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Department of Defense (Do. D) Hawaii National Guard (HING) Report Tile Welcome to In-Processing 2015
Aloha & Welcome • The Human Resources Officer is Col Brian Buhler • Human Resource Office (HRO) Mission Statement is to provide: üPersonnel management, üManpower management, üAnd Administrative support service The HRO office serves as The Adjutant General's (TAG) single point of control for managing and administering the Hawaii Army National Guard and the Hawaii Air National Guard Federal full-time personnel programs. Lets proceed with processing you into this great organization!!
Completing Your Forms • It is VERY IMPORTANT that you complete your forms as accurately as possible; failure to follow proceeding instructions could affect the timeliness of processing your packet. • Ensure you have the following documents (refer to checklist): • • • • Form I-9 • Any pertinent documents listed on “List of Acceptable Documents” listed in column Form OF-306 Form SF-144 Condition of Employment-Excepted Service Memorandum of Understanding-Temporary Appointment Fast Start Direct Deposit with Bank Information Form W-4 Form HW-4 SF 181 SF 256 Employee Educational Data Form + Attachment 1 & 2 TRS and FEHB Acknowledgement Form Notification to HIANG/HIARNG Temporary Technicians Regarding Eligibility for Federal Employees Health Benefits (FEHB) SF 61 (Signed with your Full Name DD 214 s and/or orders (Prior Federal Service, Title 10 Service)
Here We Go!!!
HING (Do. D) Participates in E-VERIFY • E-Verify is an Internet-based system that allows participating employers to electronically verify the employment eligibility of their newly hired employees. • Complete your forms as accurately to prevent delays. • The I-9 will help us in verifying your employment eligibility.
Form I-9 PURPOSE: • To document that each new employee (citizen & non-citizen) hired after Nov. 06, 1986 is authorized to work in the United States. • If he/she is unable to present the required official documents within “three business days” from the date employment begins, then a receipt must be presented for the application of the documents. • If documents/receipt is not presented within three business days from date employment begins, then “employment is subject to be terminated. ”
If you don’t have a passport, Use List B AND List C for required documents.
Verifying Your SF-52 Please verify all information; Slide 10 will help you verify Box 24 and slide 11 will help you verify Box 37: Box 1. Name Box 2. Social Security Number Box 3. Date of Birth Box 4. Effective Date Box 15 -22. Position Title; Pay, Grade, & Step; and Location of Position Box 23. Veteran’s Preference Box 24. Tenure Box 27. Life Insurance Code (FEGLI) Box 30. Retirement Code Box 37. Bargaining Unit Status
Verify Your SF-52 (cont’d) Tenure Refer to Box 24 on your SF-52 (Request for Personnel Action) Defined: The period of time an employee may reasonably expect to serve under an appointment. Your SF-52 Box 24 should have “Group 0” (Temporary Status) • Group 0= Temporary status with a “not to exceed date”. üMay not received an advance written notice prior to release, üDo not have appeal rights REFER to you National Guard Technician Handbook: http: //dod. hawaii. gov/hro/files/2014/01/Technician-Handbook-2015. pdf
Verify Your SF-52 (cont’d) Union P. O. C. Refer to Box 37 on your SF-52 (Request for Personnel Action) • Eligible to join the union if your bargaining status code in item 37. on your SF- 52 states one of the following: § NG 5026 (Army National Guard, Honolulu, HI) § NG 5027 (Air National Guard, 169 ACWS OLAA, Kokee AFS, Waimea, HI) § NG 5028 (Air National Guard, Joint Base Pearl Harbor-Hickam, HI) § NG 5029 (Air National Guard, 297 Air Traf Ctrl, Kapolei, HI) • Contact for copies of Union contract & enrollment inquiries: TSgt Ivan P. Nac, Chief Steward AFGE, AFL-CIO (Local 1213, District 12) ivan. nacnac. [email protected] af. mil Ph. (808) 448 -7397 Cell Ph. (808) 282 -9279 • Contact for Labor Relation Issues: CPT Lora-Jan Kaonohi Labor Relations Specialist (HRO-M) Lorajan. b. Kaonohi. [email protected] mil Ph. #672 -1247
FORM OF-306 Selective Service Registration: If you are a male born after December 31, 1959, & are at least 18 years of age, Civil service employment law (5 U. S. C. 3328) requires that you must register with the Selective Service System, unless you meet certain exemptions. Registration is the Law! Selective Service #1 -847 -6888 Military Service: Only mark YES in #8 IF YOU HAVE BEEN ON ACTIVE DUTY (AGR, NG Deployments do not count). Ø If “YES, ” then list the branch, dates, and types of discharge. Ø If active duty was training in the Reserves or National Guard, then answer “NO. ”
FORM OF-306 (cont’d) Background Information: If “Yes” for blocks 9 -15, then provide an explanation in block 16. Certifications / Additional Questions: üSign and date 17 a. & 17 b. üRespond to 18 a – 18 C if employed by the Federal Government before.
