Human Resources Advisory Office

New Employee Information

Unless otherwise directed, you should plan on reporting to the Main Lobby Visitor Area at your duty station by 8:30 a.m. on your first day of work. You will be greeted by the Receptionist, and an HR representative will escort you to the Entrance-On-Duty In-Processing Session.

In order to complete your in-processing into the Department of Energy, you must bring the following items and paperwork with you:

I-9, Verification of Employment Eligibility - to be accompanied by Photo ID and birth certificate, SS Card, or citizenship naturalization papers (as outlined in the instructions. Verification of United States citizenship is required for Federal employment. You must provide proof of citizenship in order to be appointed to this position. Failure to provide one of these forms during the pre-employment clearance process or upon reporting for work will result in a delay in your appointment.

OF-306 - Declaration of Federal Employment- please bring the original documents signed as the applicant that was submitted with your conditional offer acceptance.

Employee Information Form
Current form W-4, Employee’s Withholding Allowance Certificate
Current State Tax form, appropriate for your current state of residence
Direct Deposit form
SF-144, Statement of Prior Federal Service
Military Status Form
Certification of Selective Service Registration
SF-256, Self-Identification of Disability
SF-181, Ethnicity and Race Identification
SF-1152, Designation of Beneficiary
Personal History Statement - Education

Ethical Briefing Certification - Public service is a public trust. Federal employees must always place loyalty to high ethical standards above private gain. Understanding and observing ethics rules are essential to fulfilling that trust. Please read and review the Principles of Ethical Conduct for Federal Employees, then print and sign the certification of completion and bring it with you on your first day of employment.

Employee Benefits
Please review the following information regarding Federal Benefits, and notate any questions you may have. Then, fill in your personal information on the benefits election forms, and print them to be brought on your first day. In most cases, you will have up to 60 days to complete the forms and return them. Employees who are transferring from other agency’s may not need to complete the initial enrollment forms, only change/transfer forms, unless you are making changes, if eligible.

The Federal Employees Health Benefits (FEHB) Program - The FEHB Program can help you and your family meet your health care needs. Federal employees, retirees and their survivors enjoy the widest selection of health plans in the country. You can choose from among Consumer-Driven and High Deductible plans that offer catastrophic risk protection with higher deductibles, health savings/reimbursable accounts and lower premiums, or Fee-for-Service (FFS) plans, and their Preferred Provider Organizations (PPO), or Health Maintenance Organizations (HMO) if you live (or sometimes if you work) within the area serviced by the plan. For enrollment into the FEHB, please use the Health Benefits Election Form, SF-2809. If you are transferring from another Federal Agency, please use the Notice of Change in Health Benefits Enrollment, SF-2810

Federal Employees Life Insurance (FEGLI) - The Federal Government established the Federal Employees' Group Life Insurance (FEGLI) Program on August 29, 1954. It is the largest group life insurance program in the world, covering over 4 million Federal employees and retirees, as well as many of their family members. Most employees are eligible for FEGLI coverage. FEGLI provides group term life insurance. As such, it does not build up any cash value or paid-up value. It consists of Basic life insurance coverage and three options. In most cases, if you are a new Federal employee, you are automatically covered by Basic life insurance and your payroll office deducts premiums from your paycheck unless you waive the coverage. In addition to the Basic, there are three forms of Optional insurance you can elect. You must have Basic insurance in order to elect any of the options. Unlike Basic, enrollment in Optional insurance is not automatic -- you must take action to elect the options. The FEGLI Program Booklet will provide general information on the program for current Federal employees. To enroll, please use the Life Insurance Election form, SF-2817. Please also complete the FEGLI, Designation of Beneficiary, SF-2823.

Retirement Benefits
New employees to the Federal Government will fall under the Federal Employees Retirement System (FERS)- FERS is a retirement plan that provides benefits from three different sources: a Basic Benefit Plan, Social Security and the Thrift Savings Plan (TSP). Please complete a Designation of Beneficiary, SF-3102.

Some new employees returning to the Federal Service may fall under the Civil Service Retirement System (CSRS). The Civil Service Retirement Act, which became effective on August 1, 1920, established a retirement system for certain Federal employees. It was replaced by the Federal Employees Retirement System (FERS) for Federal employees who first entered covered service on and after January 1, 1987. The Civil Service Retirement System (CSRS) is a defined benefit, contributory retirement system. Employees share in the expense of the annuities to which they become entitled. CSRS covered employees contribute 7, 7 1/2 or 8 percent of pay to CSRS and, while they generally pay no Social Security retirement, survivor and disability (OASDI) tax, they must pay the Medicare tax (currently 1.45 percent of pay). The employing agency matches the employee's CSRS contributions.

