Cama-i, quyana tailuci! Listen to pronunciation (Central Yup'ik) "Greetings, thank you for coming!" State of Alaska myAlaska Departments State Employees Alaska Department of Administration PERSONNEL AND LABOR RELATIONS search FOR EMPLOYEES FOR ADMIN STAFF FOR JOB SEEKERS FOR HR STAFF SECTIONS REPORTS BOARDS Administration / Personnel and Labor Relations / New Employee Orientation / Orientation Forms ORIENTATION FORMS Last Updated: November 2019 The following forms are necessary to establish your record in the payroll system and for payroll processing. All forms designated as "Required for Pay" are due within 5 calendar days of the appointment date. Any additional required forms must be submited within 30 calendar days of the appointment date. After you print and complete the forms, your supervisor or administrative staff should review your forms for completeness and provide you with more information about your own duties, your work unit, and specific information for your department. Unless otherwise noted in the instructions or on the form, all documents should be submitted to Payroll Services. The email addresses and fax numbers for submitting paperwork to Payroll Services can be found on the Payroll Contact List (PDF). For forms submitted to Division of Retirement and Benefits please refer to the DRB Contact Page for assitance. Print and use the Employee Required Documents Checklist when printing the forms. Keep the forms in the order they are listed for easy reference for yourself and your supervisor. If you have any questions, please contact the Employee Call Center at 465-3009 or employeecallcenter@alaska.gov. Employee Required Document Checklist Employment Forms Address Authorization/Change Form (Required for Pay) This form provides the employer with the employee's resident mailing address. If the option for direct deposit is not exercised it provides an address for mailing payroll warrants. Submit To: DOP - Payroll Address Authorization / Change Form (PDF) Alcohol and Drug Free Workplace Policy (Required) This form is to ensure you are aware of the state's policy on drugs and alcohol, both in and outside of the workplace. You are required to read and sign the form, which will be placed in your personnel file. Submit To: DOP - Payroll Alcohol and Drug Free Workplace Acknowledgment Form (PDF) Read the State of Alaska Alcohol and Drug Free Workplace Policy (pdf) here. Confidentiality of Information Acknowledgment (Required) In the course of work, employees may be responsible for handling confidential or sensitive information. Steps should be taken to prevent the exposure of this information to individuals without a business need or legal right to know. Submit To: DOP - Payroll Confidentiality of Information Acknowledgement (PDF) Designation of Beneficiary for Unpaid Compensation (Required) In the event of an employee's death, this form is used to identify beneficiaries for any unpaid compensation that an employee has earned (pay or leave). The total percentage of all primary beneficiaries must equal 100% and the total percentage of all contingent beneficiaries must also equal 100%. This form also needs to be witnessed by a departmental representative (administrative staff or supervisor). Submit To: DOP - Payroll Designation of Beneficiary for Unpaid Compensation Form (PDF) Direct Deposit Form (Required for SU Employees, Optional for all others) This offer to participate in electronic direct deposit complies with AS 37.25.050 and 2 AAC 15.130. Do not fill out this form if you wish to decline the offer. This optional form authorizes a direct deposit of the payroll warrant to a financial institution of the employee's choice. Processing of this authorization through the state payroll system will require two pay periods to complete. You will need to attach a voided check or savings account deposit slip to the form. State of Alaska employees can create or modify a direct deposit authorization for their Net Pay deposit electronically through IRIS Employee Self Service without filling out the form. However, a setup or modification to a Flat Amount deposit may only be requested by submitting a signed copy of the Payroll Direct Deposit Form. Submit To: DOP - Payroll Payroll Direct Deposit Form (PDF) Emergency Contact (Required) This form provides the employer with the employee's designated person or persons to be notified in the event of serious illness or accident. Submit To: DOP - Payroll Emergency Contact (PDF) Employee Affidavit Oath of Office (Required) Under Alaska Statute, state employees are required to swear (or affirm) an oath of office. This oath must be signed by the employee and witnessed by a department representative (administrative staff or supervisor). Submit To: DOP - Payroll Employee Affidavit (PDF) Employee Eligibility Verification (I-9) (Required for Pay) The Federal Immigration Reform and Control Act of 1986 requires all United States employers to verify and document each new employee's identity and authorization to work in the United States. You must complete the Employment Eligibility Verification form and provide the required documentation no later than the first day of employment. You, as the employee, must complete Section 1 of the form; Section 2 will be completed by your supervisor or department representative. Submit To: DOP - Payroll Form I-9 (PDF) Employee Withholding Allowance (W-4) (Required for Pay) This form advises the state of your federal tax withholding status. This designation will determine the amount of taxes to be withheld from your salary. If you are not sure what deductions to take, use the worksheets on page 3 and 4 of the form. You may change your deductions whenever you need to by submitting a new W-4 to