ONBOARDING AT THE MASONIC VILLAGES ONBOARDING ONLINE USING THE WORKDAY SYSTEM OCTOBER 2014
TABLE OF CONTENTS BEFORE YOU GET STARTED... 2 OVERVIEW... 2 SYSTEM REQUIREMENTS FOR USING WORKDAY VIA WEB BROWSER... 2 WEB BROWSER REQUIREMENTS... 2 PLUG-IN REQUIREMENTS... 2 PDF READER REQUIREMENTS... 2 NETWORK REQUIREMENTS... 2 SCREEN RESOLUTION RECOMMENDATIONS... 2 GETTING LOGGED INTO WORKDAY AND YOUR WORKDAY LANDING PAGE... 3 ACCESSING WORKDAY... 3 LOGGING INTO WORKDAY... 3 YOUR WORKDAY LANDING PAGE... 5 ACCESSING FORMS THAT NEED PRINTED... 6 ACCESSING YOUR ONBOARDING TASKS... 7 GETTING STARTED AT MASONIC VILLAGE WORKLET AND WELCOME MESSAGE... 7 COMPLETING YOUR ONBOARDING TASKS... 9 COMPLETE CERTIFICATE OF RESIDENCE TAX FORM... 9 REVIEW DRESS CODE POLICY (ONLY APPLICABLE TO CERTAIN POSITIONS)... 10 COMPLETE ACKNOWLEDGEMENT OF RESIDENT/CLIENT ABUSE STATEMENT... 11 COMPLETE ACKNOWLEDGEMENT OF CONFIDENTIALITY STATEMENT... 12 COMPLETE ACKNOWLEDGEMENT OF WORKERS COMPENSATION INFORMATION... 13 COMPLETE EMPLOYEE NOTIFICATION AND ACKNOWLEDGEMENT... 14 COMPLETE LOCAL SERVICES TAX EXEMPTION CERTIFICATE... 15 REVIEW EMPLOYEE BENEFITS SUMMARY MATRIX... 16 COMPLETE ACKNOWLEDGEMENT OF PERSONNEL POLICY HANDBOOK AND CODE OF CONDUCT... 17 ADD PAYMENT ELECTIONS (DIRECT DEPOSIT OR CHECK)... 18 OPTIONAL PERSONAL INFORMATION UPDATE TASKS... 20 REVIEW AND PRINT PHOTO RELEASE AGREEMENT (LOCATION SPECIFIC)... 22 REVIEW AND PRINT APPLICATION FOR PARKING PERMIT... 23 COMPLETE FORM 1-9... 24 COMPLETE FEDERAL WITHHOLDING ELECTIONS... 25 COMPLETE ACKNOWLEDGEMENT AND AGREEMENT TO REQUEST FOR CHECK OF DRIVING INFORMATION... 26 PROVIDE I-9 SUPPORTING DOCUMENTATION TO HUMAN RESOURCES... 27 ENTERING YOUR EMERGENCY CONTACT INFORMATION... 28 COMPLETING YOUR BENEFITS, ADDING DEPENDENTS, AND BENEFICIARIES... 29 page 1
BEFORE YOU GET STARTED OVERVIEW Most new hires will access Workday through a computer and web browser to complete their onboarding tasks. These instructions have been compiled to show the process using a computer and standard web browser. If you do not have access to a computer at home, through a relative/friend, at a public library, etc., please contact the Human Resources office at the Masonic Village location where you will be employed for information on using a Masonic Village computer to complete your onboarding tasks. SYSTEM REQUIREMENTS FOR USING WORKDAY VIA WEB BROWSER The following system requirements must be met or exceeded in order to use Workday via web browser. Not to worry though, most computers are set to automatically receive the latest software updates and should be up-to-date. WEB BROWSER REQUIREMENTS The web browser requirements for Workday (as of 8/2014 are as follows): Internet Explorer version 9 or greater. Mozilla Firefox version 4 or greater. Google Chrome version 20 or greater. Apple Safari version 6 or greater. PLUG-IN REQUIREMENTS Adobe Flash Plug-in version 10.1.53 or greater (visit http://www.adobe.com/downloadsfor the latest version). PDF READER REQUIREMENTS Adobe Reader version 10.1.5 or greater (visit http://www.adobe.com/downloadsfor the latest version). NETWORK REQUIREMENTS Workday works best and fastest when accessed using a high-speed Internet connection. SCREEN RESOLUTION RECOMMENDATIONS 1024x768 display resolution or higher. page 2
GETTING LOGGED INTO WORKDAY AND YOUR WORKDAY LANDING PAGE ACCESSING WORKDAY After accepting the position offered to you at the Masonic Villages, you will receive an e-mail (sent to the personal e- mail address you provided during the application and hiring process) containing the information you need to log into the Masonic Villages Workday system. This information will include the website address for the Masonic Villages Workday system along and your Workday user ID and temporary Workday password. If at any time if you need assistance, support and training resources can be found 24/7 at the Masonic Villages Workday Informational website: http://workday.masonicvillages.org If you still need assistance after reviewing the information on the Masonic Villages Workday Information website, please call the Human Resources office at the Masonic Village location where you will be employed. LOGGING INTO WORKDAY The first time you log into Workday, there will be a few additional steps that need completed to finalize the setup of your Workday account. 1. At the Workday login screen, enter your User Name and your temporary Workday Password. Click Sign In. 2. You will be prompted to change your temporary password to one of your choice; this is to ensure the password is known only to you. Taking note of the Password Rules, enter your current password (which is the temporary Workday password), your new password, and verify your new password. Click OK. You will then proceed to the next screen to complete the password change task. page 3
