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You will find on this page information and forms that require your completion as a new employee with the Federal Railroad Administration. You should follow the instructions outlined in your offer letter for submitting the documents as the various forms will need to be submitted at various times to different addresses/offices.
Security
Before You Report – Forms that Require Your Completion
Information on Benefits
Security:
Each Federal employee is required
to have a basic background investigation conducted when they are hired by the Federal Government to determine their suitability for employment. The background investigation is called a National Agency Check (NAC) or a National Agency Check with Written Inquiries (NACI). The information that is needed to initiate the background investigation is gathered from job applicants and employees through the use of an automated software program called “Electronic Questionnaires for Investigations Processing” (e-QIP).
You will receive an e-mail providing you with a user ID and password from the U.S. Department of Transportation, Office of Security’s Information Tracking System database in order to access the e-QIP system. You should notify the Office of Human Resource at (202) 493-6110 if you do not receive an email regarding your access to e-QIP within 3 working days of the receipt of your offer letter.
Please read the “Hints for Completing Security Paperwork Using the Electronic Questionnaires for Investigations Processing (e-QIP) System” and the “Quick Reference Guide for e-QIP Applicants” at the link below before accessing the e-QIP secure website at: www.opm.gov/e-qip/
.
For Non-Headquarter Employees Only:
Part of the background investigation includes a fingerprint check. Please read the “Fingerprinting Instructions” at the link below. You must print and complete the Fingerprint Card and take it to your local police department for fingerprinting before the first day of employment. Your police department may require you to make an appointment to be fingerprinted and it is recommended that you call to check their procedures. Bring the completed Fingerprint Card with you on your first day of employment.
NOTE: If you are transferring from another Federal agency you will be notified if you need to complete the e-QIP process based on information we receive from your prior agency.
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Before You Report - Forms that Require Your Completion:
Here you will find information and links necessary for us to process your appointment, for you to receive your first paycheck, and for you to finalize legal documents for Federal employment with FRA.
Required Actions
A. You must complete the I-9, Employment Eligibility Verification Form AND
provide one document from List A OR one document from List B plus
one from List C as proof of eligibility. These documents must be brought with you on your first day.
B. Complete the forms as instructed below and bring the printed forms with you on your first day of employment.
1. Appointment Affidavits (SF-61)
Purpose:
This form is used on your first day of work when you take the Oath of Office. This form is NOT to be completed until you are sworn in.
Instructions:
Print one copy. Bring this blank form with you on your first day. DO NOT COMPLETE. After you are sworn in, you will sign and date the affidavit.
2. Confidential Financial Disclosure Report, SF-450
Purpose:
This form is required by employees occupying certain positions to ascertain that they avoid involvement in real or apparent conflicts of interest.
Instructions:
Follow the instructions in Mr. Gareth Rosenau’s, Senior Attorney, memorandum dated January 2009 for obtaining and completing the Confidential Financial Disclosure Report, SF-450
.
3. Declaration of Federal Employment (OF-306)
Purpose:
This form is used to determine your suitability for Federal employment.
Instructions:
Read and complete the form. Print one copy and sign the form as an applicant in block 17a. You will sign this form again on the day you report as the appointee in block 17b; however, DO NOT sign in block 17b at this time.
NOTE:
A false statement on any part of this form may be grounds for not hiring you or for firing you after you begin work. You may also be punished by a fine or imprisonment.
4. DOT IT Rules of Behavior Form
Purpose:
This form is used to certify that you have read the U.S. Department of Transportation (DOT) Information System Responsibilities and Rules of Behavior for Users, Account Administrators and System Operators Policy.
Instructions:
Read the DOT policy and the FRA IT User Access Authorization Form. Print one copy of the FRA IT User Access Authorization Form and sign the form. (You may wish to print the DOT policy for your records.)
5. Employee Information Form (DOT-2730.2)
Purpose:
This form is used to ensure we have your bank account information for direct deposit of your paycheck as well as your correct address for mailing documents, such as a W-2, Wage and Tax Statement, and other notifications concerning Thrift Savings Plan, retirement and benefits.
Instructions:
Read and complete the form. In Section 1, the “Operating Administration” is the Federal Railroad Administration. Print one copy and sign the form.
NOTE:
The form consists of 4 pages: 3 duplicate pages and one page of instructions. Only one page of the completed form is required.
6. Employee Locator Card (FRA-66)
Purpose:
The information provided on this form is used to identify the person(s) you want notified in case of an emergency. This information may also be used to contact you at home, if needed.
Instructions:
Read and complete the form. Print one copy and sign the form.
7. Employment Eligibility Verification (I-9)
Purpose:
This form is used to verify your citizenship and eligibility to work in the United States .
