Last Updated: February 2024
The following forms are necessary to establish your record in the payroll system and for payroll processing. All forms designated as "Required for Pay" are due within 5 calendar days of the appointment date. Any additional required forms must be submited within 30 calendar days of the appointment date.
After you complete the forms, your supervisor or administrative staff should review your forms for completeness and provide you with more information about your own duties, your work unit, and specific information for your department. Unless otherwise noted in the instructions or on the form, all documents should be submitted to Payroll Services. The email addresses and fax numbers for submitting paperwork to Division of Finance, Payroll Services can be found on the Payroll Contact List (PDF).
For forms submitted to Division of Retirement and Benefits please refer to the DRB Contact Page for assitance.
Print and use the Employee Required Documents Checklist when printing the forms. Keep the forms in the order they are listed for easy reference for yourself and your supervisor.
If you have any questions, please contact the Employee Call Center at 465-3009 or employeecallcenter@alaska.gov.
Employee Required Document Checklist
IRIS Employee Self Service Forms
These are the forms that are required to be filled out directly in IRIS Employee Self Service (ESS). Once these forms have been filled out in IRIS ESS you will need to verify that they have been submitted using the
Confirmation of Completion of Paperless Pre-Hire Documents(PDF)
(This form is not required for DOA new hires completing their paperwork through IRIS Onboarding tasks)
Submit To: DOF - Payroll
Address Update/Manage Contact Information (Required for Pay)
This form provides the employer with the employee's resident mailing address. If the option for direct deposit is not exercised it provides an address for mailing payroll warrants.
IRIS ESS Address Update Job Aid (PDF) (SOA Only)
Emergency Contact (Required)
This form provides the employer with the employee's designated person or persons to be notified in the event of serious illness or accident.
IRIS ESS Emergency Contact Job Aid (PDF) (SOA Only)
Employment PDF Forms
Alcohol and Drug Free Workplace Policy (Required)
This form is to ensure you are aware of the state's policy on drugs and alcohol, both in and outside of the workplace. You are required to read and sign the form, which will be placed in your personnel file.
Submit To: DOF - Payroll
Alcohol and Drug Free Workplace Acknowledgment Form (PDF)
Read the State of Alaska Alcohol and Drug Free Workplace Policy (pdf) here.
APOC Filing Information (Only Required for PX/EX Positions Required to Submit Alaska Public Offices Commission (APOC) Disclosures)
In accordance with AS 39.50.020, members of certain boards and commissions and other “public officials” as defined under AS 39.50.200 are required to file a Public Official Financial Disclosure (POFD) within 30 days of appointment.
If you are unsure whether you need to file with APOC please reach out either to APOC directly or contact the Employee Call Center for confirmation.
APOC Filing Information (PDF)
Confidentiality of Information Acknowledgment (Required)
In the course of work, employees may be responsible for handling confidential or sensitive information. Steps should be taken to prevent the exposure of this information to individuals without a business need or legal right to know.
Submit To: DOF - Payroll
Confidentiality of Information Acknowledgement (PDF)
Designation of Beneficiary for Unpaid Compensation (Required)
In the event of an employee's death, this form is used to identify beneficiaries for any unpaid compensation that an employee has earned (pay or leave). The total percentage of all primary beneficiaries must equal 100% and the total percentage of all contingent beneficiaries must also equal 100%. This form also needs to be witnessed by a departmental representative (administrative staff or supervisor).
Submit To: DOF - Payroll
Designation of Beneficiary for Unpaid Compensation Form (PDF)
Direct Deposit Form (Required to Receive Direct Deposit)
Employees in the Supervisory Union and General Government Union are required to set up direct deposit for receiving pay.
This offer to participate in electronic direct deposit complies with AS 37.25.050 and 2 AAC 15.130. This form authorizes a direct deposit of the payroll warrant to a financial institution of the employee's choice. Processing of this authorization through the state payroll system will require two pay periods to complete. You will need to attach a voided check or savings account deposit slip to the form.
State of employees may submit the Payroll Direct Deposit form to the Division of Finance's Payroll Production Team via email at doa.dof.pr.directdeposit@alaska.gov.
Submit To: DOF - Payroll
Payroll Direct Deposit Form (PDF)
Employee Affidavit Oath of Office (Required)
Under Alaska Statute, state employees are required to swear (or affirm) an oath of office. This oath must be signed by the employee and witnessed by a department representative (administrative staff or supervisor).
