New employee orientation

Complete required forms

You will have several forms to complete within specified timeframes to process your insurance benefits, payroll, retirement, etc. Below is where you will obtain additional information on required forms and the timeframe it needs to be completed and submitted to HRHelp@wsdot.wa.gov.

Due on first day

Forms

• I-9 Form (PDF 727KB) 
  *Wet handwritten signature required
• Copy of Identification 
  Please refer to the I-9 form for acceptable documents.
• W-4 (PDF 113KB) 
  * Wet handwritten signature required
• Authorization For Direct Deposit of Wages (PDF 220KB) 
  *Wet handwritten signature required
  • If selecting Pay Card, you must also complete the Focus Card Enrollment Form (PDF 1.3MB)
• PEBB Benefit Eligibility Worksheet 
  If applicable to you, this form was attached to your Employment Notification.
• PERS New Member Plan Choice Form 
  If applicable to you, this form was attached to your Employment Notification.
• PERS Retirement Status (PDF 1.5MB)
• Employee Emergency Contact Form (PDF 153KB)
• Affirmative Action and Demographic Data (PDF 148KB)
  • DD214 
    If you would like to receive credit toward your seniority date for previous military service, submit your DD214(s) or equivalent.
• Telework Forms 
  *Only required if eligible for telework

References

• Example First Day Documents (PDF 1.5MB) 
• I-9 Instructions (PDF 585KB)
• I-9 Notary Instructions for Out-Of-State Hires (PDF 516KB)
• FAQ (PDF 135KB)

Due within 31 days

Enrollment Systems

• Benefits 24/7 
  Enroll in Medical, Dental, and Long-Term Disability (LTD) online
  • If electing to add dependents to your medical and/or dental plans, Dependent Verification must also be submitted in order for them to be enrolled.
• Life and AD&D Insurance ONLINE Enrollment - MetLife MyBenefits Portal 
  May take up to two weeks to gain access to the online portal. If preferred, you may instead complete the Life and AD&D Insurance Enrollment Form (PDF 215KB) and submit directly to MetLife. Do not send the enrollment form to HR.

Optional Forms

• Navia Medical FSA, Limited FSA, & DCAP Enrollment Form (PDF 123KB)
• 2024 Health Savings Account (HSA) Payroll Deduction Authorization Form 
  *Only applies if enrolling in a CDHP medical plan

References

• Health Care Authority (HCA) website for Benefits
• 2024 PEBB Employee Enrollment Guide (PDF 20MB)
• Benefits 24/7 Enrollment Process (PDF 2.6MB)
• PEBB Medical Benefits Comparison Tool (PDF 200KB)
• Find a PEBB plan provider

Due within 90 days

Forms

• DRS Plan Enrollment (PDF 1.6MB)
• DRS Beneficiary Designation (PDF 1MB)

References

• PERS Plan Choice Booklet (PDF 2.2MB)
• Department of Retirement Systems (DRS) website
• DRS Choose a Plan
• DCP - Deferred Compensation Program website

Insurance benefits

Washington State government offers one of the most competitive benefits packages in the nation. At WSDOT, we understand that maintaining health and financial security for you and your family is an essential part of life. That is why choice is a key component of our benefits packages.

Employees who meet PEBB eligibility requirements for benefits:

• May choose to enroll yourself and qualifying family members in a medical plan (including vision) or choose to waive medical & vision coverage. There are multiple medical plans with affordable employee monthly premiums that offer coverage throughout the state.
• Are required to select a dental plan, unless you are currently enrolled in SEBB coverage, and may cover qualifying family members in the dental plan
• Will automatically be enrolled in Basic Employer-Paid Long-Term Disability (LTD) with the option to select additional Employee-Paid LTD coverage
• Will automatically be enrolled in $35,000 of Life Insurance, and $5,000 of Accidental Death & Dismemberment (AD&D) Insurance, with the option to purchase supplemental Life & AD&D Insurance for yourself, your spouse, and children
• May choose to enroll in the employee-funded Medical Flexible Spending Arrangement (FSA) or Limited Purpose FSA
• May choose to enroll in the employee-funded Dependent Care Assistance Program (DCAP)

To view premium rates, coverage choices in your area, and how to enroll, please visit the Public Employees Benefits Board (PEBB) website.

As a newly benefits eligible employee, you have 31 days from your first working day to complete your benefits enrollments. If enrollments are not completed within 31 days, the default enrollments will apply: Uniform Medical Plan Classic, Uniform Dental Plan, basic life insurance, basic AD&D insurance, 60% Employee-Paid LTD plan, dependents will not be enrolled, and a $25 per account monthly tobacco use premium surcharge will be incurred ( WAC 182-08-197 (1)(b) ).

Please note: As a new employee you also have the option to shop for health insurance at the Marketplace (also known as the Health Insurance Exchange). For more information Visit www.healthcare.gov or also get help by phone, or in person. Call 1-800-318-2596, 24 hours a day, 7 days a week (TTY: 1-855-889-4325).

