DOI New Employee Onboarding Checklist

U.S. Department of the Interior Protecting America's Great Outdoors and Powering the Future

NEW EMPLOYEE ONBOARDING CHECKLIST

U.S. Department of the Interior (DOI) Welcome! We are so happy you made DOI your employer of choice! As part of the new employee onboarding process, this checklist was created to assist you throughout your first year as a new employee with DOI. Using the checklist and accessing the helpful links in this document will assist you through the entire onboarding process. Every Friday, our Secretary’s office sends all DOI employees “This Week at Interior” emails which highlight the important, exciting, and fulfilling work we do—be on the lookout for these emails!

Key Websites U.S. Department of the Interior https://www.doi.gov Department of the Interior—For Employees https://www.doi.gov/employees My DOI Career https://www.doi.gov/careers Training & Performance Management https://www.doi.gov/doitalent Leave and Earnings Statement http://www.employeeexpress.gov Interior Business Center (IBC) Payroll https://www.doi.gov/ibc/services/human-resources/payroll-operations DOI Customer Support Center (CSC) IT https://www.doi.gov/ocio/customers/csc; https://itsupport.doi.gov/ Quicktime Time & Attendance (Pulse Secure) https://qtime.ibc.doi.gov/1534/qtime1534/login Quicktime Time & Attendance (Web access) https://apps.doi.gov/dana-na/auth/url_75/welcome.cgi

Your Federal Benefits Pay & Compensation Federal Employee Compensation Package Health & Life Insurance http://www.opm.gov/insure Retirement Planning http://www.opm.gov/retire Thrift Savings Plan (TSP) http://www.tsp.gov Flexible Spending Account http://www.fsafeds.com Dental & Vision Insurance http://www.benefeds.com Long Term Care Insurance http://www.ltcfeds.com Employee Benevolent Fund https://www.sambaplans.com/employee-benevolent-fund/ Employee Assistance Program (EAP) https://www.doi.gov/pmb/hr/eap

Human Resources (HR) As a DOI Employee, you will be supported by your servicing Human Resources Office. The Human Resources Office is available to assist you with all human resources and human capital activities such as employee benefits, employee and labor relations, staffing and classification, compensation, HR policy and directives, mandatory departmental training, telework, and more. Your servicing HR specialist in the HR Division is available to answer your questions about the various programs, or you may be referred to the appropriate subject matter expert. If you do not know who your assigned HR Specialist is, you may contact your servicing HR Office.

Employees Assigned to Bargaining Unit Positions Employees assigned to bargaining unit positions are usually covered by a Collective Bargaining Agreement (CBA), which may have different and/or additional procedural requirements and/or changes in conditions of employment. You can determine if your position is in a bargaining unit position by reviewing item 37, Bargaining Unit Status, on your latest Notification of Personnel Action, SF 50. If the code is something other than 7777 or 8888, your position is in a bargaining unit. Contact your servicing HR Specialist (or Union representative) to obtain information on how to obtain a copy of the local CBA, if any, which is applicable to you.

How to Use This Checklist:

This document serves as a list of tasks for you to complete with corresponding timelines. While many of the items listed below are transactional (i.e., completing a form), most items involve having important discussions with your supervisor in order to equip you with the foundational knowledge of the DOI mission, history, culture, and organization. Use this document in partnership with your supervisor and HR to ensure you receive all the necessary and beneficial tools and information. Please note: Some of the links are not accessible outside of the DOI network.

1 Your Name: Enter on Duty (EOD) Date:

Position, Title, Pay Plan, Series, Grade:

Your Supervisor’s Name:

PART I: BEFORE YOUR FIRST DAY • ✓ Task Information and/or Contacts 1 ☐ Review your HR confirmation letter and follow the instructions provided to Servicing HR Office complete your new hire forms. If an initial USA Staffing Onboarding login is USA Staffing New Hire Login provided, use the link accordingly (after your first login, use the direct link). 2 ☐ Schedule an appointment to pick up your DOI identification and building access Servicing HR Office card once you receive an automated email. If you have not received an email within a week of your entrance on duty (EOD) date, contact your servicing HR Office. 3 ☐ Complete Information Management and Technology (IMT) Awareness Training and Servicing HR Office return the Certificate of Completion for the IMT, FISSA and Rules of Behavior DOI Training Streaming Site (Streaming Version) to your servicing HR Office. DI-4002: Rules of Behavior 4 ☐ Complete Permanent Change of Stations (PCS) relocation paperwork, if applicable. Servicing HR Office

