Welcome to the Department of Environmental Protection (DEP). Below you will find important information and links to forms and documents that are crucial to you as a new member of the DEP team.
Prior to your official offer of employment,
the hiring manager should have already provided the following
documents to the Bureau of Personnel Services:
State of Florida Employment Application.
DEP Supplemental Application.
A Copy of your Social Security Card or receipt from the Social Security Office Confirming you have applied for a duplicate card.
NOTE: When the duplicate card is received, forward a copy to the Bureau
of Personnel Services.
Copy of your Driver License or State-Issued Identification Card, if applicable.
For foreign nationals, a copy of the
Employment Authorization Document (EAD), Permanent Residence Card and/or VISA if applicable.
Copy of degree, college transcript(s) or diploma, if applicable.
Copy of any required licensure, certificate or registration, if applicable.
Selective Service. For males born on or after October 1, 1962, proof of registration or exemption letter MUST be provided.
Florida Retirement System (FRS) - New Employee Certification
NOTE: DEP employees are asked to provide a copy of their Social Security card to the Bureau of Personnel Services in order for us to
verify that the Social Security card name and number match the information entered in the People First
system. This verification is also required for
accurate processing of an employee's payroll and reporting of federal withholding taxes by the Department of Financial Services, State of Florida and
is used for the required E-Verify process. As an employee of DEP, you are being provided with this notice pursuant to s.119.071(5)(a)2, Florida Statutes.
After the official offer of employment, but no later than the first day of employment, please print the
Form I-9, complete the information in Section 1, and return the form to your supervisor or your personnel liaison.
Supervisors must complete Section 2 and submit the form and supporting documents to the Bureau of Personnel Services
no later than the first day of employment. Supporting documents presented by
an employee MUST NOT BE EXPIRED and one I-9 supporting document must include a clear photo.
Documents that are not readable will be returned.
NOTE: The Form I-9 and supporting documents are used for the required
E-Verify, an Internet-based system, allows employers to determine the
eligibility of their employees to work in the United States. DEP employs
individuals who are U.S. citizens or authorized foreign nationals. The
verification is done by comparing information entered into the system
from an employee's Form I-9, Employment Eligibility Verification, to
data from the U.S. Department of Homeland Security and the Social
Security Administration records to confirm employment eligibility.
Supervisors and administrative contacts will be notified of the results.
Within the first three (3) days of employment, the following additional new hire forms must be completed and submitted to your supervisor for
submission to the appropriate Bureau of Personnel Services representative:
Oath of Loyalty, DEP Form 54-603. Section 110.201 and 876.05, Florida
Statutes, requires state employees to sign an Oath of Loyalty as a condition of employment.
Exemption from Public Records Requests - Privacy Test Questionnaire, DEP Form 54-606. Florida's Public Record Law, Chapter 119, Florida Statute, provides specific information
regarding records that are subject to public inspection and exemptions for certain positions. Completion of this privacy test questionnaire is required
so that we may properly exclude certain personnel records from public inspection for you if applicable.
Acknowledgment of Receipt of DEP
FTE Employee Handbook. As a DEP employee, it is important to you and to the DEP that you read and understand the
FTE Employee Handbook.
It is your responsibility to review the handbook and complete the "Acknowledgment of Receipt" found on the last page of the
handbook. This signed acknowledgment will be placed in your official Personnel file as documentation that you have reviewed and understand
the information outlined in the handbook.
Acknowledgement of Receipt of Key Directives,
DEP Form 54-614. As a new DEP employee, it is important that you review, understand and sign this acknowledgement of receipt for the
following important DEP Directives:
Leave Accrual Eligibility, DEP Form 54-218. The information provided on this form is used to verify eligible state service
in determining your proper leave accrual date.
Statement of Financial Interest (List of Applicable Positions). In accordance with Section 112.3145(1)(b), F.S.,
state employees are required to file a Financial Disclosure form within 30 days of appointment or employment to a required position and then
annually by July 1 of each year. Visit the Florida Commission on Ethics at http://www.ethics.state.fl.us/
for more information on financial disclosure and code of ethics.
DEP 202 Code of Ethics;
Information Resources Security Policies and Standards;
Drug-Free Workplace Policy;
Attendance and Leave;
Conduct of Employees; and
Harassment and Discrimination.