3. To complete the password change task, click Done. 4. You will be required to select and answer three password challenge questions which will be used in the event that you do not remember your Workday password and wish to reset your password without contacting Workday support resources. Choose the questions from the drop-down menus and enter your answers in the text boxes. Click OK. Your answer Your answer Your answer To help protect your account when choosing and answering your password challenge questions, be mindful that those who know you well may be able to guess your answers. Choose questions or provide answers that are not obvious to anyone but you. 5. Click Done on screen which displays a confirmation of your questions and answers. Your answer Your answer Your answer page 4
6. The following introductory screen will appear. Take a moment to check it out. Click Let s get started! to get to your Workday Landing Page. YOUR WORKDAY LANDING PAGE After logging into Workday, you will be at your landing page. The landing page is where you can access many different areas within Workday to view and/or change information. In conjunction with your Workday Profile screen (see below for where to click to get to your Workday profile screen), you will easily be able to access your employment and personal data. You will have the option to change your landing page after all Onboarding tasks have been completed. If at any time you need to get back to your landing page, simply click the Workday logo at the top of your screen. page 5
ACCESSING FORMS THAT NEED PRINTED There are several forms that you will need to print during the onboarding process, which is detailed in the next sections of this document. If you are unable to print the forms during the onboarding process or need to reprint a copy, you will find all of the forms under the Helpful Links worklet within your Workday landing page. Simply click the worklet to bring up a listing of the forms and associated links that you can choose from. page 6
ACCESSING YOUR ONBOARDING TASKS GETTING STARTED AT MASONIC VILLAGE WORKLET AND WELCOME MESSAGE The Getting Started at Masonic Village! worklet allows you to view a welcome message from our C.E.O. Joseph Murphy, see a list of documents you need to bring to Human Resources prior to your first day of employment, and access your onboarding checklist. 1. Click the Getting Started at Masonic Village! worklet then click the Take Me There button. 2. Click the Welcome to Masonic Village! section to view a welcome message from Mr. Murphy, CEO. When finished, click the What to bring to HR section to see a list of documents (some with links to click which will open a PDF document that can be printed and then filled out) that you should bring to Human Resources at the time of your scheduled appointment (prior to your first day of employment). When finished click View Inbox. page 7
3. Your Inbox and onboarding tasks will appear. The next section will go over how to complete the tasks. page 8
COMPLETING YOUR ONBOARDING TASKS COMPLETE CERTIFICATE OF RESIDENCE TAX FORM The first item for you to do in your inbox should be the Complete Certificate of Residence Tax Form. This is a task that will allow you to display a form to print, fill out, and return to Human Resources. 1. Click Complete Certificate of Residence Tax Form in your inbox. The Complete To Do Complete Certificate of Residence Tax Form window will appear as shown below. Carefully read the instructions on the screen, then click the Click Here link to display a PDF of the form. Print the form, fill it out, and bring it to Human Resources at the time of your scheduled appointment. Once you have printed the form, enter a comment, if desired, and then click Submit. 2. The following screen will appear. Click Done. page 9
REVIEW DRESS CODE POLICY (ONLY APPLICABLE TO CERTAIN POSITIONS) If the position you are being hired into has a dress code policy that requires acknowledgement, you will have an item in your inbox to complete. If the position you are being hired into does not have a requirement to acknowledge a dress code policy document, you will not see this item in your inbox. 1. Click the Dress Code Policy item in your inbox. The Dress Code Policy window will appear as shown below. Click the Dress Code Policy link to the right of the Document Link section to open the document up as a PDF. Read the document carefully. On the screen below, enter a comment, if desired, and then click Submit. 2. The following screen will appear. Click Done. page 10
COMPLETE ACKNOWLEDGEMENT OF RESIDENT/CLIENT ABUSE STATEMENT The next item in your inbox will be a Resident/Client Abuse Statement for which you will acknowledge your agreement to and understanding of the document. 1. Click the Resident/Client Abuse Statement item in your inbox. The Resident/Client Abuse Statement window will appear as shown below. Click the Resident/Client Abuse Statement link to the right of the Document Link section to open the document as a PDF. Read the document carefully. On the screen below place a checkmark in the I Agree checkbox, enter a comment, if desired, and then click Submit. 2. The following screen will appear. Click Done. page 11
