How is USA Staffing integrated with other systems (e.g., Agency payroll system, eOPF, etc.)?
USA Staffing provides electronic forms and data to the eOPF system as defined by EHRI EOD requirements. The data feed is accomplished through a secure interconnection with eOPF. USA Staffing also sends new hire information via a data interconnection to the Selective Service System to complete the Selective Service registration verification process. In the future, USA Staffing hopes to interconnect with E-Verify, NBIS and other 3rd party systems.
Various agency personnel systems can be interconnected with USA Staffing and can receive status updates about the onboarding process through Request Processing or New Hire Interconnections. These systems can also send Task Results to USA Staffing via the TaskUpdate API. Please contact your USA Staffing Account Manager for additional information on agency specific interconnections.
eOPF Interconnection
What is the current process for creating an employee record in eOPF?
USA Staffing does not create employee records in eOPF. An agency must create the employee eOPF record first using the manual or automated process the agency has in place. The employee record must be active in eOPF before any forms can be transmitted using USA Staffing.
How are forms/documents pushed to eOPF?
HR Users add eOPF eligible forms/documents to an eOPF transmission queue. When files are queued, a transmit date is calculated and set based on the completion date of the ‘Verify New Hire Arrived’ task and the delay time frame configured for your organization. Once in the queue, the transmission service will process the transmission and update the transmission status to one of these values, as appropriate: Queued, Transmission in Progress, Error, or Confirmed.
What forms/documents can be transmitted to eOPF from USA Staffing?
Only those forms/documents listed in section 3.1 of the HCDMM EOD Requirements and System Certification document can be transmitted to eOPF from an EOD system (i.e., USA Staffing).
Can agencies request additional forms/documents on their Master Forms List (MFL) be transmitted to eOPF from USA Staffing?
- Agencies are advised to first review Chapter 3 OPM Guide to Personnel Recordkeeping, NARA General Record Schedule 2.0, the Indexing Guide (available on the eOPF Resource Center) and the OPM Master Forms List attachment tab (available on the eOPF Resource Center) for current guidance/instructions to verify the form/document is authorized for saving in the eOPF.
- If the form/document is authorized to be saved in the eOPF and there are instructions to attach the form/document to an already approved core form or covered by a DG form number, agencies should follow the indexing instructions.
- If the form/document is authorized to be saved in the eOPF and there are no instructions to attach the form/document to an already approved core form and/or is not covered by a DG form number, the agency should complete the Form Adjudication Request (available in the eOPF Resource Center). Only the agency eOPF Admin POC may submit the agency request to the eOPF PMO eOPF Helpdesk email address eopfhelpdesk@eopf.opm.gov for review and/or approval. If the eOPF PMO approves the request, a form number will be created for the form/document. The agency should then send the approval and form number to their USA Staffing Account Manager for transmission configuration changes to be made.
How are beneficiary forms uploaded into eOPF?
Both New Hires and HR users may upload documents, including signed beneficiary forms requiring wet signatures, into USA Staffing. If the document type selected at the time of upload is eligible for transmission to eOPF, the file can be added to the eOPF transmission queue.
What do the different eOPF transmission statuses mean?
- Ready to Transmit. The form/document is eligible and ready for transmission to the new hire's eOPF.
- Ineligible for Transmission. The form/document has been flagged as ineligible for transmission to the new hire's eOPF.
- Elected Not to Transmit. The form/document has been marked by an HR user to not transmit to the new hire's eOPF.
- Queued. The form/document is added and awaiting transmission to the new hire's eOPF. The form/document is queued to give the agency time to create the new hire's eOPF and process the required actions. The Queued status indicates the form/document is on hold. The length of time a form/document is queued is determined by your agency.
- Transmission in Progress. The form/document has been transmitted and is awaiting confirmation from the eOPF system.
- Confirmed. The form/document has been successfully transmitted to the new hire's eOPF.
- Error. The transmission process received an error from the eOPF system. This status will display the error code associated with the transmission issue. Please check USA Staffing’s Online Help to determine how to correct an error.
What is the Scheduled Transmit Date and how is it determined?
The Scheduled Transmit Date column, on both the forms and documents subtabs within a New Hire record, displays the date that new hire forms/documents will be transmitted to eOPF. The calculation of this date is: [New Hire Actual EOD Date/Start Date] + [eOPF Transmission Delay Period configured for your organization]. When a file is queued for transmission and the calculated transmit date is before the current system date, then the Scheduled Transmit Date will be the current system date (today’s date). If the calculated date is on or after the current system date, the Scheduled Transmit Date will be the calculated date.
Selective Service System Interconnection
What data points are used to verify the new hire’s Selective Service registration status?
When the OF 306 is assigned to the new hire, and they answer they were born a male after December 31, 1959, the Verify Selective Service System Registration for Eligible New Hires task is automatically assigned to the record. The interconnection will then send the Last Name, Date of Birth and Social Security Number from the new hire questionnaire via a data interconnection to the Selective Service System. If any of these data points are inaccurate, simply return the OF 306 form for correction so the new hire can update the inaccurate field(s) and re-initiate the process. Refer to the Selective Service System Interconnection Frequently Asked Questions for additional information.