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Forms

As we explained on the Before You Report page, there are a number of forms you must fill out for your employment at USDA.

As you will see from the list below, some forms must be completed and turned in before you start work, some are due on the day you start and others are due after your employment begins.

Not every employee must complete every form. Below the form name is a heading called Who Submits. This tells you who must submit that form. If it doesn’t apply to you, simply skip it.

Please review all the forms on this page and complete the ones that apply to you. If you are not sure about whether you need to complete a form, or if you have a question about a form, please contact your Human Resource Specialist.

We have grouped the forms by the date they are due. Simply start at the top of the list and scroll down to see the order of submission, paying particular attention to the forms that must be completed and submitted before and on the day you start work.

 

Due Before Your First Day Of Work

This form is required to be completed and emailed, faxed or mailed to the HR Specialist who is arranging your appointment to USDA. You will not be scheduled for work until after this form is received. Your HR Specialist will instruct you on how to submit this form.

  • Declaration Of Federal Employment (OF-306)
    Who Submits: All new employees. This form must be completed and returned to your HR specialist prior to the first day.
    Purpose: This form is used to determine your acceptability for Federal employment.
    Instructions: Read and complete the form. Print and sign the form. 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.

Due On The Day You Report To Work

Please be sure you bring the following forms completed as outlined below to your first day of work:

  • Appointment Affidavits (SF-61)
    Who Submits: All new employees.
    Purpose: This form is used on your first day of work when you take the Oath of Office. Complete the form, however, sign the form during (not before) the new employee orientation.
    Instructions: Complete and print form, but do not sign. After you are sworn in, you will sign and date the affidavits.
  • Employment Eligibility Verification (I-9)
    Who Submits: All new employees.
    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. On your first day of work, you will be required to provide sufficient proof of citizenship. Please refer to the back of the form for a list of acceptable documents. The last page of the form provides you with information on the types of identification you need to bring on your first day at work. Bring one item from Column A or one item from both Column B and C when you report on your first day.
  • Employee Address (AD-349)
    Who Submits: All new employees.
    Purpose: This form is used to designate your official mailing/residence address in the event USDA needs to mail you official information.
    Instructions: Read and complete ONLY sections 1-7. Print one copy and sign the form.
  • Employee's Withholding Allowance Certificate (W-4 Form)
    Who Submits: All new employees.
    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 you claim.
    Instructions: Step 1: Use the Personal Allowances Worksheet to help you determine the number of withholding allowances that you are entitled to claim. Step 2: Fill out the W4 Form, print one copy, and sign and date the form (important note: in accordance with the W-4 form instructions, if you claim exempt, you must complete and submit a new form every year.)

State Tax Withholding Form

  • DC Residents
    All others
    Who Submits: All new employees.
    Purpose: This form is required by the IRS and is used to determine the correct amount of state income tax to be withheld from your biweekly earnings based on the number of exemptions you claim.
    Instructions: Print, read, complete and sign the form for your state of residence. If you work in, but are not a resident of the District of Columbia, you must also complete Certificate of Nonresidence in DC, DC Form D-4A.
  • Self Identification Of Reportable Disability (SF-256)
    Who Submits: All new employees.
    Purpose: This form is voluntary unless you have a disability and you are being hired under a special authority for hiring individuals with a disability. In that case, you must complete the form to disclose your disability. Your Human Resource Specialist will let you know if you are required to complete this form. For voluntary filers, this form is used to collect statistical information for agency reports on hiring, placement and advancement of disabled individuals.
    Instructions: Complete the requested personal information at the top of the form and indicate the appropriate code. Print one copy.
  • Ethnicity and Race Identification (SF 181)
    Who Submits: All new employees.
    Purpose: This form is used to collect statistical information on the composition of the USDA workforce. Completion of this form is optional. However, if you do not complete this form, USDA will attempt to identify your race and national origin by visual perception.
    Instructions: Read, complete and print.
  • Direct Deposit Sign-Up Form (FMS 2231)
    Who Submits: All new employees.
    Purpose: This form is used to identify the financial institution where your biweekly earnings will be forwarded through electronic funds transfer.
    Instructions: Read, complete, print and sign. Please have the routing number for your financial institution available. To obtain the routing number, contact your financial institution. You may also submit a voided check along with your form to avoid errors.
  • Statement of Federal Service (SF 144)
    Who Submits: All new employees who have prior military or Federal civilian service. If you have no prior military or Federal civilian service, you do not need to complete this form.
    Purpose: This form is used to ensure you receive credit for prior federal (civilian and military) service.
    Instructions: Read, complete, print and sign.
  • Designation of Beneficiary (SF1152) – please note that you do not need to make a designation if you are satisfied with the order of precedence that the law provides which is 1) to your widow/widower; 2) if your widow/widower is deceased, to your child or children with the share of any deceased child distributed among the descendents of that child; 3) if none of the above, to your parents in equal shares or the entire amount to the surviving parent; 4) if none of the above, to the executor or administrator of your estate; 5) if none of the above, to your other next of kin under the laws of the State in which you live at the time of your death. Payment of a lump sum will be made to the first person(s) listed above who are alive on the day you die.
    Who Submits: All new employees
    Purpose: Identifies your beneficiary in the event of your death.
    Instructions: Read, complete, print and sign.
  • Personal Identify Verification Request for USDA Badge (AD 1197)
    Who Submits: All new employees
    Purpose: This form is used to obtain a government (USDA) identification badge.
    Instructions: Read, print, complete and sign the form.
  • Conditions of Term Employment
    Who Submits: All TERM employees.
    Purpose: This form is used to explain the conditions of your term employment.
    Instructions: Print, read, complete and sign.
  • Conditions of Temporary Employment
    Who Submits: All TEMPORARY employees.
    Purpose: This form is used to explain the conditions of your temporary employment.
    Instructions:
    Print, read, complete and sign.
  • Post Employment Restrictions
    Who Submits: All Senior Executive Service, Senior Leader, Senior Technician and Contracting Staff.
    Purpose: This form summarizes the restrictions that apply to many Executive Branch employees after they leave Government employment.
    Instructions: Print, complete and sign.

