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 Human Resource Management (HR):
State of Florida Employment Application.
DEP Pre-Employment Requirements, DEP Form 54-706.
A Copy of your Social Security Card or receipt
from the Social Security Office Confirming you have applied for a
NOTE: When the
duplicate card is received, forward a copy to HR.
Copy of your Driver License or State-Issued Identification Card,
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,
Copy of any required licensure, certificate or registration,
Florida Retirement System (FRS) - New Employee Certification
NOTE: DEP employees are asked to provide a copy of their Social Security card to HR 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 HR liaison.
Supervisors must complete Section 2 and submit the form and supporting documents to HR
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 process. 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 HR 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 OPS Employee Handbook.
As a DEP employee, it is important to you and to the DEP
that you read and understand the
OPS 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:
OPS Student Verification, DEP Form 54-605. If you are currently a degree-seeking student enrolled
in an accredited secondary or postsecondary education program then you must complete this form.
Statement of Financial Interest(For OPS employees, this only applies to Attorneys). In accordance with Section 112.3145(1)(b), F.S.,
state employees are required to file a Financial Disclosure form within 30 days of employment 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;
DEP 390 Information Resources Security Policies and Standards;
DEP 420 Drug-Free Workplace Policy;
DEP 421 Violence-Free Workplace;
DEP 425 Attendance and Leave;
DEP 435 Conduct of Employees; and
DEP 436 Harassment and Discrimination.
BENEFITS AND OTHER INFORMATION FOR NEW OPS EMPLOYEES
OPS Retirement Plan.
As a new OPS employee with the DEP we want
to inform you about the mandatory OPS Retirement Plan. The
brochure provides information about the plan and contains the
BENCOR Retirement Plan Enrollment Form you must complete to
enroll in the plan.
Deferred Compensation Information. The State of Florida Deferred Compensation Plan is a tax deferred employee contribution investment program available
to all state employees.
DEP Holiday and Payroll Schedule. Please refer to this schedule for important payroll and timesheet due date information.
OPS employees are paid on a
Biweekly Payroll Schedule. It is your
responsibility to ensure that your timesheet is submitted for
approved by the deadline and that you follow up with your
supervisor to ensure that it was approved. Also note that as an
OPS employee, if your timesheet is not submitted and approved by
the specific due dates outlined in the
Biweekly Payroll Schedule, you will not be
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.
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.
Aetna Resources for Living (formerly 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 Aetna Resources for Living 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 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. AmeriSys is the contracted vendor for the state's work-related accidents. AmeriSys is responsible
for accepting "First Report of Injury" information and the coordination of medical treatment for injured employees.
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. Note: OPS are not entitled to paid leave.
A description of your OPS job duties.
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 and
to complete your timesheet for payroll processing. 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 HR 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 HR 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 HR 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 HR liaison will provide
instructions on how to complete your timesheet in People First.
Please note that as an OPS employee, if your timesheet is not
submitted and approved by the specific due dates outlined in the
DEP Holiday and Payroll Schedule, you will
not be paid on the scheduled pay date.
NEW EMPLOYEE TRAINING
New OPS Employee Orientation (NEO). This
class provides an overview of state government, history of the
Department, employee rights, benefits, and employee
responsibilities for all OPS 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. 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 HR liaison or HR at 850-245-2511.