Staff are eligible to enroll each year in a medical flexible spending plan, which enables them to use tax-deferred dollars toward their health care expenses, and/or a limited-purpose flexible spending plan, which enables them to use tax-deferred dollars toward their dental and vision expenses. Represented employees may be eligible to receive a $250 Medical FSA contribution through their collective bargaining agreement if they meet the criteria. Employees will receive this employer-paid benefit even if they don't enroll in a Medical FSA. The contribution will not be deducted from the employee’s paycheck. Keep in mind, employees cannot receive this benefit if they enrolled in a CDHP with an HSA or waived PEBB medical coverage. For more information on Medical Flexible Spending Arrangement (FSA) and the qualifications for the $250 Medical FSA Benefit, please visit HCA's FSA website.

Retirement

Eligible WSDOT employees are members of the Washington State Public Employees' Retirement System (PERS). Newly eligible employees have 90 days to select between two retirement programs: PERS 2 and PERS 3. If a selection is not made within 90 days, you will be defaulted into PERS 2. For additional information regarding retirement, check out the Department of Retirement Systems (DRS) website. DRS offers live webinars for Plan Choice, as well as other retirement related topics and on-demand videos. We recommend new employees review information on the Plan Choice section of the DRS website and review the Plan Choice Guide.

Deferred Compensation Program (DCP)

The Deferred Compensation Program (DCP) is a voluntary 457(b) retirement savings program administered by Washington State DRS, with two plan options. Employees may participate in one or both plans. Both options allow personal control over the amount of salary dollars deferred, as well as the flexibility to choose between multiple investment options. With DCP pretax, your contributions are made before tax. With DCP Roth, your contributions are made from your already taxed income. All new employees with a start date prior to August 17, 2024, will automatically be enrolled in DCP at a 3% contribution rate, regardless of the anticipated length of employment. For more information about DCP, including changing or canceling your contributions, visit the DCP website.

Your first paycheck

Your first paycheck will be automatically sent to your mailing address. Please be sure to double check the accuracy of the address you provide on your W-4 document. You can also provide your mailing address (if different from your home address) to the Employee Services Team. Contact them at HRHelp@wsdot.wa.gov if your address needs to be updated.

Paydays

WSDOT paydays are the 10th and 25th of each month but are adjusted if they fall on a weekend or a holiday. Any hours worked for the 1st through the 15th of the month are paid on the paycheck on the 25th of that month. Any hours worked on the 16th through the end of the month are paid on the paycheck on the 10th of the following month. To learn more, you can view the state’s payday and holiday calendar.

Direct deposit & Earnings statements

New WSDOT employees are required to enroll in Direct Deposit or a Focus Card. The Direct Deposit will transfer your salary straight into your checking or savings account. The Focus Card is a reloadable, prepaid debit card issued by U.S. Bank. It provides an electronic option for receiving your pay. It is not a credit card but works similarly to other debit cards. Visit our Payroll site for information on these programs and the Focus Card Enrollment Form (PDF 1.3MB).

To view your earnings statements, WSDOT uses a secure, password-protected, on-line portal called MyPortal. You can also update your personal address, phone number, and demographic data through MyPortal. To access MyPortal you will need your employee identification number and WSDOT email address if not logging in through the WSDOT network. Your supervisor can provide this information to you.

Timesheets

You may need to complete a timesheet to report your labor and leave hours. Please work with your supervisor to identify if your position is required to do so. Timesheets are due twice a month by the 15th and the last day of the month. You can find information about WSDOT's electronic time and leave system (DOTtime) on the DOTtime Help page. Your supervisor and/or timekeeper will orient you to the DOTtime system and training slides are available. DOTtime can be accessed via an icon on your desktop and via your mobile device. New employees may not be able to access DOTtime for up to 2 weeks following their first working day.

WA Cares

The WA Cares Fund is a mandatory long-term care insurance benefit established by Washington state law in 2019. This is a program for all Washington state residents. Starting July 1, 2026, benefits can be used to purchase long-term care services which may include professional care, equipment, home safety evaluations, and/or compensation for family members who provide care.

Exemptions

Employees may be eligible for a permanent or conditional exemption from the WA Cares Fund. Exemptions are not automatic - WSDOT cannot stop the WA Cares Fund deduction unless an approved ESD exemption is provided by the employee to WSDOT Payroll. If an exemption category applies to you, follow the instructions on the WA Cares Fund intranet page.

If you have an existing exemption, or receive ESD approval in the future, you are required to notify WSDOT of your exemption by emailing WSDOT Payroll at wsdothqpayroll@wsdot.wa.gov and providing a copy of the ESD exemption approval letter.

• ESD does not notify WSDOT of your premium exemption. It is your responsibility to notify WSDOT Payroll.
• Initial exemptions will take effect the calendar quarter after your application is approved, and only if you notify WSDOT of your exemption.
• Failure to notify WSDOT of an exemption means non-refundable premiums might be deducted after an exemption’s effective date.
• If you change jobs, you will need to inform your new employer to ensure they don’t collect the premium.

Collective Bargaining Agreement

WSDOT has positions that are represented by a union. If you have questions on whether or not your position is union represented, please contact your supervisor or Human Resource Consultant. The collective bargaining agreements between the State of Washington and the different unions can be found on the Office of Financial Management website.