This page has been set up as a checklist for the Administrative Person/Supervisor who will be guiding the new employee through the New Employee Orientation.

The following is a list of items that need to be completed by your new employee and the timeframes in which to complete them. For your convenience, you may want to print this page and check off the items below as your new employee completes them.

To Do - Checklist
First day of Employment

Start Orientation for new employee at the Welcome to USDA button.

Continue the orientation by opening "On Your First Day" at the top of the screen or by using the continue link at the bottom of the page

Employee completes the following forms and returns them to you after reviewing/signing them

Review and complete the I-9 (PDF; 488Kb) (as the Employer), and sign the SF-61 (PDF; 41Kb) (as the Officer). Review and complete the remaining portion of the employee's AD-1197 (PDF; 751Kb) form (Instructions (PDF; 43Kb)) and make copies of the two supporting identity source documents (one being a PHOTO ID). Sponsor Information should be completed by designated administrative official or supervisor.

Provide employee with two (2) SF-87 Fingerprint cards and instruct them where they can go to have them administered.

Complete the HRO AD-1197 Supplemental Form (PDF; 44Kb) and attach all supporting documents as instructed. These must all be sent with the employee's new hire appointment paperwork to Human Resources. Timely receipt of these forms is required for employment suitability and background investigation checks.

A copy of the AD-1197 (PDF; 751Kb) form and copies of the two supporting identity source documents should also be forwarded to your Agency's designated official for issuing a "provisional" ID Badge, whenever necessary.

If you need more information on Personnel Security function or process please visit our web page.

Ensure that all necessary forms are completed and signed.  Send to HR Minneapolis within 3 days, using HRO Form 444c, Personnel Document Transmittal Form (PDF; 330Kb).  Click here for your Servicing Processing Associate (PDF; 10Kb).

Employee Benefits Checklist

If the employee is eligible for benefits (PDF; 27Kb), continue the orientation at "Employee Benefits" button.

The employee must complete the SF-2817, Life Insurance Election (PDF;27Kb), and send it to Human Resources* so that it is received within 31 days of appointment, even if the employee is electing Basic coverage only.

The employee must complete the SF-2809, Health Benefits Registration form (http://www.opm.gov/forms/html/sf.asp), and send it to Human Resources* so that it is received within 60 days of appointment, even if the employee is electing not to enroll. 

If the employee chooses to contribute to the Thrift Savings Plan, the TSP-1 (PDF; 29Kb) form must be forwarded to Human Resources.

If the employee is age 50 or older, and meets the criteria for Thrift Savings Plan catch-up contributions, the TSP-1-C (PDF; 36Kb) may be submitted to Human Resources at any time.

If the employee chooses to participate in the Federal Dental and/or Vision Insurance Program, the employee must enroll directly at https://www.BENEFEDS.com within 60 days of appointment.

If the employee chooses to participate in Flexible Spending Accounts, the employee must enroll directly with the plan administrator within 60 days of the appointment.

If the employee chooses to participate in Long Term Care Insurance, the employee must enroll directly with the plan administrator within 60 days of the appointment.

If the employee chooses to submit Designation of Beneficiary forms, mail the forms to the receiving offices as each form indicates.

Contact the servicing Benefits Specialist if there are any questions on employee benefits.

Use HRO Form 444d (PDF; 53Kb) to transmit benefits forms to Human Resources/Benefits.  Don't hold any benefits forms.  The effective date of benefits forms depends on timely receipt in the Human Resources/Benefits office.
 

First month of Employment

Continue the orientation at "During Your First Month".

Employee should be given the opportunity to review all of the documents.

Agricultural Marketing Service (AMS) Supervisors only:

In addition to the above, follow AMS Directive 4410.1 - http://www.ams.usda.gov/issuances/4410-1.pdf (PDF; 137Kb), New Employee Orientation, and complete the AMS-453 - http://www.ams.usda.gov/issuances/AMS-453 (Orientation Checklist)v2.pdf (PDF; 144Kb), AMS Orientation Checklist.