HIRING DOCUMENTS & INTERNAL FORMS

1. 2019 HIRING DOCUMENTS & INTERNAL FORMS CASUAL PAYMENT CENTER National Interagency Fire Center Casual Payment Center MS 270 3833 S Development Ave Boise, ID 83705 Phone: 877-471-2262 or 208-387-5760 Fax: 208-433-6405 Office Hours: 8:00 am – 4:00pm Monday - Friday Email: casualpay@blm.gov Website: https://www.nifc.gov/programs/programs_PaymentCenter.html

2. Documents/Forms To be Covered • Hiring Documents • FEHB Forms • Internal Forms • Batch Memo • OF-288 • Travel Reimbursement • Datamart Reports

3. Emailing to the Casual Payment Center Outside the DOI Network Do not email PII-Personally Identifiable Information (protected by the Privacy Act of 1974). • Name in association with a SSN (including last four) • Addresses • Bank Account Information • Phone Numbers • Dates of Birth • Email Addresses Within the DOI Network • OF-288s • Forms with PII When an email is received the CPC will respond with a confirmation of receipt for tracking purposes: • OF-288 Count • Forms Count

4. FORM I-9

5. Section 1 Form I-9 Ensure most current form is completed Employee’s name must match supporting documents Email address & phone number are optional; indicate N/A if information is not provided. One of the boxes must be checked Ensure employee signature and date is completed Retained at Home Unit

6. Entering employees information from Section 1 You the employer will complete this section using the information the employee provided in Section 1 Citizenship/Immigration Status Field indicate: 1 – A citizen of the United States 2 - A noncitizen national of the United States 3 - A lawful permanent resident 4 - An alien authorized to work

7. Section 2 of the Form I-9Employer or Authorized Representative Review and Verification All documents must be unexpired and original with the exception of a certified copy of a birth certificate. REMEMBER: Employers CANNOT specify which document(s) they will accept from an employee. • This is an example of a document presented from List A. • The employer must clearly indicate Document Title, Issuing Authority, Document Number and Expiration Date

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

9. Lists of Acceptable Documents Employees may present one selection from List A, or a combination of one selection from List B and one selection from List C. All documents must be unexpired.

10. Certification of Form I-9 Enter the Employee’s first day of employment. Sign & date the attestation on the date Section 2 is completed. Provide name and title of person completing Section 2. The I-9 can be completed in early spring, as long as the employee has accepted an employment offer. Employers may, but are not required to photocopy the document(s) presented. If photocopies are made, they should be made for ALL new hires. 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).

11. Single Resource casual hire information form This form sets the formal agreement between the Agency and the Casual/AD to ensure there is no misunderstanding. It establishes the authority to pay under the AD Pay Plan. Retained at Home Unit

12. Single Resource Casual Hire Information Form This form establishes what the government will pay for travel and what expenses are reimbursable. It provides a checklist for hiring documents to ensure prompt payment for work performed. If the form is not properly signed and dated, it may not be an acceptable document if there is a grievance filed by a Casual/AD.

13. This form should be completed annually. • This form should be completed annually. Retained at Home Unit

14. Federal Form W-4Correctly completed W-4 With Allowances Ensure a legible first & last name is indicated Legible 9 digit SSN Valid mailing address, NOT a physical location Marital status must be checked Form must be signed If Block 5 has an allowance indicted, then Block 7 must be left blank Send to CPC Block 6: additional amount withheld from each paycheck

15. Federal Form W-4Claiming EXEMPT (No Federal Taxes Are Withheld) Ensure a legible first & last name is indicated Legible 9 digit SSN Marital status must be checked Valid mailing address, NOT a physical location Blocks 5 & 6 are left blank Form must be signed with a current year date “Exempt” is written in Block 7 Send to CPC