FORM SF-144 Complete Blocks 1 -4 Block 5. • List prior civilian service. • Include service with the D. C. Government on appointments made before October 1, 1987. Block. 6 • Select yes or no if you have a total of more than 6 months’ absence without pay during any one calendar year. ü If yes, list the information. ü If no, move to the next question. Block. 7 List all uniformed service in any branch of the Armed Forces of the United States, including: üActive duty as a reservist, üActive service in the commissioned corps of the Public Health Service, & üActive service in National Oceanic Atmospheric Administration (NOAA). SIGN and DATE
Condition of Employment and Memorandum of Understanding for Temporary Employees Before you complete the Condition of Employment and Memorandum of Understanding, we’ll give you a brief summary of what Full-Time “Title 32” National Guard Technicians are. • Technician (defined): A Federal civilian employee of the National Guard who occupies a full-time position either as a Dual-Status (DS) or Non-Dual Status (NDS) technician. • Excepted Service: üDual Status: Maintain Military membership in order to maintain civilian position. üNon-Dual Status: Doesn’t require military membership in order to maintain civilian position. Read, print, sign, and date Condition of Employment and Memorandum of Understanding Temporary Appointment (sample found on the next 2 slides)
Sample of Condition of Employment – Excepted Service **Derived from Section 709(f)(1), Title 32, United States Code** • The regulations that govern the employment of National Guard technicians require that membership in an appropriate National Guard Unit is a condition of employment. Sample • Should the employee lose membership for any reason, the employee will be terminated from the FT/PT technician position.
(My Pay) Ø Financial allotments allow you to designate an amount of your pay to be deposited to a financial institution. Direct Deposit Form Ø May have up to “ 8” financial allotments. Ø Allotments do not include charity, insurance, thrift savings, garnishments, union or other organizational dues. SAVINGS BONDS (Allotments): you must have an account with Treasury Direct @ http: //www. treasurydirect. gov/ Once you have an account, you can establish a Dependent Allotment. You will need: Treasury Direct Routing Transit Number & Account Number.
Garnishments (DFAS-Cleveland) Child Support or Alimony Payments: Information on how to start payments can be located at: http: //www. dfas. mil/garnishment/childsupportalimony/startpayment. html 1) You must send DFAS an order from a court or child support enforcement agency (CSEA) that directs the government to pay monies for support or alimony. 2) For child support= contact an attorney or your local child support enforcement agency to obtain an Income Deduction Order or Income Withholding Order. For alimony= contact an attorney to obtain a garnishment. 3) Send the income withholding order or similar document to DFAS at the address or fax number below. You do not need to send the underlying order, (e. g. , a divorce/separation decree). Defense Finance and Accounting Service Cleveland DFAS-HGA/CL P. O. Box 998002 Cleveland, Ohio 44199 -8002 Fax: 877 -622 -5930 (toll-free)
Federal Form W-4 • Complete bottom portion of form, SIGN and DATE
State HW-4 • Complete bottom portion of form, SIGN and DATE
SF 181 Ethnicity & Race Identification Form Complete all fields noted with yellow arrows.
SF 256 Self-Identification of Disability • Complete all fields noted with yellow arrows. • Use Part I and Part II to help you with what code to enter. • If you have no disability CODE: 05, or see “other options” for code.