COMPLETE ACKNOWLEDGEMENT OF CONFIDENTIALITY STATEMENT The next item in your inbox will be a Confidentiality Statement for which you will acknowledge your agreement to and understanding of the document. 1. Click the Confidentiality Statement item in your inbox. The Confidentiality Statement window will appear as shown below. Click the Confidentiality Statement link to the right of the Document Link section to open the document as a PDF. Read the document carefully. On the screen below place a checkmark in the I Agree checkbox, enter a comment, if desired, and then click Submit. 2. The following screen will appear. Click Done. page 12
COMPLETE ACKNOWLEDGEMENT OF WORKERS COMPENSATION INFORMATION The next item in your inbox will be Workers Compensation Information for which you will acknowledge your agreement to and understanding of the document. 1. Click the Workers Compensation Information item in your inbox. The Workers Compensation Information window will appear as shown below. Click the Workers Compensation Information link to the right of the Document Link section to open the document as a PDF. Read the document carefully. On the screen below place a checkmark in the I Agree checkbox, enter a comment, if desired, and then click Submit. Workers Compensation Information 2. The following screen will appear. Click Done. page 13
COMPLETE EMPLOYEE NOTIFICATION AND ACKNOWLEDGEMENT The next item in your inbox will an Employee Notification and Acknowledgement for which you will acknowledge your agreement to and understanding of the document. 1. Click the Employee Notification and Acknowledgement item in your inbox. The Employee Notification and Acknowledgement window will appear as shown below. Click the Employee Notification and Acknowledgement link to the right of the Document Link section to open the document as a PDF. Read the document carefully. On the screen below place a checkmark in the I Agree checkbox, enter a comment, if desired, and then click Submit. Employee Notification and Acknowledgement 2. The following screen will appear. Click Done. page 14
COMPLETE LOCAL SERVICES TAX EXEMPTION CERTIFICATE Next up for you to complete is the Local Services Tax Exemption Certificate. This is a task that will allow you to display a form to print, fill out, and return to Human Resources. 1. Click Complete Local Services Tax Exemption Certificate Form in your inbox. The Local Services Tax Exemption Certificate window will appear as shown below. Carefully read the instructions on the screen, then click the Local Services Tax Exemption Certificate link to the right of the Document Link section to open the document as a PDF. Print the form, fill it out, and bring it to Human Resources at the time of your scheduled appointment. Once you have printed the form, enter a comment, if desired, and then click Submit. Complete Local Services Tax Exemption Cer 2. The following screen will appear. Click Done. page 15
REVIEW EMPLOYEE BENEFITS SUMMARY MATRIX The next item in your inbox will an Employee Benefits Summary Matrix for which you will acknowledge your agreement to and understanding of the document. 1. Click the Employee Benefits Summary Matrix item in your inbox. The Employee Benefits Summary Matrix window will appear as shown below. Click the Employee Benefits Matrix link to the right of the Document Link section to open the document as a PDF. Read the document carefully. On the screen below place a checkmark in the I Agree checkbox, enter a comment, if desired, and then click Submit. Employee Benefits Summary Matrix 2. The following screen will appear. Click Done. page 16
COMPLETE ACKNOWLEDGEMENT OF PERSONNEL POLICY HANDBOOK AND CODE OF CONDUCT The next item in your inbox will be the Personnel Policy Handbook and Code of Conduct for which you will acknowledge your agreement to and understanding of the document. 1. Click the Personnel Policy Handbook and Code of Conduct item in your inbox. The Personnel Policy Handbook and Code of Conduct window will appear as shown below. Click the Personnel Policy Handbook and Code of Conduct link to the right of the Document Link section to open the document as a PDF. Read the document carefully. On the screen below place a checkmark in the I Agree checkbox, enter a comment, if desired, and then click Submit. Personnel Policy Handbook and Code of Conduct 2. The following screen will appear. Click Done. page 17