16. State Taxes • The Federal Personnel Payroll System (FPPS) will automatically default state taxes to single and zero for the hired at state. • A Tribal Exemption form (if applicable) can be submitted each calendar year by casuals to exempt themselves from state taxes. • Or, if the casual would like state taxes to be the same as his/her federal taxes, they may indicate “Federal & State” on the W-4. • If the casual would like to claim a different deduction for state taxes, use a W-4 and write “State Tax Only” on the top of the form. • Some states will not allow the W-4 to be used for state taxes. These states are: AL, AZ, AR, CT, GA, HI, IL, IA, KS, KY, MI, MS, NC, OH, PA, VA and WV. If a casual lives in one these states please have them submit the specific state tax form. • There are nine states that do not have individual income withholding tax (e.g. AK, FL, NH, NV, SD, TN, TX, WA, WY), therefore, no state tax is withheld.

17. Direct Deposit Form • Account information must be entered in the proper fields • If the form is incomplete or illegible, a profile will not be updated and the agency will be contacted • All fields must be legible and accurate Send to CPC

18. Address Change FormCan Change both Destination of Payment and Destination of Correspondence • Destination of Payment: • Choose either Direct Deposit, or • Treasury Check • DO NOT complete both destinations! • Destination of Correspondence: • Address where mail is received must be indicated • Don’t forget Apartment/Unit #’s • Form must be signed Send to CPC

19. EFT Waiver Must be completed each CALENDAR YEAR when Casual/AD is requesting a Treasury Check • Signature must be present and the date must be current year • Name and SSN must be completed • One of the boxes must be checked • Phone number is optional Send to CPC

20. Removal of Direct Deposit Form with EFT Waiver • Ensure address where mail is received is indicated • Removes Direct Deposit account from profile • Future payments will be sent by Treasury Check • Casual/AD must be registered as an owner of a PO Box to receive a Treasury Check • Ensure form is signed and a current year date is indicated Send to CPC

21. Federal Employee Health Benefits SUBMIT ANNUALLY • Must be submitted each calendar year to account for all employees offered health care • “I Elect” simply means if the Casual/AD meets the qualification criteria, the CPC will send notification of eligibility to select a health care plan • Name, ECI/SSN must be completed along with a signature and current year date • “I Decline” means the Casual/AD will not be contacted by the CPC about health care if they meet eligibility requirements • A Casual/AD can change status anytime Send to CPC

22. Duplicate W-2 Request Form • Duplicate W-2 requests can be submitted to CPC as of February 1st • Name and SSN must be completed • Ensure Mailing Address is completed -== • By checking the box, the address will be permanently changed in FPPS • To receive a Duplicate W-2 by fax, ensure both a fax and phone number are legibly indicated • Signature must be completed Send to CPC

23. Employment Verification Request Form • Form is used when requesting • Employment verifications • Employment Summaries • Wage & Earning Statements (WESs) • Complete Name & SSN • Year being requested: • If left blank, current year will be assumed • Requests will be faxed or mailed within two business days • Signature required • By phone an AO/POC can request an Employment Summary to be faxed to an agency listed fax number Send to CPC

24. State Tax Removal FormTaxed Out of Two States • Complete Name & SSN required. • State taxes must be withheld for the state in which the Casual/AD is hired. List Hired At state first. • List secondary state that taxes are being withheld from in the Additional State field. • Check box under the state being removed. • A signature is required. Send to CPC

25. ECI Request • Requesting ECIs? Use the ECI Request Form! • Indicate Hired At, Casual First, Middle Initial, Last Name and complete SSN. • Verify legibility before submitting form. • Request must be from an Approving Official or Point of Contact. • A signature is need if faxing ECI Request to a number not listed on the AO/POC List. Send to CPC

26. Guidance on how to complete T & A: Approving Official Batch Memo OF-288 Travel Worksheet

27. Approving Official Batch Memo Indicate a Unique Unit Batch Number Current Agency contact information Casual count and casual names, or attach a Crew Manifest Valid Government Email address if requesting a confirmation List reimbursement for incidental expenses by indicating Start & End dates List other agency contacts for the specific batch that CPC may contact for questions Approving Official Name & Signature required Send to CPC

28. Travel Reimbursement Options Batch Memo As part of the batch approval process, the AO will certify that the OF-288s are accurate, appropriate, and legal for payment. Starting and Ending Dates for reimbursement should be completed by AO The CPC will then add dates and totals to each OF-288 in the batch based on the fire codes used for specific dates. If there are casuals who joined the crew late or departed early, indicate those individuals and instruct to use dates on their OF-288s.