Employee Educational Data Form RE: You can add in all additional education history into My Biz at anytime. Attachment 1 and 2 can be found on the following slide • Print Last Name, First Name, M. I. & SSN • Education level= Refer to attachment 1. (List only the highest level completed) • Year Graduated= List year, but if using codes 07 -09, leave the year graduated blank. • Instructional Program= Refer to attachment 2. (Select a match or one that closely applies) • Number & Type of Credit Hours= use attachment 1 as a guide if you are unsure. • Type of School & Name of College= enter letter in the box § Note: (B) is for community colleges. § List name of school/college and city & state. • Sign & date.
Employee Educational Data Attachment 1 & 2
TRS and FEHB Acknowledgement Form Per John Warner National Defense Authorization Act for 2007 (P. L. 109 -364) • If your temporary employment has a not to exceed date beyond 90 days, you will be eligible to enroll in FEHB. • Once you are eligible for FEHB, you must notify Tricare to dis-enroll. You cannot have both FEHB and TRS. • Read, print, and sign the TRS and FEHB Acknowledgment Form.
NOTIFICATION TO HIANG/HIARNG TEMPORARY TECHNICIANS REGARDING ELIGIBILITY FOR FEDERAL EMPLOYEES HEALTH BENEFITS (FEHB)
DD 214 s and Orders • Submit your DD 214 s and/or Orders with all amendments to the HRO. • Documents submitted will be regarding Prior Federal Service (SF-50) and DD 214 s/Orders from Title 10 service. At this time, give us at least twenty minutes to Xerox any documents; feel free to take a ten minute break at this time.
Other Great Information on Your Benefits The first part of in processing is complete, the following information lists great information on your benefits.
2015 LEAVE RECORD & PAY • You’ll need to see your respective P. O. C regarding your Time Cards: ü ARMY= See your supervisor to identify your time keeper & alternate? ü AIR= See your supervisor for “ATAAPS” training: Ø Training is every first Thursday of the month Ø 0900 – 1100 @ the 154 CPTF Training Room • You can access MYPAY website to access your Leave and Earnings Statement. ü https: //mypay. dfas. mil • Reminder: You are responsible for reviewing and verifying your leave & earnings statement (LES) to ensure that your pay, deductions, and leave balances are accurate. • Report any discrepancies to your supervisor to get the most up to date information on who to contact in regards to pay discrepancies. Downloads: • i. Phone • Blackberry • Android
2015 LEAVE RECORD http: //www. geico. com/about/mobile-apps/federal-leave-record/ • Annual Leave Accrual: § 1 -3 years: § 3 -15 years: 4 hours per pay period 6 hours per pay period 10 hours last pay period § Over 15 yrs: 8 hours per pay period § 90 day waiting period before Temps can use annual leave § Max carry over is 240 hours year end. • Military Leave Accrual: (Temps not eligible) § 120 hrs Military Leave per FY § Max carry over is 240 hours year end. § Leave might not show on your LES until you use it for the first time. • COLA & Locality Pay (GS Employees): § 12. 25% COLA and 16. 51% Locality • PAY DAYS: § AIR FORCE: 6 -day pay lag § ARMY: 12 -day pay lag Downloads: • i. Phone • Blackberry • Android
Military One-Source • FREE service provided by the Department of Defense for active-duty, Guard, and Reserve service members and their families. • The information you provide to counselors is kept confidential, except to meet legal obligations or to prevent harm to self or others. • Counseling Options: ü Face-to-Face Counseling, Telephone Counseling & Online Counseling ü Financial Counseling ü Legal Counseling ü Health and Wellness Coaching • Offers: § Consultation, research, and referrals, § Interpretation and translation (more than 140 languages) for immediate family members, and § Educational materials available on-line. • TTY/TDD accessible: 1 -866 -607 -6794
Employment Outside HING If you have employment outside of what your are currently being in processed for, it must be approved by the Adjutant General using the following guidance.
PT POLICY NGHI-HRO Memorandum 2011 -02 IMPORTANT: Must sign this agreement BEFORE performing your 1 st PT session.