The Thrift Savings Plan (TSP) is a retirement savings and investment plan for Federal employees and members of the uniformed services, including the Ready Reserve. It was established by Congress in the Federal Employees' Retirement System Act of 1986 and offers the same types of savings and tax benefits that many private corporations offer their employees under 401(k) plans. The TSP is a defined contribution plan, meaning that the retirement income you receive from your TSP account will depend on how much you (and your agency, if you are eligible to receive agency contributions) put into your account during your working years and the earnings accumulated over that time. To enroll in the TSP, please complete form TSP-1. Other TSP forms: Designation of Beneficiary, TSP-3; Transfer of Information Between Agencies, TSP-19.

Flexible Spending Account - If you are an eligible, newly hired employee and wish to participate in FSAFEDS, you must enroll within 60 days of your actual start date. You must complete your election(s) at the time you begin your enrollment. Your election(s) will become effective the day following acceptance of your enrollment. If you enroll during Open Season, your election(s) will not be effective until January 1 of the new Benefit Period. You cannot enroll on, or after, October 1 of any Benefit Period.

Long Term Care Insurance - Long term care is care that you need if you can no longer perform everyday tasks (activities of daily living) by yourself due to a chronic illness, injury, disability or the aging process. Long term care includes the supervision you might need due to a severe cognitive impairment (such as Alzheimer's disease). Long term care isn't intended to cure you. It is chronic care that you might need for the rest of your life. This care can span years and can be expensive depending on the type of care you need and location where that care is received. Long term care insurance is one way of helping to pay for these expenses.

Federal Employees Dental/Vision Program (FEDVIP) - This Program allows dental insurance and vision insurance to be purchased on a group basis which means competitive premiums and no pre-existing condition limitations. Premiums for enrolled Federal and Postal employees are withheld from salary on a pre-tax basis. Enrollment for FEDVIP is administered through BENEFEDS.

Work/Life Balance - Workers spend on average, 200 hours per month at work, and keeping a healthy work-life balance is essential. The Department of Energy provides support and assistance to DOE employees through a variety of programs and resources geared toward enhancing their mental and physical well-being. Wellness programs include: Accommodations, the Employee Assistance Program (EAP), Fitness Center re-imbursement, Flexiplace/Telework, and Alternate work schedules. The EMCBC Procedures on DOE-Flex (Telework) provides specific information on applying for telework at the EM Consolidated Business Center.

Employee Assistance Programs (EAPs) - EAPs are worksite-based programs and/or resources designed to benefit both employers and employees. EAPs help businesses and organizations address productivity issues by helping employees identify and resolve personal concerns that affect job performance. Through prevention, identification, and resolution of these issues, EAPs enhance employee and workplace effectiveness and are a vital tool for maintaining and improving worker health and productivity, retaining valued employees, and returning employees to work after illnesses or injuries.

Other Benefits offered to Federal Employees:
Office of Workers' Compensation Programs (OWCP) - The Mission of the OWCP is to protect the interests of workers who are injured or become ill on the job, their families and their employers by making timely, appropriate, and accurate decisions on claims, providing prompt payment of benefits and helping injured workers return to gainful work as early as is feasible.

Transportation Subsidy Benefit (TSB) Program - Federal Employees committed to using mass transportation for their home to work to home commute, are eligible to receive the Federal transit benefit.

Electronic Personnel File (eOPF) - Provides electronic, Web-enabled access for all Federal Agency Staff members to view their personnel documents. All employees are able to view their own OPF through the eOPF system. eOPF provided enhances accuracy, portability and security of personnel records; provides increased employee awareness and accountability. Access to eOPF is available through the Employee Self Service site, which you will have access to within the first couple of weeks of employment.

Annual and Sick Leave Accrual - Federal Employees earn Annual Leave at the rate between 4 and 8 hours each pay period, depending on the number of years in service. Additionally, Federal employees earn 4 hours of Sick Leave each pay period. For additional information, please review DOE Order 332.1c, Pay and Leave Administration and Hours of Duty. If you are transferring from another Federal Agency, please bring a copy of your last Leave and Earnings Statement verifying any leave balances to be transferred.

Forms Specific to DOE, EM CBC
EMCBC Travel Card Application
Ten Digit Organizational Code
Traveler information for CONCUR
DOE GC-203, Agreement Covering Discoveries, Inventions, and Improvements
Information Resource Management (IRM) Rules of Behavior
Local City Tax Form (Cincinnati)