Payroll Services (PDF). Submit To: DOP - Payroll Form W-4 (PDF) Equal Employment Opportunity (EEO) Survey (Required) This information will be used in statistical calculations only for federal and state EEO reporting requirements. Submit To: DOP - Payroll Equal Employment Opportunity Survey (PDF) Ethics Disclosure: Outside Employment or Service (Required for Outside Employment) Per AS 39.52.170 (b), the Executive Ethics Act, employees are required to provide notice of employment or provision of services for compensation outside of the state's employment system. Volunteer service must be reported if there appears to be a conflict of interest with the employee's state job. Submit To: Department Designated Ethics Supervisor If this does not apply, you do not need to submit this form. Ethics Disclosure Form (PDF) Social Security Form (SSA-1945) (Required) The Social Security Protection Act of 2004 requires state and local government employers to provide a statement to employees hired January 1, 2005 or later in a job not covered by social security. The statement explains how a pension from that job could affect future social security benefits to which you may become entitled. Submit To: DRB Social Security Form (PDF) State of Alaska Prior Service Verification (Required for those with Prior State Service) This form will be used to determine the amount of leave you will accrue each pay period. You may receive credit for time previously spent in a qualifying leave accruing position and may accrue leave at a higher rate adjusted for your prior service. Submit To: DOP - Payroll If you have never worked for the State of Alaska previously in a leave accruing position, you do not need to submit this form. Prior Service Notification Form (PDF) Statewide Policies (Required) The following are the State Policies you are required to read. The Statewide Policy Acknowledgment form needs to be printed and signed, acknowledging that you have read these policies. Submit To: DOP - Payroll Family and Medical Leave Act Americans with Disabilities Act (AO 129) Equal Employment Opportunity (AO 75) Sexual Harassment and Other Discriminatory Harassment (AO 81) Diversity in the Workplace (AO 195) Business Use/Acceptable Use ISP-172 (Personal Use of Office Technology Policy) State of Alaska Ethics Information for Public Employees (AS 39.52) Policy on Seat Belts (AO 85) Effects of Violations of Federal or State Law (2 AAC 07.416) Statewide Policy Acknowledgement Form (PDF) Union Notification (Required for all except Exempt (XE) & Partially Exempt (PX) Employees) Your position is most likely governed by one of several unions representing state employees. Your supervisor will tell you which union represents your position. You are required to contact the appropriate union for which you were hired in order to obtain information regarding membership and dues. It is suggested that you contact your specified union within 10 days from your hire date. These forms will give you contact information regarding union membership. Submit To: Union Note: There is a separate form to download for ASEA (GGU) members. Union Notification for ASEA (GGU) (PDF) Union Notification for all other Unions (PDF) Retirement Forms Deferred Compensation Plan (Optional) The Alaska Deferred Compensation Plan (DCP) is an eligible deferred compensation plan under Internal Revenue Code Section 457. Employees may join any time after they are eligible and complete the necessary enrollment forms. Submit To: Empower The employee will need to create an account with Empower in order to fill out their Deferred Compensation Plan information online. Employees must wait until after their first payroll has been processed by DRB before setting up an account. Employees will receive a welcome flyer/postcard from Empower Retirement letting them know that their account is set up. If you cannot fill out the forms online please contact Empower Retirement at (800)232-0859 or find more information about Empower Retirement Services on DRB's website. Deferred Compensation Forms PERS / TRS Retirement Beneficiary Designation Form (Required for all Full-time and Part-time Permanent/Probationary employees) If you are in a Nonpermanent or Intern position you are not eligible for retirement benefits and do not need to complete this form. In the event of an employee's death, this form is used to identify beneficiaries for retirement benefits the employee has earned. The total percentage for primary beneficiaries must equal 100% and the total percentage for contingent beneficiaries must also equal 100%. This form also needs to be witnessed by a departmental representative (administrative staff or supervisor). Print the appropriate form from the list below. To find which plan applies to you, visit the “What Retirement Plan Am I In?” website or refer to the Retirement Information page of this orientation. Submit To: Empower The employee will need to create an account with Empower in order to fill out their Beneficiary Designation information online. Employees must wait until after their first payroll has been processed by DRB before setting up an account. Employees will receive a welcome flyer/postcard from Empower Retirement letting them know that their account is set up. If you cannot fill out the forms online please contact Empower Retirement at (800)232-0859 or find more information about Empower Retirement Services on DRB's website. PERS Tier IV / TRS Tier III Defined Contribution Retirement Plan Beneficiary Form Submit To: DRB PERS Tier I, II, III / TRS I, II Defined Benefit Retirement Plan Beneficiary Form (PDF) Supplemental Annuity Plan Beneficiary Form (Required) In the event of an employee's death, this form is used to identify beneficiaries