New Hire Onboarding Forms - cagov/ODI-Onboarding-and-State-of-CA-Benefits GitHub Wiki

Once hired by the State of CA, the following forms must be completed and sent to CalHR.

Please complete these forms, prior to your first day, and have ready to submit to our ODI's HR Specialist. Make sure to password protect each document before emailing them and call to inform them of the password (do not send a separate email with the password).

Some of these forms are for certain individuals to complete. View the State Definitions page to read about Exempt, Excluded and Bargaining Unit employees

Current State employees onboarding to ODI

Form	Description
I-9	This document is to verify your eligibility to work in the U.S. Review page 2 of the form or I-9 form guidance for information about acceptable documents.
State employee race/ethnicity Questionnaire	Questions ask your Gender and Race/Ethnicity. There is a section where you can select not to disclose that information. The purpose of this form is for HR to monitor and evaluate the provision of equal employment opportunity and non-discriminatory practices.
Employee Action Request (EAR)	Equivalent to Federal W4 for withholding state and federal taxes
Annual/Sick/Vacation Leave Election	Choose whether you want to lump vacation and sick leave together (annual leave). You will begin accruing all leave as soon as you start, however you can not use your accrued Annual or Vacation leave until you've been onboard 6 months. You can use your sick leave as soon as you begin accruing it. If form not submitted within 3 days, employee automatically enrolled in Vacation/Sick Leave Read more about Leave
Emergency Contacts	Enter two people you would like us to contact in the event there is an emergency related to you
Oath of Office - Civil Service	To be completed by Civil Service (including CEA appointments). This document will be read to HR during orientation and signed and submitted after read. Must show form(s) of identification: social security & ID or Passport.
Oath of Office - Exempt	To be completed by Exempt Appointees. This document will be read during the ODI scheduled Oath Ceremony which will be video recorded. Document will then be sent to HR along with a copy of two form(s) of employee's identification: social security & ID or Passport.
Reciprocal Self-Certification	Used to gather info regarding your current membership to other qualifying retirement systems in the state of CA. If you've never worked for the state, then just fill in section 1 and sign in section 3
Direct Deposit	To designate where your monthly salary should go. Once form submitted to HR, it will take up to 3 pay periods to take affect. Employees will receive paper checks mailed to them until it is processed. save your first paystub as you will need the warrant # on it to access your electronic paystubs moving forward
Health Benefits Enrollment Plan - HBD-12	Health Insurance Enrollment form. Links and useful info to help guide you through the State Insurance options can be found in the Health Insurance section of the wiki. If requesting insurance for your spouse, include copy of marriage certificate and another document that show both names which could be an insurance bill, utility bill, and If requesting insurance for your children, include a copy of their birth certificates
Dental Plan Enrollment Authorization	Can only enroll in Dental Insurance if you are enrolled in health insurance. Links and useful info to help guide you through the State Insurance options can be found in the Dental & Vision Insurance section of the wiki
Vision Insurance Enrollment	Everyone receives basic vision care via the state. This form is to request additional vision insurance. If you do not want additional insurance you still have to fill in Part B and select "I do not wish to enroll into the Premier Vision Plan", and return to HR. Links and useful info to help guide you through the State Insurance options can be found in the Dental & Vision Insurance section of the wiki
Dependent Eligibility Verification Checklist	Must complete this form is adding dependents to your medical insurance
CoBen - Excluded employees only (optional)	Complete this if you receive health insurance through another source, like your spouse, and do not wish to enroll in the insurance plans covered by the state. Must be enrolled in another health plan in order to qualify. Only Excluded employees and employees in Bargaining Units (BU) 2, 7, 8, 16, 17, 18, and 19 qualify for this. There is another form for employees in BU 1 (category ODI employees fall into)
FlexElect Reimbursement Account (optional)	If you would would like to set aside money and be reimbursed for medical and/or dependent care expenses fill out this form. Learn more about the FlexElect Program
Cash Option Non Co-Ben (optional)	Complete this if you receive health insurance through another source, like your spouse, and do not wish to enroll in the insurance plans covered by the state. Must be enrolled in another health plan in order to qualify). Only employees in BUs 1, 3, 4, 5, 6, 9, 10, 11, 12, 13, 14, 15, 20, and 21 are eligible for this option
Military Service Declaration	Some military service qualifies State employees for certain benefits during their careers with the State of California. In order for us to determine if a new employee will qualify for any benefits, please complete this form
Long Term Disability Insurance - Excluded employees only	LTD is a voluntary insurance plan that is available to eligible excluded (non-civil service) state employees only. This benefit replaces a portion of your income in the event you cannot work for six months or more due to a covered illness or injury.
Pre-retirement Lump Sum Beneficiary Designation	This is to designate who you would like to collect your retirement fund in the event that you are not able to collect it. Selecting "Secondary Beneficiaries" is optional. Note: as a first-time state employee you are automatically enrolled in the Alternate Retirement Program (ARP) during your first two years of employment
Designation of Person(s) Authorized to Receive Warrants	This is to designate who you would like to collect any outstanding pay due to you in the event that you are not able to collect it.
State-Appointee Election (optional)	For Exempt employees only. Exempt employees are automatically enrolled into CalPeRS, however they must return this form in order to stay enrolled or elect out of this program. Employees who opt out of this program are not eligible to receive health insurance benefits or a pension upon retirement. Leave the following sections blank: "My present term will expire on", "Agency Contact", "Agency Telephone"
Savings Plus (optional)	State benefit that allows you to contribute to both a 401(k) and 457b plan to enhance your retirement savings. These elections are deducted from your payroll contributions. The program allows you to contribute on both a pre-tax basis which reduces your current taxable income or on an after-tax (Roth) basis in which case you receive payments tax fee, as long as you meet certain requirements. More info can be found in the State Retirement section of the wiki.
Self-Identify Disabilities (optional)	The California Department of Human Resources requires departments to provide employees the opportunity to self identify any disabilities. The survey is confidential and your response is voluntary, but it is encouraged that you complete it so that the State has complete and accurate information on the representation of employees with disabilities.

If you are already a state employee or joining ODI as a student assistant you do not need to complete all HR onboarding documentation.

If you a current state employee joining ODI and

1. are staying in the same class (i.e. rank and file to rank and file or supervisory to supervisory), then you only need to complete the following forms:

• Employee Action Request (EAR)
• Emergency Information
• Designation of Person(s) Authorized to receive warrants (optional - only if want to make a change)
• State-Appointee Election (only if hired as exempt employee)
  

2. are not staying in the same class (i.e. moving from rank and file to supervisory or supervisory to managerial), then you only need to complete the following forms:

• Employee Action Request (EAR)
• Emergency Information
• Annual/Vacation/Sick Leave Election
• CoBen (optional)
• Long Term Disability Insurance (optional)
• Designation of Person(s) Authorized to receive warrants (optional - only if want to make a change)
• State-Appointee Election (only if hired as exempt employee)
  

If you are a student assistant then you only need to complete the following forms:

• Oath of Office (in person with HR)
• I-9
• State employee race/ethnicity Questionnaire
• Employee Action Request (EAR)
• Annual/Sick/Vacation Leave Election
• Emergency Contacts
• Reciprocal Self-Certification
• Direct Deposit
• Designation of Person(s) Authorized to Receive Warrants
• Self-Identify Disabilities (optional)