PT POLICY (cont’d) SIGN OUT & IN SHEET IMPORTANT: 1. YOU must sign out and in from every PT session. 2. You cannot attach your PT to a lunch period. Lunch periods are not covered. 3. Failure to sign in and out is considered “non-compliance” with the policy, & your claim could be denied. 4. Please use the “Buddy System. ” Advise at least one person of your whereabouts. 5. Mgmt has the right to re-schedule the time any PT is performed due to mission requirements.
CA-11 When Injured at Work Information Guide • Injury on the job program. • YOU ARE RESPONSIBLE TO: Advise your supervisor “immediately” of ALL injuries. • Get medical attention if needed. • If injured on drill weekend – do not file claim on the civilian side. Must file on the military side – Line Of Duty (LOD) injury. • PT Policy – Sign & out sheets!
CA-11 (PG. 2) When Injured at Work Information Guide IMPORTANT: Give a copy of this form to your family in case death should occur. Family is entitled to benefits!
Financial Allotments (My Pay) • Financial allotments allow you to designate an amount of your pay to be deposited to a financial institution. • Account types: may have up to “ 8” financial allotments. • Savings • Checking • Allotments do not include charity, insurance, thrift savings, garnishments, union or other organizational dues. • SAVINGS BOND Allotments: you must have an account with Treasury. Direct. http: //www. treasurydirect. gov/ • Once you have an account, you can establish a Dependent Allotment. • You will need: Treasury. Direct Routing Transit Number & Account Number. • Warning: Court/support agencies require a case number for payment transactions. üMust see your service local payroll representative or contact DFAS -CLEVELAND to start any court ordered child/alimony support payments. üHRO can provide you with the contact information.
Self-Service HR: My Biz and My Workplace
My Biz • My Biz is a web-based Self-Service HR module that grants access to your official personnel information. My Biz allows you to: • View & update your personnel information 24/7 from your workstation. • Employees & supervisors to review or print a copy of an SF-50 (Personnel action). • Employees, Managers and Supervisors to establish performance plans, provide feedback, and appraise employee performance.
Review Your Personnel Information My Biz allows you to VIEW information related to your employment and verify its accuracy. • • Appointment Position Personal Salary Benefits Awards and Bonuses Performance
Update Your Information Selecting Update My Information from the My Biz Home Page permits you to update certain personal information. • • • Phone Number Email Address Disability Codes Race and National Origin (Ethnicity and Race Identification) Foreign Language Proficiency Education & Certificates and Training
What is a Flexible Spending Account? • What is FSAFEDS? ü It's an account where you contribute money from your salary BEFORE taxes are withheld then get reimbursed for your out-of-pocket health care & dependent care expenses. ü Gives you an immediate discount on these expenses that equals the taxes you would otherwise pay on that money. • In Other Words: ü You can reduce your taxes, and ü Get more for your money by saving from 20% to more than 40% you would normally pay for out-of-pocket expenses with after-tax (as opposed to taxed) dollars. • DRAWBACK: “USE IT OR LOSE IT RULE” • Dependent Care Flexible Spending Account (DCFSA)– This moneysaver reimburses eligible day care expenses (non-medical) for: üYour children under age 13, and üYour “claimed tax dependents” of any age who are incapable of care.
How Does an FSA Work? • FIRST= Calculate your annual election: ü Maximum= $5, 000 per account , ü Minimum= $250 per account, and ü Household limit for DCFSA= $5, 000 ($2, 500 if married & file separately). • SECOND= Enroll in the Program: ü Election is deducted in installments called allotments, ü Allotments are spread evenly for 27 pay periods in 2012. • THIRD= File your claim for reimbursement: ü Fax/mail your claim form with copies of the receipts to FSAFEDS, ü Approx. 5 -7 business days to receive your funds through direct deposit, ü If participating in “paperless reimbursement” then FEHB & FEDVIP plans automatically forwards your claims weekly (daily if BCBS plan). • FOURTH= Keep track of your account (on-line): ü Check your account status, balance, claim info. , reimbursements ü www. FSAFEDS. com and click “My account Summary, ” or ü Call 1 -877 -FSAFEDS (372 -3337) for automated info.