PART II: YOUR FIRST DAY • ✓ Task Information and/or Contacts 1 ☐ Arrive at the building at the designated location and time stated in your Address, directions, and room numbers confirmation letter or approved telework site (for remote employees). will be provided in your confirmation letter. 2 ☐ Attend New Employee Orientation either in-person or over the telephone. A New Servicing HR Office Employee Reference Guide will be issued to you by your servicing HR Office. Ensure understanding of position occupied, probationary/trial periods, tenure group, Within-Grade Increases (WGIs), applicable departmental policies and Standard Operating Procedures (SOPs). 3 ☐ Review and complete all new employee onboarding forms and training. If you have Servicing HR Office transferred from another Federal agency, ensure you read the Transfer Employee Benefit’s Responsibility Acknowledgement and take the appropriate action. 4 ☐ Meet with your supervisor and your colleagues. Take a tour of the office with your Supervisor supervisor, or other colleague, to find out where communal office equipment (fax machine, copiers, etc.) and other areas (restrooms, cafeteria, etc.) are located. 5 ☐ Review security and safety procedures for the building, Employee Emergency Supervisor or Colleague Information, inclement weather procedures, and Transit Subsidy Benefit Program Employee Emergency Information (please allow two to three weeks after your EOD date if you are applying for this DOI Weather & Safety Leave benefit). Transit Subsidy Benefit Program

PART III: YOUR FIRST WEEK • ✓ Task Information and/or Contacts 1 ☐ View the DOI YouTube video: People, Land & Water. Visit the DOI website to learn People, Land & Water more about the Agency and review the DOI Strategic Plan for Fiscal Years 2018- DOI Website 2022. DOI Strategic Plan FY 2018-2022 2 ☐ Discuss your specific work schedule, telework (if applicable), lunch breaks, and Supervisor hours of operation with your supervisor. Review the Federal holiday schedule. Federal Holiday Schedule Review and understand how to request leave, overtime, compensatory time, and OPM Leave Administration credit hours with your supervisor. Telework (if applicable)

2 3 ☐ Review and discuss your position description and initial performance standards with Supervisor your supervisor. In addition, review the Non-SES Performance Management Toolbox Non-SES Performance Management to learn more about the Employee Performance Appraisal Plan (EPAP). Toolbox 4 ☐ Review Personnel Bulletin (PB) 18-01—Prevention and Elimination of Harassing PB 18-01 Conduct and Whistleblower Protection. Additionally, familiarize yourself with the Know Your Rights When Reporting Wrongs Prohibited Personnel Practices (PPPs). Your Rights as a Federal Employee-PPPs

5 ☐ Work with your supervisor and IT Department to set up IT equipment and Supervisor any supply needs. DOI Customer Support Center 6 ☐ Review DOI Remote Access VPN, Office 365 SharePoint Training, and Evolve 365 DOI Remote Pathways (Office 365 and Microsoft technologies training). DOI Application Access 7 ☐ Review available resources regarding The Conflict Resolution (CORE) PLUS To use the CORE PLUS services you program, which is voluntary and provides impartial and confidential assistance to any may contact the Office of DOI employee seeking to improve or resolve a workplace issue or concern. CORE Collaborative Action and Dispute PLUS is for all levels of employees and managers including bargaining unit Resolution (CADR) or your servicing employees, when the union elects to participate. HR Specialist. 8 ☐ Review the Employee Assistance Program (EAP), ESPYR. To access the site, enter ESPYR the following password: interioreap 9 ☐ Explore the DOI Federal Credit Union Membership opportunity available to you. Interior Federal Credit Union 10 ☐ Explore how to report injuries at work and the Workers’ Compensation Workers’ Compensation Program Program (OWCP). 11 ☐ Meet with your supervisor at the end of the week to discuss your first week (any Supervisor surprises, challenges, suggestions, etc.) and how to prepare for the next week.

PART IV: YOUR FIRST MONTH • ✓ Task Information and/or Contacts 1 ☐ Meet with your supervisor to discuss and develop your employee performance Supervisor appraisal plan (EPAP) and Individual Development Plan (IDP). Make sure you DOI Careers receive a copy for your records. Familiarize yourself with the DOI Careers site and DOI Career Connection DOI Career Connection. 2 ☐ Review your electronic Official Personnel Folder (eOPF) profile and ensure DOI My eOPF accuracy. Print your Notice of Personnel Action (SF-50). How to read your SF-50 3 ☐ Approximately 4-6 weeks after your EOD date, you will receive a PIN number by mail for accessing Employee Express. Upon receipt, sign into Employee Express to Employee Express review and print your 1st Leave and Earnings Statement (LES). Add your Customer Support: Emergency Contact information and review your profile information, benefits, and (478) 757-3030; [email protected] allotments. Utilize Employee Express to initiate changes in your employee payroll data and review your LES for accuracy. 4 ☐ Employees have the opportunity to invest in savings bonds through Treasury Payroll Savings Bond Program— Direct. If you wish to do so, establish a savings bond account with the Treasury Direct Department of Treasury and then set up a financial (savings) or discretionary allotment through Employee Express to establish a payroll deduction. The Customer Support: (303) 969-7732 or allotment will provide a direct deposit to fund the Treasury Direct account. 1-800-662-4324 5 ☐ Review the provided DOI payroll schedule with your supervisor. DOI employees are paid bi-weekly on Tuesdays. If you have additional questions, contact IBC IBC Payroll Schedules HR or the Payroll Hotline at 1-888-367-1622. Review the OPM Salary Tables OPM Pay Systems & Salary Tables and Pay Systems. 6 ☐ Review information for government travel card (if applicable). Complete the Servicing HR Office cardholder training and set up your Concur Travel Profile account. Concur 7 ☐ If required, complete the OGE 450 Confidential Disclosure Report or OGE 278 DEO Public Disclosure Report forms within 30 days of your EOD date. You will Disclosure of Financial Interests receive a link from the Departmental Ethics Office (DEO) inviting you to file DEO may be contacted at the appropriate form. (202) 208-7960