BENEFITS AND OTHER INFORMATION FOR NEW FTE EMPLOYEES
The benefit information provided below is offered to all new state government FTE employees. Please note the specific enrollment periods
for the various providers. Also, if you are transferring to DEP from another agency, please contact the Bureau of Personnel Services
immediately at 850-245-2511 regarding continuation of your payroll deductions.
State Health, Life Insurance and Any Other Pre-Tax Insurance Program (i.e. dental, vision, etc.) There is a 60-day period to enroll
in the state health, life and any other pre-tax insurance program. After the initial 60 days, you must wait until the annual open enrollment
period to select and/or change these options, unless you experience a Qualifying Status Change (QSC) event. The effective date of coverage
cannot begin before the first of the month following an employee's hire date.
Questions regarding provider or benefit information should be directed to the Bureau of Personnel Services at 850-245-2511. To obtain
materials and enroll in the state sponsored pre-tax benefits, logon to the People First System and click on the Health & Insurance tab.
Miscellaneous Insurance Providers. If you are interested in these post-tax benefits, you may contact the providers directly to obtain
enrollment and benefit information. The same 60-day enrollment period may apply to these insurance programs as with the state sponsored
pre-tax health and life insurance programs.
OTHER BENEFITS AND INFORMATION FOR NEW FTE EMPLOYEES
Deferred Compensation Information. The State of Florida Deferred Compensation Plan is a tax deferred employee contribution investment program available
to all state employees.
Florida Retirement System Information. As a new FTE state employee, you are automatically enrolled in the Florida Retirement
System (FRS) Pension Plan. You have five months from your hire date to make an election to enroll in the
investment retirement benefit. Within a few weeks
after your hire date, you will receive a packet of information from the Division of Retirement that will provide guidance in making a retirement plan election.
You may call 1-866-377-2121 for assistance or log on to MyFRS.com to explore free educational resources including electronic access to these state service FRS publications:
Career Service (CS) or Selected Exempt Service (SES)
Career Service Special Risk
Senior Management Service (SMS)
DEP Holiday and Payroll Schedule. Please refer to this schedule for important payroll and timesheet due date information.
How to view Earnings Statement and sign up for electronic W-2 Forms. This Department of Financial Services website will provide you with the ability to view
your payroll earning statements, sign-up for electronic W-2 forms and review other state reimbursements such as travel and flexible benefits.
Affirmative Action Plan. This link provides you with the current DEP Affirmative Action Plan. Just click on the down arrow under DOCUMENTS on the right pane
and select the plan you wish to view.
DEP Smoking Policy - DEP Directive 366. As a new employee, it is important that you review and understand DEP's policy regarding smoking.
Employee Assistance Program Information.
Horizon Health is the Employee Assistance Program (EAP) service provider for all state employees,
your dependents and those living in your home. You may contact Horizon Health directly at 1-800-860-2058 or by clicking on the link above and choosing
EAP under Links. The number of counseling sessions to be provided by Horizon Health will depend on the needs of an employee's (or their immediate
dependents or household) individual set of circumstances, as determined by the case manager.
Workers' Compensation Provider Information and Procedures. OptaComp is the contracted vendor for the state's work-related accidents. OptaComp is responsible
for accepting "First Report of Injury" information and the coordination of medical treatment for injured employees. You should become familiar with
Frequently Asked Questions (FAQ).
Uniformed Services Employment and Reemployment Rights (USERRA). (USERRA) protects the job rights of individuals who voluntarily or involuntarily leave a
FTE state position to undertake military service or certain types of service in the National Disaster Medical System. USERRA also prohibits employers from
discriminating against past and present members of the uniformed services, and applicants to the uniformed services.
PHYSICAL LAYOUT AND FACILITIES
Become familiar with where office supplies, first aid kits, restrooms, eating facilities, smoking areas,
and parking, etc. are located.
Discuss emergency evacuation of the building and location of fire exits.
Your supervisor will introduce you to other employees and managers within your work unit.
RULES AND REGULATIONS
Your supervisor will review and discuss the following important rules and regulations with you:
Work schedule, flextime, breaks, and lunch.
Importance of punctuality and good attendance.
Who to contact in the event you need to be absent.
Procedures for requesting time off or absences.
Appropriate use of the telephone and computer including instructions/restrictions.
Your position description and performance standards, providing a copy for your records.
Other pertinent rules and regulations.