How to Enroll & 2013 Deadlines • New and newly eligible employees who wish to enroll in this program must do so within 60 days after they become eligible, but before October 1 st of the calendar year. • Can enroll in FSAFEDS each year during: • Federal Benefits Open Season (the November/December timeframe). • Open Season enrollments are effective January 1 of the following year. • Current enrollees must remember to enroll each year to continue participation. • Enrollment does NOT carry forward year to year. • Time to Incur Claims: (2013 Benefit Period) • January 1, 2013 through March 15, 2014 to incur eligible expenses. • Claims Deadline: • You must submit claims for eligible expenses incurred during the 2012 Benefit Period on or before April 30, 2014.
What is Long Term Care? • Long term care insurance is a smart way to protect your income & assets and remain financially independent should you need long term care services. • Long term care is personal care & other related services provided on an extended basis to: § When an individual can no longer perform everyday tasks (activities of daily living) on his/her own due to: – Chronic illness, – Injury, – Disability, or – Aging process. § People who need supervision due to a severe cognitive impairment, such as Alzheimer’s disease. • LTC insurance helps you pay for long term care services such as: • Home care, • Adult day care center, • Assisted living facility, or • Nursing home.
What to consider? • In most cases, long term care expenses are not covered by traditional medical insurance plans such as: • Federal Employees Health Benefits (FEHB) Program, • TRICARE, and TRICARE For Life, or • Disability income insurance. – Health care plans may cover some of the skilled medical services you may need when you can't care for yourself after an illness or injury, but usually for a limited period and only as long as you are showing improvement. • Most employees must be eligible for the FEHB Program in order to apply for coverage under the FLTCIP. • It does not matter if you are actually enrolled in FEHB - eligibility is the key!
How to Enroll? • New change: Same-sex domestic partners of eligible Federal and U. S. Postal Service employees and annuitants can apply for coverage under the Federal Long Term Care Insurance Program (FLTCIP) as qualified relatives. • Apply within the first 60 days of hire/eligibility so you may use the Abbreviated Underwriting Application. • After 60 days, applicants must use the Full Underwriting Application, which requires you to answer more health-related. It may also include a review of your medical records & an interview with a nurse. • Coverage will begin on the first day of the month after an application is approved, and premiums will be based on the enrollee's age and option selected. • Must enroll through FLTCIP on-line: • Phone: 1 -800 -582 -3337 (1 -800 -LTC-FEDS) • www. LTCFEDS. com & TTY 1 -800 -843 -3557 • Premium is payroll deduction. • Note: Certain medical conditions, or combinations of conditions, will prevent some people from being approved for coverage. You must apply to find out if you are eligible to enroll.
NG Technician Handbook Rev. August 2015 HOT TOPICS • Chapter 2= Excepted Service • Chapter 4= Pay Administration • Chapter 6= Absence & Leave • Chapter 12= USERRA
Name Changes? ? • Supervisor must submit a name change (Form SF 52) before the name can be changed in the system. • All suffixes must be legal or a suffix cannot be used. • Must notify HRO of any legal name changes within 60 days of a legal change.
Appointment Affidavits (SF-61) • Position to which appointed (your job title found on Position description) • Date appointed (start date) • Dept of Agency ( HI AIR or HI ARMY National Guard) • Bureau (TAG, Hawaii) • Signature of Appointee (your full name signature) • Must sign your full name (first, middle & last). • No initials & no scratch-outs!
HRO Services Section – Who To Contact http: //hawaii. gov/dod/staff-offices/hro ØPh # 672 -1006 AND Fax # 672 -1225 Option 1= Personnel Officer (HRO) Option 2= Classification & Staffing Section Option 3= Benefits, Training, Appraisals & Awards Option 4= AGR Branch Option 5= Other inquiries IN-PROCESSING & BENEFITS & USERRA INQUIRIES: • SPC Stephen K. D. Sylvester (# 672 -1236) • Human Resources Assistant (Assist technicians with last names: • stephen. k. sylvester. [email protected] mil & stephen. [email protected] af. mil • SPC Charla L. Quiambao(# 672 -1781) • Human Resources Assistant (Assist technicians with last names: • charla. l. quiambao. [email protected] mil & charla. [email protected] af. mil A-K) L-Z)