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:casualpay@blm.gov

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

xxx xx xxxx

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.

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

Please visit our website to help with your hiring needs.http://www.nifc.gov/programs/programs_PaymentCenter.html