District Government New Employee Orientation

MAKING A DISTRICT DIFFERENCE

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DISTRICT OF COLUMBIA GOVERNMENT

DISTRICT-WIDE
NEW EMPLOYEE
ORIENTATION

MAKING A DISTRICT DIFFERENCE

WELCOME TO THE DISTRICT-WIDE
NEW EMPLOYEE ORIENTATION

THINGS TO REMEMBER…

• Please mute your computers and cellphones (e.g., phones,
tablets)

• Please use the WebEx Chat Feature to pose questions
• Please refer to your specific agency’s HR Advisor for

additional Onboarding information

EMPLOYEE BENEFITS

HRSA NEW HIRE ORIENTATION

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HUMAN RESOURCE SOLUTIONS ADMINISTRATION- H.R.S.A

WELCOME TO YOUR FIRST DAY AS DISTRICT GOVERNMENT EMPLOYEE

† Attendance and Check In
† New Hire Electronic Paperwork Review
† Employment Eligibility Form I-9

† Acceptable Documents for I-9 Completion
† Deadline for I-9 completion – The following day of N.E.O.
† Direct Deposit – Things to Know
† Appointment Affidavit and Appointment Declaration – Oath of Office
† Acceptance of the Oath of Office

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NEW HIRE ELECTRONIC PAPERWORK - EONBOARDING

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EMPLOYMENT ELIGIBILITY FORM I - 9

EMPLOYMENT ELIGIBILITY AND VERIFICATION

† An I-9 form is used to verify the identity and employment authorization of individuals hired for employment in the
United States. On the form, an employee must attest to his or her employment authorization. The employee must also
present his or her employer with acceptable documents evidencing identity and employment authorization. The list of
acceptable documents can be found on the last page of the form.

† Please identify the forms that you will use and scan them over to your DCHR HR Specialist no later than the day after
New Employee Orientation. Please contact your agency HR Recruiter for assistance with this.

† Receipts showing that a person has applied for an initial grant of employment authorization, or for renewal of
employment authorization, are not acceptable. Employees must present receipts within three business days of the
date employment begins and must present valid replacement documents within 90 days.
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EMPLOYMENT ELIGIBILITY VERIFICATION – USCIS FORM I-9

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ACCEPTABLE DOCUMENTS FORM I – 9 COMPLETION

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VOLUNTARY SELF – IDENTIFICATION OF DISABILITY

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POLICY STATEMENTS – ACKNOWLEDGEMENTS

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SEXUAL HARASSMENT POLICY - ACKNOWLEDGEMENT

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DRUG FREE WORKPLACE NOTIFICATION – FORM

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STATEMENT OF PRIOR FEDERAL AND/OR DISTRICT SERVICE

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DISTRICT OF COLUMBIA GOVERNMENT RELATIVES FORM

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UNPAID COMPENSATION DESIGNATION OF BENEFICIARY

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APPLICANT IDENTIFICATION SHEET

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DIRECT DEPOSIT – THINGS TO KNOW

OFFICE OF PAY AND RETIREMENT SERVICES

All new hires must submit direct deposit information within nine (9) days from
their first day of employment via the employee self service portal

https://ess.dc.gov or your first pay check will be processed on a debit payment
card no exceptions.

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APPOINTMENT AFFIDAVIT AND APPOINTEE DECLARATION

Please stand and
raise your right hand

Unmute your
microphone
Repeat after the
presenter

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ACCEPTANCE OF THE OATH OF OFFICE

USE YOUR CHAT FEATURE TO TYPE THE FOLLOWING ACCEPTANCE BELOW

Today, I (Your Name)officially accept the oath of office and my
appointment into the District Government as an employee

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EMPLOYEE BENEFITS

2020 BENEFITS NEW HIRE ORIENTATION

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EMPLOYEE BENEFITS

BENEFITS ELIGIBILITY

FEDERAL EMPLOYEE HEALTH BENEFITS DC EMPLOYEE HEALTH BENEFITS PROGRAM
(FEHB) (DCEHBP)

• Employees hired before October 1, 1987 • Employees hired after October 1, 1987

– Elect coverage under the FEHB and/or federal 24
dental vision program (FEDVIP).