Submit To: DOF - Payroll
Employee Affidavit (PDF)
Employee Eligibility Verification (I-9) (Required for Pay)
The Federal Immigration Reform and Control Act of 1986 requires all United States employers to verify and document each new employee's identity and authorization to work in the United States. You must complete the Employment Eligibility Verification form and provide the required documentation no later than the first day of employment. You, as the employee, must complete Section 1 of the form; Section 2 will be completed by your supervisor or department representative.
Submit To: DOF - Payroll
I-9 Employment Eligibility Instructions (PDF).
Employee Withholding Allowance (W-4) (Required for Pay)
This form advises the state of your federal tax withholding status. This designation will determine the amount of taxes to be withheld from your salary. If you are not sure what deductions to take, use the worksheets on page 3 and 4 of the form. You may change your deductions whenever you need to by submitting a new W-4 to Payroll Services (PDF).
Submit To: DOF - Payroll
Equal Employment Opportunity (EEO) Survey (Required)
This information will be used in statistical calculations only for federal and state EEO reporting requirements.
Submit To: DOF - Payroll
Equal Employment Opportunity Survey (PDF)
Ethics Disclosure: Outside Employment or Service (Required for Outside Employment)
Per AS 39.52.170 (b), the Executive Ethics Act, employees are required to provide notice of employment or provision of services for compensation outside of the state's employment system. Volunteer service must be reported if there appears to be a conflict of interest with the employee's state job.
Submit To: Department Designated Ethics Supervisor
If this does not apply, you do not need to submit this form.
Ethics Disclosure Form (PDF)
Social Security Form (SSA-1945) (Required)
The Social Security Protection Act of 2004 requires state and local government employers to provide a statement to employees hired January 1, 2005 or later in a job not covered by social security. The statement explains how a pension from that job could affect future social security benefits to which you may become entitled.
Submit To: DRB
Statewide Policies (Required)
The following are the State Policies you are required to read. The Statewide Policy Acknowledgment form needs to be printed and signed, acknowledging that you have read these policies.
Submit To: DOF - Payroll
- Family and Medical Leave Act
- Americans with Disabilities Act (AO 129)
- Equal Employment Opportunity (AO 75)
- Sexual Harassment and Other Discriminatory Harassment (AO 81)
- Diversity in the Workplace (AO 195)
- Business Use/Acceptable Use ISP-172 (Personal Use of Office Technology Policy)
- State of Alaska Ethics Information for Public Employees (AS 39.52)
- Policy on Seat Belts (AO 85)
- Effects of Violations of Federal or State Law (2 AAC 07.416)
Statewide Policy Acknowledgement Form (PDF)
Union Notification (Required for all except Exempt (XE) & Partially Exempt (PX) Employees)
Your position is most likely governed by one of several unions representing state employees. Your supervisor will tell you which union represents your position. You are required to contact the appropriate union for which you were hired in order to obtain information regarding membership and dues. It is suggested that you contact your specified union within 10 days from your start date. These forms will give you contact information regarding union membership.
Submit To: Union
Note: There is a separate form to download for ASEA (GGU) members.
Union Notification for ASEA (GGU) (PDF)
Union Notification for all other Unions (PDF)
Retirement Forms
Deferred Compensation Plan (Optional)
The Alaska Deferred Compensation Plan (DCP) is an eligible deferred compensation plan under Internal Revenue Code Section 457. Employees may join any time after they are eligible and complete the necessary enrollment forms.
Submit To: Empower
The employee will need to create an account with Empower in order to fill out their Deferred Compensation Plan information online. Employees must wait until after their first payroll has been processed by DRB before setting up an account. Employees will receive a welcome flyer/postcard from Empower Retirement letting them know that their account is set up. If you cannot fill out the forms online please contact Empower Retirement at (800)232-0859 or find more information about Empower Retirement Services on DRB's website.
PERS / TRS Retirement Beneficiary Designation Form (Required for all Full-time and Part-time Permanent/Probationary employees)
If you are in a Nonpermanent or Intern position you are not eligible for retirement benefits and do not need to complete this form.
In the event of an employee's death, this form is used to identify beneficiaries for retirement benefits the employee has earned. The total percentage for primary beneficiaries must equal 100% and the total percentage for contingent beneficiaries must also equal 100%. This form also needs to be witnessed by a departmental representative (administrative staff or supervisor).
Print the appropriate form from the list below. To find which plan applies to you, visit the “What Retirement Plan Am I In?” website or refer to the Retirement Information page of this orientation.
