NATIONAL INTERAGENCY FIRE CENTERCASUAL PAYMENT CENTER MS 270
3833 S DEVELOPMENT AVEBOISE, ID 83705-5354
PHONE: 877-471-2262 or 208-387-5760FAX: 208-433-6405
Email:[email protected]
Website:http://www.nifc.gov/programs/programs_PaymentCenter.html
PII-Personally Identifiable InformationPlease 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 1974.
Sending Emails to the CPC: Please remember Personally Identifiable Information (PII) should not be sent via email.
PII includes: Name in association with a Social Security Number (including last four), Address, Bank Account Information, Phone Number, Email Address, Date of Birth, etc.
IN THE FOLLOWING SLIDES WE WILL COVER THE:
EMPLOYMENT ELIGIBILITY VERIFICATION FORM I-9 SINGLE RESOURCE CASUAL HIRE INFORMATION FORM INCIDENT BEHAVIOR FORM FEDERAL TAX FORM W-4 * DIRECT DEPOSIT FORM *
*Send these two forms along with State Tax forms and EFT Waivers (if applicable) to the CPC. All other forms are to be retained at the Hiring Unit.
HIRING DOCUMENTS
Form I-9What 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
www.uscis.gov
Ensure the form is the most current form.
This section must be legible. Employee’s name must match what
is on the presented supporting documents.
E-mail 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
Smokey Bear
06/13/XX
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.
If an employee requires assistance
in completing Section 1, this
certification block must be
completed.
Section 2 of 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.
Bear, Smokey
REMEMBER: Employers CANNOT specify which document(s) they will accept from an employee.
This is an example of a
document presented from
List A.
Employer must clearly indicate document title,
issuing authority, document
number and expiration date.
It is important to note the examiner of the documents and the employee must both be physically present during the examination of the employee’s documents.
Section 2 of Form I-9Employer or Authorized Representative Review and Verification
This is an example of documents presented from List B and List C.
Bear, Smokey
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.
The examiner of the documents and the employee must both be physically present during the examination of the employee’s documents.
LISTS OF ACCEPTABLE DOCUMENTSAll 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
Enter the employee’s first day of
employment.
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.
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.
Provide name and title of the
person completing Section 2.
Sign and date the attestation
on the date Section 2 is completed.
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).
John Forrest
XX
XX
SECTION 3: Reverification and Rehires
When rehiring an employee within 3 years of the date Form I-9 was originally completed, employers have the option to complete a new Form I-9 or complete Section 3.
If the employee’s name has changed,
record the name
change in Block A.
Employer’s signature and date must be documented.
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.
Single Resource Casual Hire Information FormThis 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.
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.
FEDERAL FORM W-4The Federal Form W-4 is used to initiate the profile for a newly hired casual
– Name, Address, and Tax preferences.
• We do not use the worksheet on the form, only the information below the dotted line will be used for input.
• If blocks 3, 5, & 7 are not properly filled out, taxes will default to Single/Zero.
• Exempt status expires on February 17, 2015. Taxes will default to Single/Zero upon the expiration date unless a current form is received.
• The address must be the casual’s valid mailing address, not the physical location. The Federal W-4 may be used for State Taxes. In order to update both
Federal & State taxes, “STATE” must be indicated on the form.
FEDERAL FORM W-4Correctly completed W-4 claiming EXEMPT
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 current year signature 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 form will be sent back. If a correspondence 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.
Smokey Bear
118 W Smokey Bear BlvdCapitan NM 88316502 123-4567
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x123456789
987654321
Smokey Bear
06/16/XX
OF-288 TIME REPORT
THE FOLLOWING SLIDES WILL GIVE SOME GUIDANCE ON HOW TO
COMPLETE AN APPROVING OFFICIAL BATCH MEMO AND
OF-288.
Approving Official Batch Memo
Ensure a Unique Unit Batch Number is
indicated.Complete current
agency contact information.
If requesting a Batch Confirmation, include a valid
Government Email 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 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.
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 any Casuals or GS
employees whose OF-288s are not
included in the batch.
Top Portion of the OF-288State followed by the 3-digit unit identifier for the location of hire.
Remember HIRED AT = HOME UNIT!
• Name and Mailing Address is current, complete and legible. We look at the address only for verification purposes.
• Be careful with father/son or Sr./Jr. situations. • We rely on you to make sure the correct ECI is placed on the timesheet.
Column Header Portion of the OF-288
Critical Fields to Review
Rookie Training HollowayLights Out Deadwood
HD3BHC8KHC3HAZA1
FALA AD-DENGB AD-FFFT2 AD-CFFT2-(T) AD-B
Boise Boise Boise BoiseID ID ID ID
Ensure the FireCode in Block 2 does not conflict with the FireCode listed in the Accounting Code in the Remarks Section.
Ensure the incident name does not conflict with Accounting Code in the Remarks section.
The Position Code must correspond with the AD Class
listed in the AD Pay Plan.
Date & Time Portion of the OF-288
Critical Fields to Review
Time must be submitted in Military time and entered in 15 minute increments.To submit Guarantee time: Ensure the actual hours worked are indicated and the
remaining balance is clearly marked on a separate line.
For time past midnight (i.e. 2430), enter up to 2400 for the current day and 0030 for the next day.
Staff at the CPC cannot make changes to dates or start & stop times.
Remarks, Commissary, Boot Stipend, Time Officer Signature Portion of the OF-
288
BIA COL A: AAAA044430 AF2001010 8T4100 AF.SPG9N10000.00000BLM COL B: LLIDB00400 LF2000000 HU0000 LFSPG70E0000FWS COL C: FF02R2B000 FFF2000000G70E0NPS COL D: PPPWPWR0F0 PF200SP85 WW0000 PFFSG59P001001
You can utilized the cost code label templates on our website and affix
your agency’s cost code to the OF-288.
Enter the date, item and amount for each commissary item. Commissary total must be listed on the OF-288, it will not be taken from an attached commissary sheet.
Tammy Timekeeper
Smokey Bear
Please leave Block 24 blank. We utilize this block for our payment stamp.
The Time Officer Signature must be original and in a color of ink other
than black.
Col. A: THSP Camp Crew Squad Boss
Critical Fields to Review
Note: BOOT STIPEND---see specific agency guidelines.
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 REPORTSDatamart 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 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 FaxCasual Pay Datamart Report Request form to CPC.