– 2019 FEHB and FEDVIP premium rates and
enrollment forms can be found on the U.S.
Office of Personnel Management (OPM)
website at www.opm.gov/insure

EMPLOYEE BENEFITS

BENEFITS OVERVIEW

† The District Government offers a comprehensive benefits package.
Olriefuetirr–ebfmernoeemnftit.hseparltohgraanmd wisedlelnseigsnsetdo tinocsoumpepoprrtomteacntiyonasapnedcts of your

† We provide employees:

† Medical, Dental, and Vision Plans
† Flexible Spending Accounts
† G(SrToDu)pInLsifuer,aOnpcetional Life, Long-Term Disability (LTD), Short-Term Disability
† Wellness Benefits

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EMPLOYEE BENEFITS

BENEFITS ELIGIBILITY

Benefits-eligible employees include:

† All full-time permanent employees.
† Part-time permanent employees who generally work at least 30 hours per

week.
† Employees with temporary full-time appointments of at least 13 months

who are employed by agencies under authority of the Mayor.
† Temporary and intermittent employees who work for at least 90 days

within a 12-month evaluation period and are paid at least 30-hours per
week (HMO health care plan only).

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EMPLOYEE BENEFITS

HOW TO ENROLL

Employees may enroll in/change plans:

† During the annual Open Enrollment period.
† Within 31 days of their initial employment.
† Within 31 days of a qualifying life event.

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†cAallnebneroalclmceesnstedchaatnhgtetspsa:r/e/etsos.bdec.mgoavdeontharnoyugcohmEmpuptleoryweeitShealfnSienrtveircnee(tEcSoSn),nwechtiicohn.
†Employees must upload dependent documentation for covered dependents.
†Please keep your confirmation statement

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EMPLOYEE BENEFITS

MEET ALEX, THE VIRTUAL BENEFITS COUNSELOR

†ALEX will ask you a few questions about
your health care needs (your answers
remain anonymous), crunch some
numbers, and recommend a plan that’s
best for your personal needs. It’s that easy!

†Visit ALEX online at www.myalex.com/dchr.

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BENEFITS ELIGIBILITY

Benefit-eligible dependents include:
†Legal spouse
†State-registered domestic partner or legal union
†Foster children
†Dependent children under age 26
†Dependent children under age 21 for Life Insurance (Option C- Family)
†Adult children with disabilities

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EMPLOYEE BENEFITS

BENEFITS ELIGIBILITY

Dependent Eligibility Verification

†If you add family members to your coverage, you are required to provide
documentation to verify coverage eligibility for your dependents.

†Failure to comply will result in a cancellation of health care coverage for
that dependent.

†Complete list of required documents and instructions can be found at
http://dchr.dc.gov/page/dependent-eligibility-verification

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EMPLOYEE BENEFITS

MEDICAL PLANS

For employees hired on or after October 1, 1987.
The cost is shared by the employee and the District.
Eligible employees have a choice of the following plans:

† Aetna Healthcare HMO, PPO or CDHP
† Health Savings Account (Aetna CDHP Only)

† Kaiser Permanente HMO
† UnitedHealthcare Choice HMO
† CareFirst HMO and CareFirst PPO

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EMPLOYEE BENEFITS

MEDICAL PLAN 2020 BI-WEEKLY PREMIUM RATES

Aetna Aetna Aetna Kaiser UnitedHealth CareFirst CareFirst PPO
HMO CDHP PPO Perman care HMO HMO $97.80
Self Only $101.10 $35.21 $102.42 Choice $86.60
ente
HMO

$75.11 $92.02

Self + 1 $198.73 $69.21 $201.32 $143.46 $175.76 $170.61 $186.80

Family $292.15 $101.75 $295.96 $220.07 $269.62 250.25 $286.55

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EMPLOYEE BENEFITS

DENTAL PLANS

†Provider: Cigna Dental
†DHMO: District pays 100% of premium costs.
†DPPO: Employee pays a portion of premium costs.

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EMPLOYEE BENEFITS

DENTAL PLAN 2020 BI-WEEKLY PREMIUM RATES

Self Only Cigna DPPO Cigna DHMO
Self + 1 $27.55 $0
Family $39.10 $0
$50.70 $0

For detailed plan information, please see the 2020 Cigna Dental HMO Patient
Charge Schedule and 2020 Cigna Dental PPO Benefit Summary, available online at
http://dchr.dc.gov/page/dental-and-optical-coverage.

