New Hire Onboarding Guide | Phase 3: Start Your New Job

First Day

Your supervisor or onboarding specialist will guide you through your first day onboarding activities. Among other things, you will need to:

• Forms:
  • Complete the Federal Oath of Office and Appointment Affidavit (SF 61).
  • Update and sign the OF-306, Declaration for Federal Employment. 
  • Verify your US citizenship documents (Form I-9). Make sure to only upload these files to USA Staffing. Do not share by email or Teams.
• Position Description: Review your position description (PD). Talk to your supervisor about the duties.
• eAuthentication:
  • If you are a new, first-time employee, you will receive an email to register your eAuthentication account. The subject line will be “eAuthentication: Action Required – Internal User Account Registration.” The email comes from DoNotReply.ICAM@ocio.usda.gov. If you don't find it, please search your spam, and junk folders.

  • If you were previously employed by the Forest Service or another USDA agency, you must recover your account. Call 1-877-372-7248, select option 2 and follow prompts for help.

First Two Weeks

Your supervisor will show you around the office and introduce you to your colleagues, either virtually or in person, and familiarize you with local office procedures. You can expect to complete the following during the first two weeks on the job.

• Computers: You may need a computer upon, or very soon after your arrival. Once you receive it, call 866-945-1354 for help with set-up. Also request a 30-day "PIV exception" so you will be able to use your computer until you get your Personal Identification Verification card. 
• Personal Identity Verification (PIV) card: All permanent employees receive a PIV card, known as a LincPass. Some temporary employees get a different version we call an AltLinc if necessary for the position. A human resources personnel security official started this process a few weeks ago. You may still need to make two separate appointments with an enrollment station, first to enroll and have a photo and fingerprints collected, then a second to pick up and activate your card. For each appointment be sure to bring the correct forms of identification.
• Onboarding Question and Answer Sessions: We host question and answer sessions to give new employees an introduction to the Forest Service and to answer questions about onboarding. Find session dates at the bottom of the video list in AgLearn.
• Performance Plan: Your supervisor will give you performance expectations and set up a performance plan within your first 30 days. 
• Probationary and Trial Periods: Discuss this with your supervisor. Many employees serve probationary or trial period for the first year or two. During this period, your supervisor provides you with support and reviews your performance, conduct, and attendance to make sure you're on the right track. If you satisfactorily complete your probationary or trial period, you'll earn status as a permanent federal employee. If you're having challenges, your supervisor will provide you with direction. Separation from the agency is a last resort. Review your Official Job Offer and SF-50 to figure out if this applies to you.
• Telework: Your supervisor will issue you a telework agreement, if appropriate.
• Time and Attendance: Review the Paycheck8 Onboarding Video to learn how to set up your profile in the Paycheck8 Time and Attendance System and submit your timesheet on the last workday of the pay period. Call
  1-877-372-7248, option 4, if you have any problems.

First Month

You will receive helpful information from the New Employee Experience team to help you through your onboarding journey. Within your first month, you will attend an onboarding webinar that will cover helpful information such as benefits, pay, leave, agency values and organization.

Resources and Potential Requirements

Some links below are only accessible on the Forest Service network intranet webpages. Before you receive your computer, you can always call 1-877-372-7248 to request this information if you can't access it. You can also try a supervisor or a colleague who may be able send it to you.

Federal Benefits

Refer to the in-depth description of potential Federal benefits that may be available to you. Ask your supervisor clarifying questions, call the New Hire Help Desk, or attend a New Hire Onboarding question and answer session to make sure you are well informed and prepared to make timely decisions.

Computer Access and Setup

Connect your computer to the network, then log in and set up your email account. Your supervisor will receive an email from the Chief Information Office (CIO) with your initial account login information. 
Here are a few quick setup items.

• Log in to your computer. If you have not received your LincPass, contact the CIO Customer Help Desk to request a temporary LincPass exception for your computer, you will need to request an exception every 30 days until you receive your LincPass. Setup your Outlook email. If you need help with your computer login or setup, contact the CIO Customer Help Desk directly, at 866-945-1354, available 24/7.
• Setup your official email signature block.
• Update your contact information in the Global Address Book.
• Update your profile and manager information in the EEMS Identity Manager.
• Sign into MS Teams and download a virtual meeting background if desired.
• Access Pinyon (Box) for sharing files. Review the Pinyon user guide if you need help.
• Set up VPN (virtual private network) for remote access.
• Install local printers. 
• Work with your supervisor to gain access to SharePoint sites or other systems that you need for your job.

Onboarding Webinars

Check out our onboarding videos on AgLearn. You will learn about many benefits, programs, and resources such as leave, work schedules, health and life insurance, Paycheck8, AgLearn, retirement, and the Thrift Saving Plan.

New Employee Orientation

Ask your supervisor for more information about national, regional, or local orientation sessions. Most regional and national orientation sessions occur a few times a year with limited seating and travel available. 

ConnectHR

This single sign on application allows you to access all your human resource-related applications including Paycheck8 for time and attendance reporting, AgLearn for training, eSafety for reporting on-the-job injuries, your Employee Personal Page, and more.

Paycheck8 Time and Attendance System

To get paid on time, set up your profile in Paycheck8 to enter your time and attendance during your second week. Your supervisor or local administrator can help you find the following information: your supervisor’s full name and email, your work schedule, job code, override code, and the time & attendance contact for your unit. You may receive a prompt to make the update when you first log in, if not update it under “Profile Information.”

Payroll Deductions for Quarters

If you have Forest Service housing, you will need to code the Quarters deduction in Paycheck8 following these instructions: Under Pay Options, enter the number of days in quarters and select save. 
If a quarters action has not been processed for you yet, you will not be able to code days in quarters. In that case, have your supervisor contact human resources to confirm the status. Call 877-372-7248, option 4 for help.

Personal Identity Verification (PIV) Card

All permanent USDA employees must obtain a PIV card to access computer systems and buildings. Permanent employees get a LincPass, while some temporary employees get an AltLinc. If you are a temporary employee, check with your supervisor to figure out if you need one. You will receive a username and password for temporary access to USDA systems when you start your job while you complete the steps below:

• Enrollment – In this step, you will need to visit an enrollment station. After scheduling an appointment to enroll, you will attend in-person at the enrollment station where they will request your fingerprints and take your photo. Make sure you take the correct identification documents.
• Activation – Activation happens when you pick up your card and activate it for use. Again, you must take the right identification documents with you.

Government Driver's License

Check with your supervisor to figure out if a government driver’s license is a requirement for your job. Your supervisor or your unit’s fleet manager or safety officer can explain the licensing process for you. 

Uniform and Safety Boot Allowances

If your supervisor said you qualify for a uniform allowance or a safety boot allowance, you can request these through the Uniform website within ConnectHR. You will need to request reimbursement within 45 days of purchase. Review the Uniform and Safety Boot Allowances intranet page.

Official Travel Required within First Few Weeks

If you must travel for work within the first few days or weeks, the Travel Help Desk can help with authorizations and arrangements. Call 877-372-7248, option 4.

Learn More About the Forest Service

• Introduction to the Forest Service
• This is Who We Are
• Our History
• Social media platforms: Facebook, Instagram, Twitter, YouTube, and Vimeo
• National Forest System 
• Research & Development 
• State & Private Forestry 
• Partnerships Collaboration 
• Virtual work habits