Instructions:
Complete Section 1. Print one copy and sign the form. Then, on your first day of work, provide one document from List A OR one document from List B PLUS one from List C as stated on the form. These documents will provide sufficient proof of citizenship.
8. Ethnicity and Race Identification (SF-181)
Purpose:
This form is used to collect statistical information on the composition of the FRA workforce. Completion of this form is optional. However, if you do not complete this form, FRA will attempt to identify your race and national origin by visual perception.
Instructions:
Read and complete the form as appropriate. Print one copy and sign the form.
9. Form W-4, Employee's Withholding Allowance Certificate
Purpose:
This form is required by the IRS and is used to determine the correct amount of Federal income tax to be withheld from your biweekly earnings based on the number of exemptions that you claim.
Instructions:
Step 1: You may use the Personal Allowances Worksheet to help you determine the number of withholding allowances that you are entitled to claim. Use of the worksheet is optional. Step 2: Fill out the W4 Form and print one copy. Step 3: Sign and date.
10. GOVTRIP New User Request Form
Purpose:
GOVTRIP is the Department of Transportation’s travel authorization system. FRA employees will have a need to be reimbursed for travel expenses, whether for local training travel expenses or frequent mission related travel. This form is used to set-up access to the GOVTRIP system.
Instructions:
Read and complete the form. You may leave the email, routing symbol and work number blank, unless this information has already been provided to you. Print one copy.
11. Identification Card/Credential Application (DOT 1681)
(non fillable)
Purpose:
This form is mandatory in order to receive DOT identification media.
Instructions:
Complete the following areas of the form - Applicant Data and Applicant Signature. Print one copy and sign the form.
NOTE:
Do not complete Applicant’s Acknowledgement Receipt. Headquarters employees will be asked to sign this area upon receipt of the ID Card from the Office of Security. Field employees are not required to sign this block because your ID Card/Credentials will be Federal Expressed from Headquarters to your Regional Office.
12. Self Identification of Reportable Handicap (SF-256)
(non fillable)
Purpose:
This form is used to collect statistical information in aggregate for agency reports on hiring, placement, and advancement of handicapped individuals. Information is not reported by individual. Completion of this form is optional unless you are being hired as a person with a disability under a Schedule A appointment in the Excepted Service.
Instructions:
Complete the requested personal information at the top of the form and indicate the appropriate code. Print one copy and sign the form.
13. State Withholding Exemption Certificate
(Click on link-Select your State-Search for Employee's Withholding Exemption Certificate.)
Purpose:
This form may be required by your State/Commonwealth/District of Columbia to determine the correct amount of income tax to be withheld from your biweekly earnings based on the number of exemptions that you claim.
Instructions:
Follow the instructions as outlined on the Exemption Certificate. Print one copy and sign the form. Exemption Certificates for DC, MD and VA can be found at the links below.
DC Tax Form, D-4
(non fillable)
DC Non Residence Tax Form, D-4A
(non fillable)
Maryland Tax Form, MW-507
Virginia Tax Form, VA-4
(non fillable)
14. Statement of Education Form
Purpose:
This form is used to document your education level in the U.S. Office of Personnel Management, Civilian Personnel Data File (CPDF). The CPDF is used to provide statistical information for Federal agencies and the public.
Instructions:
Read and complete the form using the codes provided. Print only the certification page and sign the form.
15. Statement of Prior Federal Service (SF-144)
Purpose:
This form is used to determine and record prior Federal service that may be creditable for accrual of annual leave and for reduction-in-force retention purposes.
Instructions:
Completion of this form is voluntary. If completed, print one copy and sign the form.
16. Travel Direct Deposit Form (FRA-139)
Purpose:
Travel expenses are reimbursed to you via electronic funds transfer to the financial institution you designate. This form is used for you to provide information on your financial institution for reimbursement of travel expenses. All payments must be made by direct deposit.
Instructions:
Read and complete the form. Print one copy and sign the form.
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Information on Benefits:
Transferring Employees:
FRA will obtain benefit information from your prior employing agency on retirement, thrift savings plan, health insurance, life insurance and leave. If you carry supplemental dental/vision benefits, flexible spending accounts, or long term care insurance, it is your responsibility to contact the program directly to advise them of your employment change. If you have any questions regarding your benefits, please contact Yvonne Inman, Human Resources Specialist at (202) 493-6122 or (202) 493-6110.
New Federal Employees:
As a new permanent Federal employee you are eligible for retirement, health insurance, life insurance, supplemental dental/vision benefits, flexible spending accounts, long term care insurance, and leave accrual. You will find information, brochures, premiums, and forms on these benefits at: http://www.opm.gov/insure/new_employ/index.asp
.
