Quick Reference Card: Onboarding – AmeriCorps Members MARCH 2016
Introduction Welcome to City Year! This quick reference card provides the basics of onboarding as a new City Year AmeriCorps member in cyresource, City Year’s instance of the Workday ERP system. For more details, see Onboarding for AmeriCorps Members - Learning Guide, published within the Onboarding worklet in cyresource (the same place where you access this quick reference card). Both the learning guide and this quick reference card are also published on cyresource LEARN, in the Getting Started section. You will have access to cyresource LEARN starting on your first day of service. Before your Registration Day, be sure to complete all tasks in Task Groups One through Four. You will complete Task Group Five after registration.
Tips
It may take up to 30 minutes to complete the Onboarding Process, depending on time to read materials
To ensure smooth onboarding, read all screens carefully.
If you need further information or have a question or problem, please use your Admissions contact as your first point of contact. For more details and support options, see cyresource Support cyresource Support.
Be Prepared Gather the original documents you will need to bring to registration (for full details, see Onboarding for AmeriCorps Members - Learning Guide, Appendix A):
Acceptable Documents for Form I-9 Proof of AmeriCorps Eligibility (US Citizen/National or Lawful Permanent Resident) If you will be under 18 years old on your first day of service, you must present a signed copy of the Under 18 Years of Age document (which you will find in Task Group Three)
Also, on your first day, you will need to set up your direct deposit account(s) for payroll and expenses. You should bring along either a voided check or a bank letter that includes your bank routing and account numbers.
Accessing cyresource You should have received your username and password in separate email messages. If you have any difficulties logging in, please contact your Admissions contact. For your reference, here is the address for cyresource: https://wd5.myworkday.com/cityyear/login.flex?redirect=n
Note Starting on your first day of service, you should always access cyresource from the cyconnect homepage.
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Getting Started cyresource’s Home page is set up with rows of icons called worklets. Click the Onboarding worklet to open it. In the Onboarding page, review the instructions at the top and the other content. Note: Onboarding support documents are always readily available on the right side of the Onboarding page. Your Onboarding Checklist is the home base for all your onboarding activities. It’s really a shortcut to your inbox, which lists your current tasks. (The inbox is also available from the upper-right corner of any cyresource page.)
Here are some key tips for navigating and completing the onboarding tasks in your inbox:
You don’t have to complete the onboarding process in one sitting. At any point in the process, to return to your tasks, open cyresource and click the Onboarding worklet > Take Me There > View Inbox.
When you complete a task, be sure to click and then . After you complete a group of tasks, you may need to refresh your inbox to open the next group. Just click the orange alert at the top of the inbox. You can also click the dropdown arrow at the right side and select Refresh. There are five task groups. You must complete the first four groups before Registration Day. Carefully review the instructions at the top of each task. For more details on each task, refer to Onboarding for AmeriCorps Members - Learning Guide.
Task Groups One Through Four Before you arrive at Registration day, you must complete all tasks in Groups One through Four in your cyresource inbox. If you need help, detailed guidance is provided in Onboarding for AmeriCorps Members - Learning Guide, or refer to cyresource Support below.
Registration Day At Registration Day at your City Year location, you must present original documentation that proves 1) your AmeriCorps Eligibility and 2) U.S. Employment Eligibility Verification. Please refer to both lists in Onboarding for AmeriCorps Members - Learning Guide, Appendix A, as acceptable documentation may be similar, but distinct, from one list to another. On your first day of service, you may continue your onboarding process by logging in to cyresource (click the Single Signon link on the cyconnect homepage) and clicking the Onboarding worklet > Take Me There > View Inbox.
Task Group Five This group of onboarding tasks does not appear in your inbox until you have completed registration. You should complete all the remaining onboarding tasks in your first 1-2 weeks of service.
Wrapping Up After completing all tasks under Group Five, they disappear from your inbox. The Benefits Administrator will review the information you’ve submitted and sign off, or contact you if there are any issues.
Congratulations! You have completed your onboarding process.
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Frequently Asked Questions 1. What if I forgot my password? a.
On the login page, click Forgot Password.
b.
Enter your full username, including “@cityyear.org”.
c.
Answer the three challenge questions. (If you don’t know your challenge question answers, contact your Admissions contact for assistance.)
d.
Enter your new password. (It must be at least seven characters, contain both letters and numbers, and cannot be the same as one of your four most recently used passwords.)
2. I clicked Forgot Password, but the system is asking me random questions that aren’t mine, like, “When did you get married?” You may not be entering the correct username. Your username should end in “@cityyear.org”; it is not your personal email address. You can find your username in the original welcome email that you received from cityyear@myworkday.com. Note that there may be a number between your last name and "@cityyear.org". 3. I know my username/password are correct, but they’re not working. You may be on the wrong page. Make sure that you are logging into the onboarding page using the following link: https://wd5.myworkday.com/cityyear/ login.flex?redirect=n. The page should include both the Workday and cyresource logos at the top.
