AD Pay Plan HIRING DOCUMENTS & INTERNAL FORMS - PowerPoint Presentation

AD Pay PlanHIRING DOCUMENTS & INTERNAL FORMS CASUAL PAYMENT CENTERNational Interagency Fire CenterCasual Payment Center MS 2703833 S Development AveBoise, ID 83705Phone: 877-471-2262 or 208-387-5760Fax: 208-433-6405Office Hours: 8:00 am – 4:00pm Monday - Friday Email: casualpay@blm.gov Website: https://www.nifc.gov/programs/programs_PaymentCenter.html 2019

AD pay plan 2019 Update signed 5/15/192019

Changes:Section B.1: Per the Executive Order signed on March 29, 2019, a 1.66% increase was applied to 2019 pay rates (a 1.4% across-the-board pay increase and a .26% boost to RUS locality pay ). E.14.d: Added clarifying language that the 8-hour guarantee is not applicable to the first and last day of work or to the first and last day of travel.Added the following leveled positions to the Incident Position Matrix:DRVA, Driver-Class A CDL, and DRVB, Driver-Class B CDL at the AD Class-E pay rate (in alignment with the positions being listed in IQCS).

Rates paid per hour for work performed at classification levels AD-A through AD-M: Classification Pay rate (per hour)AD-A 15.48 AD-B 16.96 AD-C 18.96 AD-D 20.84 AD-E22.92AD-F25.00AD-G27.24AD-H30.56AD-I33.76AD-J37.20AD-K40.84AD-L48.96AD-M58.20

Hiring Documents & Internal Forms To Be Covered Hiring Documents FEHB Form Internal FormsBatch MemoOF-288Travel ReimbursementDatamart Reports

FORM I-9

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

Entering employee information from Section 1 You the employer will complete this section using the information the employee provided in Section 1Citizenship/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 2019

Section 2 of the Form I-9Employer or Authorized Representative Review and Verification This is an example of a document presented from List A.The employer must clearly indicate Document Title, Issuing Authority, Document Number and Expiration DateAll 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.

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 & List C are presented, a document from List A should not be presented. XXX-XX-XXXX N/A

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.

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).

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 Unit2019

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. Single Resource Casual Hire Information Form

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

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 Block 6: additional amount withheld from each paycheck If Block 5 has an allowance indicated, then Block 7 must be left blank Send to CPC

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.

Direct Deposit Form Account information must be entered in the proper fieldsIf 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

Address Change Form Can Change both Destination of Payment and Destination of Correspondence Destination of Payment: Choose either Direct Deposit, orTreasury CheckDO 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

Federal Employee Health Benefits 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 Send to CPC Name, ECI/SSN must be completed along with a signature and current year date A Casual/AD can change status anytime “I Decline” means the Casual/AD will not be contacted by the CPC about health care if they meet eligibility requirements SUBMIT ANNUALLY

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

Guidance on how to complete T & A: Approving Official Batch MemoOF-288Travel Worksheet

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

Travel Reimbursement Options Batch MemoAs 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.

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

Manifest for Batch Memo Fillable form available on CPC WebsiteAccount for additional documents being sent Send to CPC

OF-288 Timesheet BLM 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. Ensure the Hired At is indicted. Send to CPCNote: $100 Boot Stipend will be applied automatically once casual qualifies.

Travel Worksheet - Individual Casual name; add ECI if common last nameIndicate 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 Approving Official signature Send to CPC 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 = $ 18.25total allowancefor 1st day8/12-8/21All meals provided at incident; only Incidental Expenses of $5 reimbursedEnsure POV mileage is indicated at reimbursement rate of $00.58 per mile

Travel Worksheet - Crew List casual names; add ECI if common or similar 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 Approving Official signature Send to CPC 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 = $ 18.25total allowancefor 1st day8/12-8/21All meals provided at incident; only Incidental Expenses of $5 reimbursed

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. 2019

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

Datamart Report Request Examples Send to CPC

Please visit our website to help with your payment needs. https://www.nifc.gov/programs/programs_PaymentCenter.html2019