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EMPLOYEE BENEFITS

VISION PLANS

†Provider: Quality Plan Administrators
†Vision coverage is available at no cost to eligible employees.
†The District pays 100% of the vision premium.
†For detailed plan information, please see the 2020 Vision

Summary Plan Description, available online at
http://dchr.dc.gov/page/dental-and-optical-coverage.

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EMPLOYEE BENEFITS

COVERAGE EFFECTIVE DATES

†Health benefits and life insurance coverage begin the pay
period after the election has been submitted and during the
pay period that a payroll deduction was made to pay for the
benefit.

†For Flexible Spending Accounts (FSA), including Health Care
FSA and Dependent Care FSA, coverage begins after your
first payroll deduction.

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EMPLOYEE BENEFITS

FLEXIBLE SPENDING ACCOUNTS (FSAS)

You may Health Care FSA Dependent Care FSA Commuter Benefits
contribute: Program
Eligible • Up to $2,750* • Up to $5,000 each
Expenses year* • Transit: $270 per
*If you enroll in the CDHP month
plan you are not eligible to *$2,500 if married and you
elect a health care FSA. and your spouse file a • Parking: $270 per
• Rollover Limit: Max $500 separate tax return. month
• No Rollover Limit
• Out of pocket medical, • All unused funds Rollover
prescription, dental or
vision expenses Expenses to care for Transit and parking
dependent children under services for commuting
• Copays, deductibles, the age of 13 expenses to and from
and co-insurance work

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EMPLOYEE BENEFITS

GROUP & OPTIONAL LIFE INSURANCE

Life Insurance Coverage Cost

Group Life Annual salary rounded to You pay two-thirds of the
the next thousand, plus and total cost and the
additional $2,000 government pays one-third

Option A – Standard Per $10,000 coverage Based on your age
Optional

Option B – Additional Additional optional life Based on your age
Optional Insurance insurance (multiples from
1x -5x basic salary)

Option C – Family Optional Spouses and dependent Based on your age
Insurance children under the age of
21

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EMPLOYEE BENEFITS

DISABILITY INSURANCE

Short-Term Disability (STD) Long-Term Disability (LTD)

Policy Type Group Group

Benefit Salary Up to 60%; between $15 -$1,154 Income replaced at 66 2/3 percent of
Replacement your pre-disability earnings

Elimination Period 20 days 180 days

Premium Based on age Based on age

• Standard Insurance Company is the District Government disability 39
insurance provider.

• Deductions for both disability programs are deducted on an after-tax
basis.

EMPLOYEE BENEFITS

RETIREMENT PROGRAM

Plan Type Employer Contribution Employee Requirements

401(a) Defined • 100% Employer-Funded: • Must have one year of
Contribution Pension Plan 5% of the base salary continuous service to
(5.5% for Corrections participate
Officers)
• Fully vested after five
• Begins the first pay years of continuous

period after one year of service.
service

Open to all employees who
457(b) Deferred can contribute the
Compensation Plan n/a minimum of $20 per pay

period.

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BENEFITS AND RETIREMENT ADMINISTRATION

457(B) AUTO-ENROLLMENT IMPLEMENTATION

† Effective July 7, 2019, newly hired employees and rehired employees (with a break in service of three (3) workdays or more) in the
District who are eligible to participate in the 457(b) Plan will be automatically enrolled at five percent (5%) of their annual base
salary on a pre-tax basis.

† Employees automatically enrolled into the 457(b) Plan shall receive written notification of the policy by the effective date of their
appointment.

† Participants can elect to defer a different amount or percentage amount of their salary, or cease participate in the plan.

† All participants can opt-out within the first thirty (30) days of employment and set their contribution deferral to zero ($0.00).

† Participants who opt-out within first thirty (30) days can request a refund of any contributions made to their account.

† Refunds will be given at market value and adjusted for any earnings or losses.

† To request a refund of contributions participants must contact DCHR at [email protected].

† If a participant does not opt out within the first thirty (30) days of his/her employment, a refund can not be granted.

† Any funds remaining in the Plan will be subject to the Plan’s normal distribution rules.