PEOPLE FIRST SYSTEM - NEW EMPLOYEE ACTIONS
The People First System is the State of Florida's self-service, web-based, personnel information system and enterprise-wide suite
of human resource services. You will use this system to maintain accurate personal, work, and emergency contact information, complete
your timesheets for payroll processing, and enroll/review insurance benefits. It is extremely important that you meet all deadlines so
that your paychecks and benefits are correct and on time.
Your supervisor or division's personnel liaison will initiate and complete the Personnel Action Request (PAR) form in the People
First System. This action will initiate your being setup for payroll processing and generate your People First Identification Number
(People First ID#) that you will use to access the system. For guidance in utilizing the People First system, we are providing the
Employee User Guide. Once you are provided with your People First ID#, your supervisor or division's personnel liaison will assist you
in logging on to the system and completing these items:
Log on to People First System.
Your initial password will be Pf
(note: the "P
" is upper case, the "f
is lower case) plus your six-digit birthday (MMDDYY). For example, if you were born February 3, 1974, your temporary password
would be Pf020374. Once you enter the temporary password, click Log In
. The system will require you to
change your password at this time by clicking Review the Complete Password Requirements
. The system will
then require you to set up three (3) security questions and answers before proceeding with the log in.
Your supervisor or division's personnel liaison will enter some of your personal information when you are hired; however,
you must review the information for accuracy and complete some information yourself. To enter and review your personal information, follow the
PF Instructions on Reviewing and Completing Personal Information.
Your supervisor or division's personnel liaison will provide instructions on how to enter your work schedule, if applicable and
complete your timesheet in People First. Please refer to the
DEP Holiday and Payroll Schedule for important payroll and timesheet
due dates and to
DEP Directive 425 for important attendance and leave information.
NEW EMPLOYEE TRAINING
As a new employee, you must complete the mandatory new employee online training courses listed below within 30 days of employment.
These courses are offered through our online training provider, ClarityNET and you are required to register for these courses at
http://www.dep.state.fl.us/admin/training/online/coastal_ami.htm. New employees will receive an email from ClarityNET with
your login instructions within one week of receiving access to the People First system.
New Employee Orientation (NEO). This class provides an overview of state government, history of the Department, employee
rights, benefits, and employee responsibilities for all FTE employees.
Workplace Harassment Training - Harassment is . . . - This online course provides participants an opportunity to examine
harassment in the workplace and ways to eliminate the problem.
Cultural Diversity Training - Diversity in the Real World. This course explains how to face the diversity challenges at
work and to use the skills provided to assist in building careers and personal lives.
DEP Code of Ethics. This course, developed by the Office of General Counsel specifically for DEP employees, outlines
all of the ethical issues that DEP employees may face and provides information on how to avoid tricky ethics issues.
DEP Public Records. This course, developed by the Office of the General Counsel specifically for DEP employees, outlines certain public records issues that DEP employees may face.
DEP Civil Rights Training. Released in July 2011, this course provide information on an employee's
rights and responsibilities as defined by DEP Directives, Florida statues and federal laws.
Information Security Awareness Training. Are you aware of your responsibilities for using DEP computer software and
hardware? What about personal Internet or Email use? This required course will explore DEP Directive 390 and
will help you understand
what your minimum responsibilities are to make sure the Department's computer information is safe and that your use of DEP's
computer resources is appropriate. The policies presented in this course apply to all Department employees, contractors and
vendors, as well as private organizations and citizens granted account/computer access to DEP resources.
NOTE: An annual refresher training is required for all courses listed above
except the New Employee Orientation and is offered as a
Combo-DEP Required Annual Refresher Course. Employees must complete the full version of each course one time, usually within 30 days of hire,
before being allowed to take the combo refresher training. If you have not taken the full mandatory courses, you are required to do so before
you will be given credit for the combo refresher. NOTE: DEP Civil Rights Training will be added in 2012.
Highly Recommended Training
Quality Service in the Public Sector
Plain Language Style Guide
Supplemental Supervisory Skills Training, if applicable
Your supervisor or your division's personnel liaison will show you where to locate other training resources at the DEP online training catalog and classroom training
FOLLOW-UP - ASK QUESTIONS
If there is an issue that you do not understand or that your supervisor has not explained clearly, ask questions!
For additional assistance, contact your division's personnel liaison or the Bureau of Personnel Services at 850-245-2511.