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Appointment Forms for New Hires

Go to Benefits Information for New Hires.

Below you will find links to various appointment forms for your completion, as well as information on background checks and identification requirements.  Please review this information carefully.  Unless designated as “optional” all forms are required to be completed to begin your employment with the court. Detailed instructions are included on how to complete each form.
 
The majority of the forms are Adobe Acrobat PDF forms, and should be completed on your pc. Hand-written forms are strongly discouraged.  
 
How to Submit Your Appointment Forms: 
  1. After completing each form, save it so that you can easily make changes if needed.
  2. Then, print each form, excluding all instruction pages, and hand-sign those that require a signature.
  3. Compile all completed and signed forms into one stack remembering not to include any instruction pages or worksheets.  Be sure to include a photo of your indentification(s) as per the I-9 form instructions. Scan all documents together in the order listed below, and save as one single PDF file.
  4. Do NOT password protect the PDF file.
  5. Upload the PDF file to the Third Circuit Document Upload site as follows: 
    • Go to the Third Circuit Document Upload site.
    • Enter the following credentials when prompted to login:
      • Sign in: 3COA_HR_Info@ca03.onmicrosoft.com
      • Password: Ca$HRdocs
    • Select "No" when prompted to Stay signed in?.
    • Fill out all fields, Choose File to upload, then click the "Upload" button.
    • Once the file has uploaded, click on the Sign Out button, and wait for the You're signed out of Office 365 message to appear before closing the browser tab.
    • A confirmation email notification will be sent to the email address you provided. Human Resources will also receive a notification, so there is no need for you to notify us. 
 
 
The information you provide on this form will allow us to begin preparing your identification / access card and network accounts. If you've already submitted this to us, there is no need to submit it again with the remaining forms. 
 
 

Enter your legal name as listed on your official government identification. Complete this form accurately and entirely, as it is an important record of prior experience used to determine your qualifications and may be used in future consideration of opportunities for advancement.  When listing your Work Experience, begin with your most recent position, and work back in time. 

Important! Requirements for Paralegals, Law Clerks, Staff Attorneys, and other Court Attorneys: Please ensure the below information is included in your application. This information is required for salary determinations and future promotion opportunities. Your application will be returned to you if any of the required information is omitted. 

Education (#13)
List the exact month, day and year the JD was received. 

Applicants for Legal Positions (#16)
If you have bar admission, include BOTH:
1). the names of the Bar(s) to which admitted AND
2.) the exact month, day and year for each Bar admission.

Work Experience
Exact dates are required for past legal work experience.

  • Begin with your most recent position and work back in time.
  • Include the exact month, day, and year for the start and end dates of employment. This is mandatory for all post JD experience.
  • Exact weekly hours must be specified. Do not use terms like "varies" or ranges. An average number of weekly hours worked is acceptable. For example, do not list "15-20 hrs/wk". Instead list "18 hrs/wk". 
  • Name and Address of Employer. Be sure to list the name of the law firm, court, company, or organization you worked for, as well as their address. 

 

3. Voluntary Race/Ethnicity, Gender, & Disability Identification (AO 78B)
You are requested to provide this information to aid the federal judiciary in reporting on equal employment opportunities. This information will be used in planning and monitoring fair employment practices programs. Your submission of this information is voluntary.

 

4. Identification/Employment Eligibility Verification (Form I‐9)

  • You are required to send us a photo of your identification with your forms!
  • Physical inspection of your original forms of identification will be required within three business days of your start date.
  • Please review the Lists of Acceptable Documents on the last page of the Employment Eligibility (I‐9) Form for accepted forms of identification. Your identification must be current. EXPIRED IDENTIFICATION WILL NOT BE ACCEPTED. Please note that you must provide either one form of identification from List A or two forms of identification: one from List B and another from List C. 

 

5. Residency Certification Form for Local Earned Income Tax Withholding (CLGS‐32‐6)

This form is required for all employees who will be working in Pennsylvania. Complete one of the below forms based on where you live and where you will be working. Please leave the gray areas blank. Complete the Employee Information and Certification sections.

*All tax forms must contain your current mailing address.  If you will be relocating prior to starting your position, please advise us.  Submit the other appointment forms when required, and submit tax forms after you have established your new address.

Questions about city residency? Please review the City of Philadelphia Income Tax Regulations for the residency rules. 

