NATIONAL INTERAGENCY FIRE CENTER CASUAL PAYMENT CENTER MS S DEVELOPMENT AVE BOISE, ID PHONE: or FAX: Website: Updated

PII- Personally Identifiable Information Please help us protect the integrity, security and confidentiality of Privacy Act information. Social Security Numbers are confidential information and are protected by the Privacy Act of Sending s to the CPC: Please remember Personally Identifiable Information (PII) should not be sent via . PII includes: Name in association with a Social Security Number (including last four), Address, Bank Account Information, Phone Number, Address, Date of Birth, etc.

HIRING DOCUMENTS & WHAT IS NEW FOR CASUALS IN THE FOLLOWING SLIDES WE WILL COVER:  HIRING DOCUMENTS  INTERNAL FORMS  BATCH MEMO  OF-288  DATAMART REPORTS

FORM I-9 What is the purpose of Form I-9? The purpose of this form is to document verification of the identity and employment authorization of each new employee (both citizen and non-citizen) to work in the United States. Employers must ensure newly hired employees complete and sign Section 1 of Form I-9, no later than the first day of employment. Employers must examine evidence of identity and employment authorization within 3 business days of the employee’s first day of employment. The following slides explain in detail how to complete the Form I-9.

SECTION 1 OF FORM I-9 For the most current form and instructions visit Ensure the form is the most current form. There is currently an extension on this expiration date. This section must be legible. Employee’s name must match what is on the presented supporting documents. address and phone number are optional. Employee may write “N/A” if they choose not to provide this information. XXX XX XXXX

SECTION 1 OF FORM I-9: EMPLOYEE ATTESTATION Ensure one of the boxes for citizenship is checked. Ensure the employee signs and dates this form the day it is completed by the employee. The employee can stop at this point. You the employer will complete the following page. Smokey Bear06/13/XX

SECTION 2 OF FORM I-9 Employer or Authorized Representative Review and Verification All documents must be unexpired and original with the exception of a certified copy of a birth certificate. This is an example of a document presented from List A. Employer must clearly indicate document title, issuing authority, document number and expiration date. REMEMBER: Employers CANNOT specify which document(s) they will accept from an employee.

SECTION 2 OF FORM I-9 Employer or Authorized Representative Review and Verification This is an example of documents presented from List B and List C. List B contains documents that establish identity only. List C contains documents that establish employment authorization only. The examiner of the documents and the employee must both be physically present during the examination of the employee’s documents. If documents from List B & C are presented, a document from list A should not be presented. X

LISTS OF ACCEPTABLE DOCUMENTS All documents must be UNEXPIRED Employees may present one selection from List A or a combination of one from List B and one selection from List C.

CERTIFICATION OF FORM I-9 The employer must complete Section 2 by examining evidence of identity and employment authorization within 3 business days of the employee’s first day of employment. Enter the employee’s first day of employment. Sign and date the attestation on the date Section 2 is completed. Provide name and title of the person completing Section 2. If sign-ups are completed in early spring, as long as the employee has accepted an employment offer, the Form I-9 can be completed along with Section 2 Certification block. Employers may, but are not required to photocopy the document(s) presented. If photocopies are made, they should be made for ALL new hires or reverifications. Photocopies must be retained with Form I-9 in case of inspection by DHS. Employers must always complete Section 2 even if they photocopy an employee’s document(s).

SINGLE RESOURCE CASUAL HIRE INFORMATION FORM This form sets the formal agreement between the Agency and the Casual to ensure there is no misunderstanding. It establishes the authority to pay under the AD Pay Plan.

This form also establishes what the government will pay for travel and what expenses are reimbursable. It provides a check-list for hiring documents to ensure prompt payment for work performed. SINGLE RESOURCE CASUAL HIRE INFORMATION FORM If the form is not properly signed and dated, it may not be an acceptable document if there is a grievance filed by the casual.

Form Requirements: Complete and legible first and last name. Legible 9 digit social security number. The address must be your valid mailing address, not the physical location. A marital status must be checked. Form must be signed to be valid. Block 3 Marital Status is filled in. If Block 5 has an allowance amount, then Block 7 must be left blank. Block 6 is for an optional additional amount.

Form Requirements to claim Exempt: Complete and legible first and last name. Legible 9 digit social security number. A marital status must be checked. “Exempt” must be written in block 7. Blocks 5 & 6 must be blank. Form must have a signature and current year date. Block 3 Marital Status is filled in. “Exempt” is written in Block 7. Signature and current year date. Block 5 & 6 must be left blank.

CRITICAL FIELDS TO REVIEW FOR ACCURACY DIRECT DEPOSIT FORM All fields must be legible and accurate. Account information must be entered in the proper fields. If the form is incomplete or illegible, the casual’s profile will not be updated and the agency will be contacted. If a check mailing address is present in the system, payments will be sent as a Treasury check until a corrected form is received if the casual has a current year EFT Waiver on file.

ADDRESS CHANGE FORM This form can change both the Destination of Payment Address and Destination of Correspondence Address.

ADDRESS CHANGE FORM: Destination of Payment-Direct Deposit Section 1 Destination of Payment: Choose either Direct Deposit OR Treasury Check, DO NOT fill in both destinations. For Direct Deposit include: √ type of account √ 9-digit routing number √ account number Leave the Mailing Address for Treasury Check box blank.

