New Employee Information

PAYROLL FORMS TO BE COMPLETED (Only Original Forms are Acceptable)

1. Oath of Office Form Page 1 Page 2 (all questions on both sides; 3 signatures)
2. Form I-9 (section 1; sections 2 and 3 to be completed by your employing office)
3. Form W-4 Page 1 Page 2 or Substitute Form W-4
4. Certificate of Relationship/Non-Relationship Form
5. Election of Retirement Coverage Form (for employees covered under CSRS or Offset)
6. Direct Deposit Form(s) (for net check and up to 3 allotments)

OPTIONAL FORMS

1. Savings Bond Election Cards
2. Health Insurance and Life Insurance Forms (only those employees classified as DC Interns or Temporary employees are ineligible for benefits; please confirm your status with your Financial Administrator in your immediate office handling your payroll). For all health, life, retirement and TSP questions, please consult a Benefits Counselor in the Office of Human Resources at 202-225-2450.

If you have any questions or need further assistance completing these forms, please contact your Payroll Counselor.

Please consult your Financial Administrator in your immediate office who handles your payroll for instructions beyond the completion of these forms. In order to be paid on pay day all new appointments (which consist of a Payroll Authorization Form, executed by your immediate office, and the completed forms listed above) must be received in the Office of Finance by the fifteenth of the current month.

SALARIES

• All salaries are submitted at an annual rate.
• Salaries are calculated for a full month as 1/12 of the annual.
  • (i.e. Annual salary of $25,000.00 divided by 12 = monthly salary of $2,083.33)
• Payroll is calculated on a 360-day year. To prorate a portion of a month’s salary, take your appointment date (i.e. January 3, 1997 would be 3), subtract it from 30 (number of days in the payroll month), and add 1 (to include the actual start date) [30-3+1=28]. Therefore, you would be paid for 28 of 30 days in the January pay period. To figure out your actual monthly amount, multiply the prorated number of days (28) by the your annual salary ($25,000.00) and divide by 360 (number of days in the payroll year), to get your monthly gross amount of $1,944.44.

PAY DAY

Regular payroll is the last working day of every month, except December, when that month’s salaries are disbursed on the 20th, or on the preceding working day when the 20th falls on a Saturday or Sunday.

A second pay for every month is processed and referred to as supplemental payroll. This payroll is processed to compensate for any paperwork submitted after the fifteenth but before the last day of the month. Checks are usually disbursed about seven days after regular payroll. Time should be allotted for the postal service and/or bank posting. Supplemental checks are not electronically transmitted even if an employee has direct deposit for their regular payroll checks.