New employees have a specific period of time to enroll for benefits as provided at the link above and as outlined below. Failure to enroll within the stated timeframes may significantly delay benefits or require a third-party approval process. If you have any questions about your benefits, please contact Yvonne Inman, Human Resources Specialist at (202) 493-6122 or (202) 493-6110.
Health Insurance
– New employees have 60 days from their entrance on duty date to submit the Health Benefits Election Form (SF-2809)
. This form is submitted to the Office of Human Resources. Coverage is not effective until the beginning of the pay period AFTER receipt of the Health Benefits Election Form by the Office of Human Resources. You will find information, brochures and forms on health insurance at: http://www.opm.gov/insure/new_employ/index.asp?ProgramId=1
.
Life Insurance
– New employees have 31 days from their entrance on duty date to submit the Life Insurance Election Form (SF-2817)
to elect any Optional Coverage. You are automatically covered for Basic Life unless you complete the Election Form to waive coverage. This form is submitted to the Office of Human Resources. You will find information, brochures and forms on life insurance at: http://www.opm.gov/insure/new_employ/index.asp?ProgramId=4
.
Dental/Vision
– New employees have 60 days from their entrance on duty date to enroll at www.BENEFEDS.com
or by calling (877) 888-3337. You will find information, brochures and forms on dental/vision insurance at:
Dental - http://www.opm.gov/insure/new_employ/index.asp?ProgramId=2
Vision - http://www.opm.gov/insure/new_employ/index.asp?ProgramId=3
.
Flexible Spending Accounts
– New employees have 60 days from their entrance on duty date or until September 30 of the plan year to enroll at www.FSAFEDS.com
or by calling (877) 372-3337. You will find information, brochures and forms on flexible spending accounts at: http://www.opm.gov/insure/new_employ/index.asp?ProgramId=5
.
Long Term Care Insurance
– New employees have 60 days from their entrance on duty date to apply using the abbreviated underwriting application with only a few health-related questions. You can read more information about long term care insurance, and apply for it, at www.ltcfeds.com
You will find information, brochures and forms on long term care insurance at: http://www.opm.gov/insure/new_employ/index.asp?ProgramId=6
.
Thrift Savings Plan (TSP)
– Is similar to “401(k)” plans available to many private sector employees. The purpose of the TSP is to give you the ability to participate in a long-term savings and investment plan, and is the 3rd tier of the Federal Employees Retirement System (FERS). You can begin making contributions at any time by completing a TSP Election Form, TSP-1
(not fillable). TSP includes an automatic agency contribution equal to 1% of your basic pay that begins once you complete the waiting period and there are matching contributions on the first five percent of pay that you contribute each pay period. Refer to the TSP Summary Booklet at http://www.tsp.gov/forms/tspbk08.pdf
for additional information. You will find information, brochures and forms on thrift savings plan at: http://www.tsp.gov/
.
Beneficiary Forms
If you die as a Federal employee, payments will be made in the “Order of Precedence” as set by law or in accordance with your most recent beneficiary form. Please visit http://www.opm.gov/insure/health/enrollment/new_employees.asp#
for information on beneficiary forms and the particular order set by law for the different types of payments. For your convenience we have posted the beneficiary forms here:
Unpaid Compensation Beneficiary Form (SF-1152)
Life Insurance Beneficiary Form (SF-2823)
Thrift Savings Plan Beneficiary Form (TSP-3)
(non fillable)
Federal Employees Retirement System (FERS) Beneficiary Form (SF-3102)
Civil Service Retirement System (CSRS) Beneficiary Form (SF-2808)
Completed beneficiary forms should be submitted to the Office of Human Resources, with the exception of the Thrift Savings Plan (TSP) Beneficiary Form, which should be mailed directly to TSP at the address listed on the form.
It is your responsibility to keep these forms up to date. This is especially important after any significant life event, such as marriage, divorce, death, birth of a child, etc.
Transit Benefits
FRA employees that use mass transit and carpools to commute to work are eligible for transit benefits. Before receiving transit benefits, employees must complete a “Transit Benefits Integrity Awareness Training” course on DOT’s electronic Learning Management System (eLMS) The eLMS is an internal system and cannot be accessed until you are actually on board as an employee of the FRA. If you have any questions on eLMS training, please contact Kevin Bondesen on (202) 493-6124. Questions on transit benefits should be directed to Emma Anderson on (202) 493-6156.
Federal Holidays
- There are 10 Federal holidays:
New Years Day, January 1
Birthday of Martin Luther King, Jr., 3rd Monday in January
Washington's Birthday, 3rd Monday in February
Memorial Day, last Monday in May
Independence Day, July 4
Labor Day, 1st Monday in September
Columbus Day, 2nd Monday in October
Veterans Day, November 11
Thanksgiving Day, 4th Thursday in November
Christmas Day, December 25
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