ADDRESS CHANGE FORM: Destination of Payment Mailing Address for Treasury Check Leave the Direct Deposit box blank. Include an EFT Waiver Request form. Section 1 Destination of Payment: To receive a Federal Treasury Check, ensure complete address where mail is received is indicated. The casual must be registered as an owner of a PO Box to receive a Federal Treasury Check.

ADDRESS CHANGE FORM: Destination of Correspondence Section 2 Destination of Correspondence: Ensure complete address where mail is received is indicated. This form must be signed in order for the casual profile to be updated. The phone number is optional.

REMOVAL OF DIRECT DEPOSIT FORM This form will REMOVE Direct Deposit account information, and have future payments sent as a Federal Treasury Check to a Mailing Address. Ensure complete address where mail is received is indicated. Casual must be registered as an owner of a PO Box to receive a Federal Treasury Check. Ensure an EFT Waiver Request Form is completed when the casual is requesting a Federal Treasury Check. Ensure form is signed.

EFT Waiver Name and social security number must be completed. Ensure one of the boxes is checked. Signature must be present and the date must be current year. The phone number is optional. Ensure an EFT Waiver Request Form is completed when the casual is requesting a Federal Treasury Check each calendar year.

DUPLICATE W-2 REQUEST FORM To receive a Duplicate W-2 by fax, ensure a Fax & Phone Number are legibly indicated. In order to receive a Duplicate W-2, ensure Mailing Address is completed. By checking the box, the address will be permanently changed in the Federal Personnel Payroll System (FPPS). Ensure Name and SSN are completed. This form can be submitted to the CPC as of February 1, Ensure signature is completed.

EMPLOYMENT VERIFICATION REQUEST FORM This form is used when requesting Employment Verifications, Summaries, and/or Wage & Earning Statements (WESs). Ensure Name and SSN are completed. Employment Verifications can be either faxed or mailed. All requests are responded to within two business days. Indicate what information is being requested. If a year is not indicated, current year will be assumed. Ensure Signature is completed.

EMPLOYMENT VERIFICATION REQUEST FORM An AO/POC may use this form to request an Employment Summary or WES on behalf of a casual, if the request is to be faxed to a number that is not indicated on the AO/POC List.

S TATE T AX R EMOVAL F ORM The Name and SSN must be completed. State taxes must be withheld for the state in which the casual is hired, therefore, list the Hired At State first. A box must be checked under the state the casual would like removed. The casual’s signature is required on this form. List the secondary state in which the casual is being taxed from in the Additional State field. X

ECI REQUEST FORM When requesting multiple ECI’s at one time, use the ECI REQUEST FORM (fillable form is available). Indicate the Hired At, Casual First, Middle Initial, Last Name and complete SSN. The requestor must be on the Approving Official list. If the fax number on the Approving Official list is different than what is indicated on the form, the AO must sign the form. If hand writing request, please verify legibility before faxing form.

OF-288 TIME REPORT

APPROVING OFFICIAL BATCH MEMO Complete current agency contact information. If requesting a Batch Confirmation, include a valid Government address. List other agency contacts for the specific Batch, not already listed on Approving Official List that the CPC may contact for questions. Ensure a Unique Unit Batch Number is indicated. Ensure a Casual count is completed, along with a list of Casual names included in the batch, or attach a Crew Manifest. Ensure Approving Official Name and Signature are completed. Casuals submitted in the batch can be reimbursed for incidental expenses on the OF-288 when indicating Start and End Dates.

USING THE PASSENGER/CARGO MANIFEST WITH THE APPROVING OFFICIAL BATCH MEMO If your list is long, instead of initiating a new manifest, attach the Passenger/Cargo Manifest with the list of Casuals to the Approving Official Batch Memo. Cross off names of Casuals or GS employees whose OF-288s are not included in the batch.

OF-288/TIMESHEET Verify the correct casual ECI and name is indicated. Ensure military time is used in 15 minute increments. Ensure the Position Code is present. The AD Class does not have to be listed, but if it is, it must not conflict with the PC. Ensure the Hired At is listed. A Time Officer signature must be present. Travel comments can be indicated on the OF-288. Note: $100 BOOT STIPEND---Will be applied automatically once qualified. Ensure complete cost code is indicated or approved abbreviated cost code is listed. Ensure guarantee time is indicated.

PAYROLL RECORDS CALENDAR YEAR PAYROLL RECORDS ARE MAINTAINED ON A CALENDAR YEAR BASIS AS OPPOSED TO A FISCAL YEAR BASIS. CASUAL FILES – Records are stored on a calendar year basis. Current and previous three years’ records are on site at NIFC, and offsite access to prior years is available upon request. DATAMART REPORTS – Most reports are created on a calendar year basis.

DATAMART REPORTS Datamart Reports are available upon request. Request form is available on CPC website under forms. Complete Requestor Information including Date Needed By and how you would like the report returned, by either or Fax. Clearly indicate which agency or Hired At(s) you would like reported and dates being requested. Check report(s) being requested. or Fax Casual Pay Datamart Report Request form to CPC.

DATAMART REPORTS Datamart Report Request Examples are available on the CPC Website under Forms.

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