Are supporting documents available from a New Hire’s USA Staffing record?
Yes. Supporting documents submitted or uploaded during the application process can be made visible in a new hire record if selected from a certificate. HR Users with access to the applicant record can control which documents are visible in the New Hire record.
Can a New Hire or HR upload documents into the New Hire’s USA Staffing record?
Yes. Both New Hires and HR Users can upload documents into the New Hire record. The New Hire must be assigned a Document Upload task to upload a document. HR can upload documents to the New Hire record by selecting “Documents” and using the “Add from USA Staffing” or “Add from Desktop” options. The HR User can also select or modify the document type, so it is transmittable to eOPF.
How are Agency-specific forms added to the system?
The USA Staffing Program Office will review, prioritize, and develop appropriate forms. Agencies can request Agency-specific forms be added to USA Staffing by working with their Account Manager. Only forms listed in the Entrance on Duty Standard Forms List are transmittable to eOPF by USA Staffing. Forms not included on this list may not be transmitted by an EOD system.
Are state tax forms available in USA Staffing?
Yes. All unique state tax withholding forms are available in USA Staffing. We recommend confirming the current year available on each form, and that your payroll office will accept the current year form in the system. We strive to have the latest version of each state tax form available as soon as possible, but there may be delays due to unknown revision dates from each state at different times of the year.
How do I make a correction on a form?
The HR User can return forms for both HR and/or New Hire correction. The HR User can select on the Form Name on the Forms Tab of the New Hire record and Confirm the PDF displays. Next, depending on what type of questions (HR or New Hire) the form uses to populate answers, HR will be presented with one or both options at the bottom of the form: “Return for Human Resources Correction” and/or “Return for New Hire Correction.”
If the HR user needs to correct an HR question on the Questionnaire, they will select “Return for Human Resources Correction” and then be able to go back to the Questionnaire and update any necessary item themselves, and then re-sign/re-accept the form.
If the HR user needs the New Hire to correct a question end such as SSN, they will select “Return for New Hire Correction.” HR is then required to select the question(s) that needs correction, so the system can automatically return any other submitted forms that use the same question(s), thereby unlocking the question(s). At this point, a system generated notification template will appear that explains what needs to be corrected and resubmitted to the New Hire. HR has the option to either send or not send this notification to the New Hire. When the form being returned shares a question with another form that has already been submitted to eOPF, the HR User will be unable to unlock that question for correction.
Can digital signatures be used for forms in USA Staffing (i.e., OF 306)?
Yes. To be a recognized as an Entry on Duty System and to transmit information (such as Forms and Documents) to eOPF, USA Staffing is required to pass multiple certification requirements established by the Enterprise Human Resources Integration (EHRI).
One of the key requirements for this certification is the proper application of electronic signatures. The EHRI certification package explicitly states that "Federal laws and policies support the use of electronic signatures." In addition, it cites references to the Government Paperwork Elimination Act (GPEA), NIST Guidance for Electronic Signatures, and OMB Circular A-130 regarding the practical implementation of electronic signatures. This includes both the method of information captured and how it is displayed in the User Interface to both HR and New Hire users.
USA Staffing’s electronic signature methodology has been assessed and certified by EHRI to meet these implementation requirements.
Specific Authority to Place an Electronic Signature on the OF 306:
OPM has identified 24 Standard Entry on Duty forms used throughout the federal government that were specifically reviewed, in consultation with the form owner, and approved for electronic form submission and electronic signature placement.
The OF 306 is one of the forms identified in this group, and the form owner approved the use of electronic signatures as part of this review. The full list of forms and their electronic signature approval/disapproval status is available in Section 3.1 of the "Federal Data Solutions Data Warehouse Program Entrance on Duty (EOD) Requirements and System Certification."
USA Staffing’s approved electronic signature implementation method, when combined with the form owner's approval, is equivalent to an ink signature. The use of such an approved electronic signature supersedes the "sign in ink" language present in the OF 306 form.
Some forms still require a “wet signature.” These forms can be completed through USA Staffing, printed for signature, and uploaded into USA Staffing for eOPF transmission as documents (e.g., SF 1152, SF 2808, SF 2823, SF 3102, TSP 3).