Submit To: Empower
The employee will need to create an account with Empower in order to fill out their Beneficiary Designation information online. Employees must wait until after their first payroll has been processed by DRB before setting up an account. Employees will receive a welcome flyer/postcard from Empower Retirement letting them know that their account is set up. If you cannot fill out the forms online please contact Empower Retirement at (800)232-0859 or find more information about Empower Retirement Services on DRB's website.
PERS Tier IV / TRS Tier III Defined Contribution Retirement Plan Beneficiary Form
Submit To: DRB
PERS Tier I, II, III / TRS I, II Defined Benefit Retirement Plan Beneficiary Form (PDF)
Supplemental Annuity Plan Beneficiary Form (Required)
In the event of an employee's death, this form is used to identify beneficiaries for Supplemental Annuity mandatory benefits that an employee has earned. The total percentage for primary beneficiaries must equal 100% and the total percentage for contingent beneficiaries must also equal 100%.
Submit To: Empower
The employee will need to create an account with Empower in order to fill out their Beneficiary Designation information online. Employees must wait until after their first payroll has been processed by DRB before setting up an account. Employees will receive a welcome flyer/postcard from Empower Retirement letting them know that their account is set up. If you cannot fill out the forms online please contact Empower Retirement at (800)232-0859 or find more information about Empower Retirement Services on DRB's website.
Supplemental Annuity Plan Beneficiary Form
AD&D, Life, and Optional Insurance
Basic / Select / Voluntary Supplemental Life and AD&D Insurance Forms (Required)
Basic Life and AD&D Insurance is available to most State of Alaska employees. Enrollment is automatic at the time of hire for eligible employees. Additional Select Life and AD&D and Voluntary Supplement Life and AD&D Insurance is also available to most State of Alaska employees. Enrollment is optional and available online at myRnB.alaska.gov.
The total percentage for primary beneficiaries must equal 100% and the total percentage for contingent beneficiaries must also equal 100%.
Submit To: Benefitfocus
If you cannot enroll online or have any questions please contact State of Alaska Voluntary Benefits Support Toll-free: 844.939.0543 or by Email: SOABenefits@benefitfocus.com.
Basic / Select / Voluntary Life and AD&D Insurance Forms
Download Life Insurance Worksheet (PDF) (For Your Information)
Health Insurance Forms
The following forms are for Health Insurance eligible employees only (Permanent Full-time, Permanent Part-time, Permanent Seasonal, or Full-time Long-term Nonpermanent employees). You must enroll within 30 days of employment to avoid being placed in the default plan.
Submit To: DRB / Union
AlaskaCare Enrollment
You will need to complete online enrollment at the Division of Retirement and Benefit's website if you are in one of the following groups:
- Supervisory
- Confidential
- Correctional Officers
- AVTEC Teacher's Association
- TEAME (Mt. Edgecumbe Teachers)
- Employees not covered by collective bargaining
- Marine Engineers (MEBA)
- Unlicensed Vessel Personnel/Inland Boatmen's Union (IBU)
Union Health Trusts
The following employee groups are covered by Union health trusts. Trusts should be contacted for details about enrollment.
- General Government (GGU) - https://www.aseahealth.org/
- Labor, Trades and Crafts (LTC) - http://www.local71.com
- Public Safety Employees Association (PSEA) - http://www.pseahealth.com/
- Master, Mates & Pilots (MMP) - http://bridgedeck.org/health-benefit-forms/
General Government Union (GGU)
IMPORTANT: Print the GGU Health Trust Notification Form (PDF)
The GGU Health Trust Notification Form provides the ASEA Health Benefits Trust with information needed for health insurance enrollment. It is the responsibility of the employee to fax this form to the Trust. (The fax number is on the form.) An information packet with additional forms will be mailed to you directly from the Trust.
For more information go to https://www.aseahealth.org/ or call 866-553-8206
Labor, Trades and Crafts (LTC)
IMPORTANT: Print the LTC Health Trust Notification Form (PDF)
The LTC Health Trust Notification Form provides the LTC Health Trust with information needed for health insurance enrollment. It is the responsibility of the employee to return this form to the Trust.
Disclaimer: This New Employee Orientation program and forms are developed and maintained by the Department of Administration, Division of Personnel and Labor Relations. State benefit programs, costs, and general employer/employee policies can be affected by changes in state or federal law, state regulation, and/or state benefit programs. The Department of Administration, Division of Personnel and Labor Relations attempts to keep this information current on a regular basis and, in that regard, disclaims responsibility for conveying employer benefit program and cost information or employer policies that may have changed in the interim.