If you don’t see the Workday and cyresource logos at the top of the page, you may have been redirected to the internal log in page (Okta). If that happens, click Incoming Corps Members to return to the onboarding page.
4. What if I never received any onboarding emails? Check your inbox and spam folder for any emails from cityyear@myworkday.com. We may have your school email address on file as your personal email address, so please check all email inboxes that you have access to. If you still can’t find the emails or no longer have access to your school email, reach out to your Admissions contact for assistance. 5. What if I lost the email with my username and cyresource URL? Reach out to your Admissions contact to confirm your cyresource username (usually your first initial followed by your last name). The cyresource URL is https://wd5.myworkday.com/cityyear/login.flex?redirect=n. (Note: Starting on your first day of service, you should always access cyresource from the cyconnect homepage.)
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6. What documents do I need for onboarding? On Registration Day, you will need to bring original IDs that prove your eligibility to serve with AmeriCorps and to work in the U.S. For a detailed list of approved documents, see Onboarding for AmeriCorps Members Learning Guide, Appendix A. 7. What do I have to complete prior to Registration Day? All tasks in Groups One through Four (up to and including your portion of Form I-9). For details, see Onboarding for AmeriCorps Members - Learning Guide. A summary list of your tasks is in the Table of Contents. 8. How many onboarding steps are there? There are a total of 19 tasks (20 if you are under 18 years old), divided into five task groups. For details, see Onboarding for AmeriCorps Members - Learning Guide. A summary list of your tasks is in the Table of Contents. 9. Are there more onboarding steps to complete on Registration Day? At Registration Day at your City Year location, you must present original documentation that proves 1) your AmeriCorps Eligibility and 2) U.S. Employment Eligibility Verification. Please refer to both lists in Onboarding for AmeriCorps Members - Learning Guide, Appendix A, as acceptable documentation may be similar, but distinct, from one list to another. 10. Are there more onboarding steps to complete after Registration Day? Yes, on your first day of service, or as soon after that as possible, you will need to complete onboarding by providing your stipend banking information, electing a paperless W2, completing your stipend tax withholding elections, and updating your cyresource Photo and skills information. Full details are provided in the Task Group Five section of Onboarding for AmeriCorps Members - Learning Guide.
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cyresource Support Pre-hire Before your start date, if you need further information or have a question or problem, please use your Admissions contact as your first point of contact. You can also reach out to the HQ Onboarding Contacts listed below. (You do not yet have access to the resources listed under Post-hire below.) You also may want to refer to Onboarding for AmeriCorps Members - Learning Guide, which is a more comprehensive overview of the onboarding process. It’s published within the Onboarding worklet in cyresource (the same place where you access this quick reference card).
Post-hire If you need further information, have a question or problem, or want to recommend an improvement to cyresource, please open a Service Desk case. Set the Category to Network And Systems and select the appropriate Subcategory under cyresource. All cyresource learning materials, updates and other information are available on the cyresource LEARN Site. You are encouraged to take a few moments to review this site. It’s available under Helpful Links on the right side of the cyconnect homepage or through cyconnect > Programs > LEARN Sites. Note: For additional guidance on the onboarding process, you should refer to Onboarding for AmeriCorps Members Learning Guide, which is a more comprehensive overview. Both the learning guide and this quick reference card are published on cyresource LEARN, in the Getting Started section.
HQ Onboarding Contacts Please use your Admissions contact as your first point of contact while completing your onboarding tasks. For specialized issues, you can also reach out to these key support personnel at Headquarters. Onboarding Role
Title
Name (Click to Send Email)
Phone Number
AmeriCorps Background Checks
Manager of AmeriCorps Background Screening
Katie Waltemyer
(617) 927-2528
Payroll: I-9 Forms, Tax Elections, Payment Elections
VP, Benefits and Payroll
John Davis
(617) 927-2313
AmeriCorps Compliance and Forms
Grants, Compliance & Operations Manager
Rachel Nenneau-Ennis
(617) 927-2348
Disability Accommodation
VP, Employee Relations
Dan McAllister
(617) 927-2429
AmeriCorps Benefits
Sr. Manager, AmeriCorps Relations
Anne King
(617) 927-2484
Talent
Director of Human Potential Systems and Intelligence
Jeff Davis
(617) 927-2375
Uniforms
Uniform Fulfillment Manager
Mark Henderson
(617) 927-2321
Copyright © 2016 Learning & Development, City Year, Inc. All rights reserved.
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