OKDHS - OAC 340:2-1-27. Report of entrance on duty

340:2-1-27. Report of entrance on duty

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Revised 7-1-10

(a) Required documents. On the day a new employee enters on duty, the supervisor of the unit of assignment completes Form 11AD068E, Report of Accession, and forwards it to the Human Resources Management Division (HRMD). Documents attached to Form 11AD068E include:

(1) a copy of the employee's Social Security card. The employee's name on all personnel and payroll records is shown exactly as it appears on the Social Security card. If the employee is unable to provide the required original Social Security card, the employee must present a receipt of application for the replacement card within three business days of entering on duty;
(2) Secretary of State (SOS) Form 100, Loyalty Oath. A signed, written loyalty oath is required for each new employee. A new SOS Form 100 is submitted with each appointment following a consecutive 30-day break in service;
(3) Form W-4, Employees Withholding Allowance Certificate, or Form W-5, Earned Income Advance Payment Certificate;
(4) Form 515-01-97R, Enrollment Application in State Retirement, except for temporary appointments;
(5) Notice of Employee's Right to Continue Group Health Coverage, Consolidated Omnibus Budget Reconciliation Act (COBRA), except for temporary appointments;
(6) Form 11PE021E, Additional Application Information;
(7) Form 10PL023E, Employee Longevity Service Worksheet, except for temporary appointments;
(8) Department of Homeland Security, United States Citizenship and Immigration Services, Form I-9, Employment Eligibility Verification. Pursuant to the Immigration Reform and Control Act of 1986, Form I-9 is completed by the employing unit on the first day of employment. If the employee is unable to provide the acceptable original document(s) as listed on the Form I-9, the employee must present a receipt for the application for the document(s) within three business days of entering on duty or the employee will be immediately separated from duty. However, an employee working three days or less must produce the required original documents for the completion of Form I-9 on the first day of duty. An employee who presented a receipt for the application of a document must present the required original document within 90 calendar days of entering on duty or he or she will be immediately separated from duty; • 1
(9) verification of tribal affiliation, if the employee wishes designation as Native American;
(10) insurance benefits enrollment forms, except for temporary appointments;
(11) Form 11AD133E, Employee and Non-employee Acknowledgment of Confidentiality; and
(12) the employee's acceptance of the conditional job offer, Form 11PE009E, Conditions of Employment, agreeing to classification, status, salary and to serving a probationary period upon entrance to the classified service as a direct hire, as a reinstatement, or any other hire that does not utilize the Office of Personnel Management (OPM) E-List. • 2

(b) Missing documents. If all documents are not available on the date of entry on duty, all available documents are submitted. Missing documents are submitted as soon as possible, but no later than required by law to ensure accurate compensation. All of the documents listed in (a)(1) through (12) of this Section are required in accordance with state and federal laws.

INSTRUCTIONS TO STAFF 340:2-1-27

Revised 6-1-08

1. (a) Authorized unit staff are required to submit Form I-9, Employment Eligibility Verification, and documentation information to the Department of Homeland Security (DHS) through the E-Verify system for all new hires:

(1) temporary;

(2) unclassified;

(3) probationary; and

(4) inter-agency transfer of an active state employee.

(b) An exception is a previous Oklahoma Department of Human Services (OKDHS) employee with less than a 30 day break in service, who does need not to be verified through the E-Verify system.

(c) When a receipt for application is used for the initial submission of required document(s) for the Form I-9, the unit staff completing Form I-9, records "receipt" on the document information.

(1) The original Form I-9 is held in the unit until verification of the original document has been made.

(2) A copy of Form I-9, and "receipt" documentation used for the E-Verify process, along with the response e-mail from OKDHS E-Verify is forwarded to Human Resources Management Division (HRMD).

(d) If a receipt for application for a document is used for initial submission of Form I-9, the unit staff enters "Pending" into the Human Resources Information System (HRIS). HRMD verifies the entry.

(e) Upon verification of the original document the unit staff:

(1) updates HRIS to "yes";

(2) crosses out "receipt," on any document number, records the information for the original document, initials and dates the change on the Form I-9; and

(3) forwards the original Form I-9 and the copies of documentation to HRMD.

(f) The unit maintains a copy of the response from OKDHS E-verify, Form I-9 with the verifying documentation in the employee's local file.

2. The employee's acceptance of the conditional job offer, including the notification of a probationary period to be served is completed prior to the employee's enter-on-duty date.

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