29. Passenger/Cargo Manifest • If list is long, instead of initiating a new manifest, attach the Passenger/Cargo Manifest with the list of Casuals/ADs to the Approving Official Batch Memo. • Cross off names of Casual/AD or GS employees whose OF-288s are not included in the batch. Send to CPC

30. Manifest for Batch Memo • Fillable form available on CPC Website • Account for additional documents being sent Send to CPC

31. OF-288 Timesheet BLM Ensure the Hired At is indicted. Verify the correct casual ECI and name is indicated. Indicate Position Code. AD Class does not have to be listed, but if it is, it must not conflict with the PC. Indicate cost code: use approved abbreviated cost codes if preferred. Use military time in 15 minute increments. Indicate Guarantee time. Travel comments can be made on the OF-288. Time Officer Signature must be present. Send to CPC Note: $100 Boot Stipend will be applied automatically once casual qualifies.

32. OF-288 Timesheet BIA Ensure the Hired At is indicted. Verify the correct casual ECI and name is indicated. Indicate Position Code. AD Class does not have to be listed, but if it is, it must not conflict with the PC. Indicate cost code: use approved abbreviated cost codes if preferred. Use military time in 15 minute increments. Indicate Guarantee time. Travel comments can be made on the OF-288. Time Officer Signature must be present. Send to CPC Note: $100 Boot Stipend will be applied automatically once casual qualifies.

33. OF-288 Timesheet NPS and FWS Ensure the Hired At is indicted. Verify the correct casual ECI and name is indicated. Indicate Position Code. AD Class does not have to be listed, but if it is, it must not conflict with the PC. Indicate cost code: use approved abbreviated cost codes if preferred. Use military time in 15 minute increments. Indicate Guarantee time. Travel comments can be made on the OF-288. Time Officer Signature must be present. Send to CPC Note: $100 Boot Stipend will be applied automatically once casual qualifies.

34. Travel Worksheet - Crew List casual names; add ECI if common or similar last name The first & last day of travel are always calculated at ¾ rate (includes $5 incidental expenses) minus the cost of any meals provided: $41.25 - $23 = $18.25 total allowance for 1st day Indicate dates and Type of Travel List dates to be reimbursed for M&IE, city/state of where the night was spent, and 4 digit fire code 8/12-8/21 All meals provided at incident; only Incidental Expenses of $5 reimbursed Approving Official signature Send to CPC

35. Travel Worksheet - Individual The first & last day of travel are always calculated at ¾ rate (includes $5 incidental expenses) minus the cost of any meals provided: $41.25 - $23 = $18.25 total allowance for 1st day Casual name; add ECI if common last name Indicate dates and Type of Travel List dates to be reimbursed for M&IE, city/state of where the night was spent, and 4 digit fire code 8/12-8/21 All meals provided at incident; only Incidental Expenses of $5 reimbursed Approving Official signature Ensure POV mileage is indicated at reimbursement rate of $00.58 per mile Send to CPC

36. Payroll RecordsCalendar 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 year’s records (2019 and 2018) 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.

37. Casual Pay Datamart Report Request Form Request form is available on CPC website under forms Include Date Needed By and how report should be sent, Email or Fax Clearly indicate which agency or Hired At(s) you would like reported and dates being requested Check report(s) being requested Email or fax request to CPC Send to CPC

38. Datamart Report Request Examples Send to CPC

39. Please visit our website to help with your payment needs. https://www.nifc.gov/programs/programs_PaymentCenter.html