – Cameron Dingman (801) 539-4241

Bryan Bitting, National Aviation Office – (208) 387-5173

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