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EMPLOYEE BENEFITS

EMPLOYEE ASSISTANCE PROGRAM (EAP) 42

Inova’s 24/7 EAP hotline and convenient online resources provide employees with easy, confidential
access to professionals and resources, including:

† Confidential counseling
† Legal services, financial services, Savings Center
† Identity theft services
† Webinar training
† Work-life referral services
† Lactation support
Visit Inova online at http://www.inova.org/eap
Online account login information:
† Username: DCGOV
† Password: DCGOV

EMPLOYEE BENEFITS

FAMILY & MEDICAL LEAVE

Eligibility

Family & Medical Leave DC Family and Medical Leave Act was effective October 1, 1990, for employees whose actual
work location is in the District of Columbia as of April 1, 1991. To be eligible you must work at
least 1,000 hours (DCFMLA) or 1,250 hours (FMLA) for one (1) year with no break in service
during the 12-month period immediately preceding the request for leave

DCFMLA Statutory Allows up to 16 weeks of unpaid leave in any 24-month period for specified reasons, as
Medical Leave prescribed by DCFMLA. Medical certification/documentation is required.

DCFMLA Statutory Allows up to 16 weeks of unpaid leave in any 24-month period for specified reasons, as
Family Leave of Absence prescribed by DCFMLA. Medical certification/documentation is required.

DC Family Leave Effective October 1, 2014, employees may receive up to eight (8) weeks of paid leave for the
Program birth of adoption of a child or to care for a family member with a serious health condition.

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EMPLOYEE BENEFITS

ANNUAL & SICK LEAVE

Eligible employees accrue annual leave each pay period:

Years of Service Hours Accrued Number of Days
0-2 Years 4 hours per pay period 13 Days
3-15 Years 6 hours per pay period 20 Days
15+ Years 8 hours per pay period 26 Days

All regular full-time employees annually accrue 13 days of sick leave (4 hours
per pay) period regardless of employment.

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EMPLOYEE BENEFITS

PART-TIME & EXECUTIVE SERVICE EMPLOYEES

†Part-Time employees who work at least 40 hours per pay period earn
annual leave and sick leave at a proportional rate.

†Executive Service employees receive 26 days of universal leave per
calendar year to be used for any purpose (prorated depending on
start date).

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EMPLOYEE BENEFITS

ANNUAL LEAVE BANK

†A fund of accumulated annual leave donated by employees for the
use of other leave bank members.

†To become a member and receive leave from the bank, an employee
must donate a minimum of four hours of annual leave each year.

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EMPLOYEE BENEFITS

HOLIDAYS

Employees receive 11 paid holidays per year:

† New Year’s Day
† Martin Luther King, Jr. Birthday
† Washington’s Birthday
† DC Emancipation Day
† Memorial Day
† Independence Day
† Labor Day
† Columbus Day
† Veteran’s Day
† Thanksgiving Day
† Christmas Day

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EMPLOYEE BENEFITS

DISCOUNTS

Wireless Discounts:

† AT&T Discount
† Sprint Discount
† T-Mobile Advantage
† Verizon FiOS

Apple Employee Purchase Program

† All District of Columbia Government employees (full-time, part-time, and
contractors) may now purchase Apple products at a reduced price.

http://dchr.dc.gov/page/discount-programs-district-employees

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EMPLOYEE BENEFITS

DISCOUNTS

Health & Fitness:

† Capital Bikeshare
† Department of Parks and Recreation Fitness Centers
† MINT Health Club
† Vida Fitness

Other

† Six Flags America
† ZipCar

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EMPLOYEE BENEFITS

BENEFIT ENROLLMENT RECAP

†Employees may enroll in/change plans:

† During the annual Open Enrollment period.
† Within 31 days of their initial employment.
† Within 31 days of a qualifying life event.
†Newly hired/rehired employees should submit their benefit elections in the new hire
benefit event section prior to making any other PeopleSoft changes
†All enrollment changes are to be made through Employee Self Service (ESS), which can
be accessed at https://ess.dc.gov on any computer with an internet connection.
†Employees must upload dependent documentation for covered dependents.
†Please keep your emailed confirmation statement from PeopleSoft.
†Benefits coverage begins the period after you make your elections.

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