for Supplemental Annuity mandatory benefits that an employee has earned. The total percentage for primary beneficiaries must equal 100% and the total percentage for contingent beneficiaries must also equal 100%. Submit To: Empower The employee will need to create an account with Empower in order to fill out their Beneficiary Designation information online. Employees must wait until after their first payroll has been processed by DRB before setting up an account. Employees will receive a welcome flyer/postcard from Empower Retirement letting them know that their account is set up. If you cannot fill out the forms online please contact Empower Retirement at (800)232-0859 or find more information about Empower Retirement Services on DRB's website. Supplemental Annuity Plan Beneficiary Form AD&D, Life, and Optional Insurance Basic / Select / Voluntary Supplemental Life and AD&D Insurance Forms (Required) Basic Life and AD&D Insurance is available to most State of Alaska employees. Enrollment is automatic at the time of hire for eligible employees. Additional Select Life and AD&D and Voluntary Supplement Life and AD&D Insurance is also available to most State of Alaska employees. Enrollment is optional and available online at myRnB.alaska.gov. The total percentage for primary beneficiaries must equal 100% and the total percentage for contingent beneficiaries must also equal 100%. Submit To: Benefitfocus If you cannot enroll online or have any questions please contact State of Alaska Voluntary Benefits Support Toll-free: 844.939.0543 or by Email: SOABenefits@benefitfocus.com. Basic / Select / Voluntary Life and AD&D Insurance Forms Download Life Insurance Worksheet (PDF) (For Your Information) Health Insurance Forms The following forms are for Health Insurance eligible employees only (Permanent Full-time, Permanent Part-time, Permanent Seasonal, or Full-time Long-term Nonpermanent employees). You must enroll within 30 days of employment to avoid being placed in the default plan. Submit To: DRB / Union AlaskaCare Enrollment You will need to complete online enrollment at the Division of Retirement and Benefit's website if you are in one of the following groups: Supervisory Confidential Correctional Officers AVTEC Teacher's Association TEAME (Mt. Edgecumbe Teachers) Employees not covered by collective bargaining Marine Engineers (MEBA) Unlicensed Vessel Personnel/Inland Boatmen's Union (IBU) Union Health Trusts The following employee groups are covered by Union health trusts. Trusts should be contacted for details about enrollment. General Government (GGU) - https://www.aseahealth.org/ Labor, Trades and Crafts (LTC) - http://www.local71.com Public Safety Employees Association (PSEA) - http://www.pseahealth.com/ Master, Mates & Pilots (MMP) - http://bridgedeck.org/health-benefit-forms/ General Government Union (GGU) IMPORTANT: Print the GGU Health Trust Notification Form (PDF) The GGU Health Trust Notification Form provides the ASEA Health Benefits Trust with information needed for health insurance enrollment. It is the responsibility of the employee to fax this form to the Trust. (The fax number is on the form.) An information packet with additional forms will be mailed to you directly from the Trust. For more information go to https://www.aseahealth.org/ or call 866-553-8206 Labor, Trades and Crafts (LTC) IMPORTANT: Print the LTC Health Trust Notification Form (PDF) The LTC Health Trust Notification Form provides the LTC Health Trust with information needed for health insurance enrollment. It is the responsibility of the employee to return this form to the Trust. Disclaimer: This New Employee Orientation program and forms are developed and maintained by the Department of Administration, Division of Personnel and Labor Relations. State benefit programs, costs, and general employer/employee policies can be affected by changes in state or federal law, state regulation, and/or state benefit programs. The Department of Administration, Division of Personnel and Labor Relations attempts to keep this information current on a regular basis and, in that regard, disclaims responsibility for conveying employer benefit program and cost information or employer policies that may have changed in the interim. NEW EMPLOYEE ORIENTATION 1. NEW EMPLOYEE RESPONSIBILITY 2. NEW EMPLOYEE GENERAL INFORMATION 3. INSURANCE ENROLLMENT INFORMATION 4. RETIREMENT INFORMATION 5. FORMS 6. RESOURCES AND POLICIES EMPLOYEE CALL CENTER POLICIES Statewide Policies Americans with Disabilities Act (AO 129) Business Use/Acceptable Use ISP-172 (Personal Use of Office Technology Policy) Diversity in the Workplace (AO 195) Effects of Violations of Federal or State Law (2 AAC 07.416) Equal Employment Opportunity (AO 75) Family and Medical Leave Act Policy on Seat Belts (AO 85) Sexual Harassment and Other Discriminatory Harassment (AO 81) State of Alaska Ethics Information for Public Employees (AS 39.52) Mission Statement Personnel Provide policy, consultative guidance, and direct human resource services to State of Alaska Executive Branch agencies. Labor Relations Our mission is to achieve the purposes of the Public Employment Relations Act by acting as the executive branch representative in contract negotiations and contract administration matters. Accessibility EEO Contact Site Map Report Fraud State of Alaska Department of Administration Division of Personnel and Labor Relations Mailing Address: PO Box 110201 Juneau, AK 99811 Physical Address: (No US mail delivery) 10th Fl. State Office Building 333 Willoughby Ave., Juneau, AK Phone: (907) 465-4430 Fax: (907) 465-3415 State of Alaska myAlaska Departments State Employees COPYRIGHT © STATE OF ALASKA · DEPARTMENT OF ADMINISTRATION · EMAIL THE WEBMASTER