3 8 ☐ Discuss access to DOI Talent with your supervisor. Many of the courses offered Supervisor/ Servicing HR Office (including mandatory training) are available on this site. You will receive an email Welcome to Interior with login instructions from the system when your account has been created, within a few weeks from your EOD date. If you received more than one paycheck but haven't received your login, please contact your servicing HR Office. Complete the “Welcome to Interior” eLearning course in DOI Talent. 9 ☐ Review program offerings at DOI University (DOIU). Supervisor/ Servicing HR Office DOI University

10 ☐ Meet with your supervisor at end of 30 days to discuss your first month (any Supervisor surprises, challenges, suggestions, etc.).

PART V: YOUR FIRST 60 DAYS • ✓ Task Information and/or Contacts 1 ☐ Meet with your supervisor to discuss and develop your performance standards and Supervisor Individual Development Plan (IDP). Make sure you receive a copy for your records. 2 ☐ Health Insurance Election form (SF-2809) and Life Insurance Election form (SF- Servicing HR Office 2817) must be turned in to your servicing HR Office within first 60 days. http://www.opm.gov/insure/ 3 ☐ Ensure completion of the New DOI Employee Entrance Survey. Utilize the link if Employee Entrance Survey you do not receive an email within your first 60 days of employment. 4 ☐ Flexible Spending Account (FSA) / Dental / Vision / Long Term Care Elections http://www.fsafeds.com must be made within first 60 days. To complete enrollment you must go to the http://www.benefeds.com individual websites and register. http://www.ltcfeds.com 5 ☐ Access the Thrift Savings Plan (TSP) website with the PIN information you Servicing HR Office received in the mail. If you have additional questions, please contact your https://www.tsp.gov/index.shtml servicing HR Office. 6 ☐ Complete required No FEAR Act of 2002 training within first 60 days. You will Servicing HR Office receive an email notification from your servicing HR Office providing the link for you to access and complete the training. 7 ☐ Meet with your supervisor at end of your first 60 days to discuss how things are Supervisor going (any surprises, challenges, areas for improvement, etc.).

PART VI: YOUR FIRST 90 DAYS • ✓ Task Information and/or Contacts 1 ☐ Meet with your supervisor to discuss how your employment is going (progress, any Supervisor surprises, challenges, areas for improvement, questions etc.).

PART VII: YOUR FIRST SIX MONTHS • ✓ Task Information and/or Contacts 1 ☐ Meet with your supervisor to discuss your six-month progress review and ensure all Supervisor appropriate information is documented in DOI Talent. A progress review is a formal DOI Talent discussion between you and your supervisor to review your progress and Progress Review vs Interim Appraisal communicate performance on critical elements as compared to the established performance standards; to make any recommended revisions to the performance plan; and to consider/identify any developmental needs or performance improvement required. Note that ratings ARE NOT issued at this point in the process. A progress review is not the same thing as an interim appraisal.

4 PART VIII: YOUR FIRST YEAR • ✓ Task Information and/or Contacts 1 ☐ Provide your supervisor with your accomplishments for the fiscal year (FY). The Supervisor fiscal year ends on Sept. 30th of each year and the new fiscal year begins on Oct 1st. 2 ☐ The annual Health Insurance Open Season takes place from mid-November to http://www.opm.gov/insure/ mid-December and provides you the opportunity to make changes in your Health, http://www.fsafeds.com Dental, and Vision each year. You must re-enroll in Flexible Spending (FSA) each http://www.benefeds.com year if you elect this option. You can make changes to your health insurance during http://www.ltcfeds.com Open Season using Employee Express. http://www.employeeexpress.gov/ 3 ☐ The end of the year is a good time to review your Thrift Savings Plan (TSP) contribution elections. Go on the TSP website to make any adjustments in your https://www.tsp.gov/index.shtml contributions. Congratulations on your One Year Anniversary with U.S. Department of the Interior!