Veterans must bring a copy of DD214 to their first day of orientation so that veteran’s status can be verified. If a DD214 was submitted during the application process, you do not need to bring a second copy to your first day of work.

 

Due by the 60th Day

  • Life Insurance Election (FEGLI) (SF 2817)
    Who Submits: All employees except Intermittent Employees; Seasonal Employees whose term is less than 6 months; Temporary Employees with one year appointments or less; Term employees who are intermittent.
    Purpose: To enroll (or waive coverage) in the life insurance program
    Instructions: Complete as much of the information on the form as you can, print, but do not sign.
  • *Health Benefits Election Form (SF2809)
    Who Submits: All employees except Temporary Employees(check with HR before your second year of employment); Intermittent Employees; Seasonal Employees whose term is less than 6 months.
    Purpose: To enroll (or waive coverage) in the federal health benefits (insurance) program
    Instructions: Complete as much of the information on the form as you can, print, but do not sign.

Due by the 90th Day

  • *Thrift Savings Plan Election Form (TSP1)
    Who Submits: All Employees except Intermittent Employees and Temporary Employees with one year appointments or less .
    Purpose: Establishes your participation in the Thrift Savings Program (Government 401K).
    Instructions: Print, read, complete and sign.
  • *Designation of Beneficiary – FEGLI (SF2823) – please note that you do not need to make a designation if you are satisfied with the order of precedence that the law provides which is 1) to your widow/widower; 2) if your widow/widower is deceased, to your child or children with the share of any deceased child distributed among the descendents of that child; 3) if none of the above, to your parents in equal shares or the entire amount to the surviving parent; 4) if none of the above, to the executor or administrator of your estate; 5) if none of the above, to your other next of kin under the laws of the State in which you live at the time of your death. Payment of a lump sum will be made to the first person(s) listed above who are alive on the day you die.
    Who Submits: All employees except Intermittent Employees, Seasonal Employees whose term is less than 6 months, Temporary Employees with one year or less appointments or Term employees who are intermittent.
    Purpose: In the event of your death, identifies who receives the proceeds of your federal life insurance.
    Instructions: Read, complete, print and sign

These Forms Are Due As Directed By The Personnel Security Office

If you are required to complete either of these forms, you will be notified by the Personnel Security Office or the Human Resource Office. The office that notifies you will establish a due date-typically one week. Failure to complete these forms on time may impact your ability to be assigned work and perform the duties of your position.

These Forms May Be Completed At Your Discretion

  • *Thrift Savings Plan Designation of Beneficiary (TSP3)
    Who Submits: All Employees except Intermittent Employees and Temporary Employees with one year appointments or less.
    Purpose: In the event of your death, identifies who receives the proceeds of your Thrift Savings Program.
    Instructions: Print, read, complete and sign.
  • *Designation of Beneficiary – FERS (SF3102) – please note that you do not need to make a designation if you are satisfied with the order of precedence that the law provides which is 1) to your widow/widower; 2) if your widow/widower is deceased, to your child or children with the share of any deceased child distributed among the descendents of that child; 3) if none of the above, to your parents in equal shares or the entire amount to the surviving parent; 4) if none of the above, to the executor or administrator of your estate; 5) if none of the above, to your other next of kin under the laws of the State in which you live at the time of your death. Payment of a lump sum will be made to the first person(s) listed above who are alive on the day you die.
    Who Submits: Optional for employees covered under the Federal Employees Retirement System (FERS)
    Purpose: This form is used solely for the disposition of Federal retirement benefits (FERS) upon the death of a civilian employee.
    Instructions: Read, complete, print and sign.

*Before completing these forms, please review eligibility information.