PA residents working in Philadelphia should complete the below form:
CLGS326_PHILA_PA_Residents.pdf

Out‐of‐State residents working in Philadelphia should complete the below form:
CLGS326_PHILA_OutofStateResidents.pdf

PA residents working in Easton should complete the below form:
CLGS326_Easton.pdf

PA residents working in Pittsburgh should complete the below form:
CLGS326_Pittsburgh.pdf

 

6. FastStart Direct Deposit Form (FMS‐2231)

Direct Deposit is mandatory for all government employees. Follow the instructions provided on page two of the form. The Routing Transit Number is a 9-digit number. Be sure to type the last digit of your Routing Transit Number in the “Check Digit” field. Please enter your Social Security Number in the “Employee Payroll Identification Number” space. Consult your bank if you need assistance completing this form.

 

7. Employee's Federal Withholding Allowance Certificate (W-4)

*All tax forms must contain your current mailing address.  If you will be relocating prior to starting your position, please advise us.  Submit the other appointment forms when required, and submit tax forms after you have established your new address.

Complete the first page of this form to withhold the correct amount of federal income tax from your pay.  The W-4 form had some substantial changes in 2020.  Review the instructions included on the W-4 form and the FAQs located on the IRS website.  Instead of using exemptions, the form contains five steps for employees to complete as applicable: (1) enter personal information; (2) multiple jobs or spouse works; (3) claim dependents; (4) other adjustments (optional); and (5) sign and date under penalties of perjury.  We are unable to provide tax advise to individuals.  Please consult a qualified tax advisor or the Internal Revenue Service if you need advice.  We can assist you with changing your withholdings later if you need to do so. 

 

8. State Tax Withholding
You will have PA Income Tax withheld from your pay unless you reside in a state that has a reciprocal agreement with PA (Indiana, Maryland, New Jersey, Ohio, Virginia, and West Virginia). If you require a withholding form from another state, please contact us. We recommend that you speak with a tax advisor for advice on your tax withholdings.

PA Residents: No form is required. Pennsylvania state tax is based on a flat tax rate of 3.07%. There are no allowances based on the number of dependents claimed, marital status, age, etc.

NJ Residents: The below form is required for NJ residents.
https://www.state.nj.us/treasury/taxation/pdf/current/njw4.pdf

DE Residents: The below form is required for DE residents.
https://revenuefiles.delaware.gov/2021/DE-W4.pdf

NY Residents: 
https://www.tax.ny.gov/pdf/current_forms/it/it2104_fill_in.pdf

MD Residents:
https://www.marylandtaxes.gov/forms/current_forms/mw507.pdf

 

9. Employee’s Nonwithholding Application Certificate (REV‐419)
For residents of New Jersey, Maryland, Virginia, West Virginia, Indiana, or Ohio ONLY.
Please complete this form if you reside in one of the above reciprocal agreement states. You are eligible for exemption of withholding from Pennsylvania state income tax, since these states have a reciprocal agreement with the Commonwealth of Pennsylvania. 

 

10. Fingerprint Information Sheet
Background_Check_FAQs.pdf
Please note that as a condition of employment, a background check is mandatory for all new employees who are appointed to positions in the federal courts. You will be hired provisionally, pending the outcome of the background check.

 

11. Emergency Contact Information Form
The information requested in this form is for use in an emergency situation.

 

12.  Transit Subsidy Program  – Third Circuit Local Benefit

The Court of Appeals for the Third Circuit has a local policy of providing transit cards to help staff pay for mass transit costs associated with commuting to and from work.  Currently, the Court is issuing transit cards in the amount of $45 per month.  Please note that this program is only available budget permitting, and is subject to end or to a decrease in the benefit amount at any time.  Transit cards are issued quarterly at the beginning of January, April, July, and October.  New employees will receive transit cards at the quarter that begins after their appointment begins with the Court (i.e. if your appointment begins on May 1st, you will start receiving transit cards for the quarter in July).  

Transit Subsidy Program Enrollment Form

Please complete this form to indicate whether or not you use mass transit to commute to and from work, and whether or not you will enroll in the Transit Subsidy Program.

 

13. OPTIONAL - Court of Appeals Fitness Room Release Forms
Optional for employees at courthouse in Philadelphia. The Third Circuit Court of Appeals has access to a small fitness room in the courthouse. If you are interested in using this facility, please complete the three (3) required forms.