GSA5045

Overseas Employment Onboarding Checklist

Agency
GSA
Revision
Rev. 2/2024
Fillable fields
82
Pages
5
Official source
GSA form page
Checked
October 20, 2026
Fill GSA5045 online
Page 1 of form GSA5045

GSA Form 5045: Overseas Employment Onboarding Checklist

GSA Form 5045, Overseas Employment Onboarding Checklist, is a General Services Administration (GSA) form, printed as GSA 5045 (REV. 2/2024). GSA hosts it in its forms library, and GSA's page lists HRM 9301.1 as its authority or regulation.

The form says the checklist can be used to facilitate the onboarding of job candidates or employees to overseas positions in foreign areas, for new appointments as well as agency reassignments. It is an internal GSA human resources tracking form, not a form the public files: the instructions say the HR staffing specialist provides it to the hiring manager, both use it together, and the job candidate does not see or fill out this form.

Section A holds administrative data on the candidate, position, duty station and tour length. Section B lists 46 numbered processing steps, each with the function responsible and a date. You can fill it out free in your browser on this page and download the result without an account.

Top of page 1 of GSA Form 5045: Overseas Employment Onboarding Checklist, as printed by GSA

What's on GSA Form 5045

Section A, items 1 to 7: candidate and position

Job candidate name, email, telephone, pay plan, series, grade and step, job title, staff or service office, and office symbol.

Section A, items 8 to 15: duty station and tour

Overseas duty station, type and name of base or installation, tour length (12, 24, 36 months or other), estimated appointment and arrival dates, the GSA local liaison at the host office, and the nearest U.S. Embassy or Consulate.

Section B, steps 1 to 17: hiring, security and medical

Position description, SF-52, MOU, job announcement, selection, tentative offer, eApp from NBIS, national security waiver, OF 306 and GSA 3665, the security package, drug testing and State Department medical clearance.

Section B, steps 18 to 27: transfers, allowances and final offer

SF 75 and prior transportation agreement for transfers, TSP loan papers, the GSA 5039 LQA questionnaire, allowance eligibility, security and medical clearance, and the final offer letter.

Section B, steps 28 to 46: assignment, travel and entry on duty

Note Verbale or DoD agreements, SOFA ID, the GSA 5040, entry on duty date, SF-50, relocation fact sheet, GSA 87 and 87A, passport and visa requests, I-9, SF 61, a housing survey, a reassignment SF-52 and DEERS.

Instructions and Privacy Act statement

General instructions, instructions for Sections A and B, and a Privacy Act statement on page 5.

The form has five pages: Section A, Section B, then instructions and a Privacy Act statement.

How to complete GSA Form 5045

  1. 1

    Start from the source documents

    The Section A instructions say items 1 to 15 are taken from the selected job candidate's resume, the SF 52, and the Memorandum of Understanding or Note Verbale supporting the position.

  2. 2

    Choose the tour length

    The hiring manager checks 12, 24 or 36 months or enters another number of months in item 11, after consulting the human resources specialist.

  3. 3

    Work through Section B in order

    The instructions say the processing steps generally follow the natural sequential order of the entry on duty or reassignment and relocation steps.

  4. 4

    Record dates as steps finish

    Each Section B row shows the function responsible and has a date column in MM/DD/YYYY format.

  5. 5

    Track the final offer conditions

    Step 26 says OHRM sends a final offer letter if the candidate passes the drug test (if required), State Department medical clearance and OMA Personnel Security clearance. Steps 36, 37 and 41 note they need the final offer letter accepted first.

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Where it goes and what the form says

Who keeps it

The instructions say the HR staffing specialist and the hiring manager use the form together. The PDF gives no filing address.

Who uses the information

The Privacy Act statement says it will only be used by the GSA Office of Human Resources Management and the employee's new supervisor, and stored in OPM's eOPF under SORN "OPM/GOVT-1" at 77 FR 73694 (December 11, 2012).

Medical clearance

Step 17 says the candidate has a physician complete DS-1843 and submits it with DS-3069 to the State Department (Email to [email protected]), and that the HR Specialist signs the DS-3069 before it is submitted.

Foreign allowances listed

Step 23 lists the most common foreign allowances as Post Allowance, Living Quarters Allowance, Post Differential, Educational Allowance and Danger Pay.

Security clearance timing

Step 10 says that in some cases the final offer letter cannot be issued until the security clearance is complete, giving Top Secret, Tier 5 Sensitive Compartmented Information (SCI) as the example.

Related forms

Who completes GSA Form 5045?

  • HR staffing specialists

    The instructions say the human resources (HR) staffing specialist provides the form to the hiring manager and uses it to track and annotate the new hire or reassignment processing steps.

  • Hiring managers

    The hiring manager (i.e. supervisor) uses the form together with the HR staffing specialist, and selects the length of the overseas tour after consulting the human resources specialist.

  • GSA offices named in Section B

    Steps are assigned to OHRM, the Service/Staff Office (SSO), the Overseas Program Manager, the Office of Mission Assurance (OMA), the Office of the Chief Financial Officer (OCFO) and OAS Passport Services.

  • Job candidates, who do not fill it out

    The form says the job candidate does not see or fill out this form, though many steps ask the candidate to do things such as undergo a drug test or submit other Government forms.

  • Other agencies in some steps

    Some steps involve the State Department, a DoD sponsor and its Civilian Personnel Advisory Center, or the losing agency for transfer candidates.

The general instructions say who holds and uses the checklist.

Official sources and the blank

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Questions about Form GSA5045

Who issues GSA Form 5045?

The form is printed by the General Services Administration as GSA 5045 (REV. 2/2024). GSA hosts it in its forms library, and GSA's page lists HRM 9301.1 as its authority or regulation.

Does the job candidate fill out GSA Form 5045?

No. The instructions say the job candidate does not see or fill out this form. The HR staffing specialist and the hiring manager use it, while the candidate takes part in steps such as a drug test or returning other Government forms.

Which forms does the checklist name?

Among others: SF 52, OF 306, GSA 3665, SF 75, GSA 5039, GSA 5040, SF-50, GSA 87, GSA 87A, DS-1843, DS-3069, DS-82 or DS-11, I-9, SF 61 and DD Form 1172-2.

When is the final offer letter sent?

Step 26 says OHRM sends it if the candidate passes the pre-employment drug test (if required), State Department medical clearance and OMA Personnel Security clearance, and that it should state which allowances will be offered.

Which overseas allowances does the form mention?

Step 22 covers eligibility for post allowance, the 45-day leave ceiling, home leave and living quarters allowance. Step 23 lists Post Allowance, Living Quarters Allowance, Post Differential, Educational Allowance and Danger Pay as the most common.

Who sees the information on the form?

The Privacy Act statement says it will only be used by the GSA Office of Human Resources Management and the employee's new supervisor, is not releasable to the general public, and is stored in OPM's Electronic Personnel Folder (eOPF).