ADD PAYMENT ELECTIONS (DIRECT DEPOSIT OR CHECK) The next item in your inbox will be to select your payment elections. 1. Click the Add Payment Elections item in your inbox. The Complete To Do Add Payment Elections window will appear as shown below. Click the Add Payment Elections button to get started with adding your payment elections. Add Payment Elections 2. The Payment Election Option window will appear. In the Payment Type drop-down list, select Check or Direct Deposit. Place checkmarks in the Use for Pay Type checkboxes. If you chose Direct Deposit as the Payment Type, complete the Account Information section (you will have an opportunity in the next few steps to add additional accounts and define how you would like your pay split between multiple accounts). page 18
3. The Payment Elections screen will appear. Here you can add additional accounts for direct deposit (click the Add Account button and follow the on-screen directions), change the direct deposit account you just created (click the Change Account button and make your changes), and/or change the way your pay (by pay type) is disbursed amongst your direct deposit accounts if you have more than one account indicated (click the Change Election button in the row for the pay type you wish to change). When finished, click Done. 4. The Complete To Do Add Payment Elections window will appear. Enter a comment, if desired, then click Submit. 5. The following screen will appear. Click Done. page 19
OPTIONAL PERSONAL INFORMATION UPDATE TASKS The next item in your inbox will be an Optional Personal Information Update Task that will allow you to update any of your personal information from what was entered by Masonic Villages staff during the hiring process. 1. Click the Optional Personal Information Update Tasks in your inbox. The Optional Personal Information Update Tasks window will appear. Use the edit button ( ) next to any item you wish to edit/change. Use the plus button ( ) next to any item you wish to add. For each item, a window or a drop-down list may appear. Enter the information as required and/or make selections from any drop-down boxes that appear. When finished enter a comment, if desired, then click Submit. page 20
2. The following screen will appear. Click Done. page 21
REVIEW AND PRINT PHOTO RELEASE AGREEMENT (LOCATION SPECIFIC) The next thing for you to complete is a Photo Release Agreement task. This is a task that will allow you to display a form to print, fill out, and return to Human Resources. 1. Click Photo Release Agreement in your inbox. The Photo Release Agreement window will appear as shown below. Carefully read the instructions on the screen, then click the Photo Release Agreement link to the right of the Document Link section to open the document as a PDF. Print the form, fill it out, and bring it to Human Resources at the time of your scheduled appointment. Once you have printed the form enter a comment, if desired, and then click Submit. Photo Release Agreement 2. The following screen will appear. Click Done. page 22
REVIEW AND PRINT APPLICATION FOR PARKING PERMIT Next up for you to complete is an Application for Parking Permit task. This is a task that will allow you to display a form to print, fill out, and return to Human Resources. This task is intended for those employees who will be parking their vehicles in one of the Masonic Villages parking lots. If you do not need a parking permit at this time, simply click the Submit button to complete the task. If you need a parking permit application in the future, it can be found in the Helpful Links worklet. 1. Click Application for Parking Permit in your inbox. The Application for Parking Permit window will appear as shown below. Carefully read the instructions on the screen, then click on the Application for Parking Permit link to the right of the Document Link section to open the document as a PDF. Print the form, fill it out, and bring it to Human Resources at the time of your scheduled appointment. Once you have printed the form enter a comment, if desired, and then click Submit. Application for Parking Permit 2. The following screen will appear. Click Done. page 23
COMPLETE FORM 1-9 Next up is a Complete Form I-9 task to confirm employment eligibility. This form will be done electronically right within Workday. 1. Click Complete Form I-9. The Complete Form I-9 window will appear as shown below. Carefully read the instructions on the screen, then click the Form I-9 Instructions link to be directed to the US Citizenship and Immigration Services website for more information about the I-9 form. Complete the form in its entirety, making sure to complete all required fields (denoted by a red asterisk). Place a checkmark in the I Agree checkbox. Click Submit. 2. The following screen will appear. Click Done. page 24
COMPLETE FEDERAL WITHHOLDING ELECTIONS Next up is a Complete Federal Withholding Elections task. This form will be done electronically right within Workday. 1. Click Complete Federal Withholding Elections in your Inbox. The Complete Federal Withholding Elections screen will appear. Complete the required fields (denoted by the red asterisk) and any optional fields as needed. If desired, enter a comment and then click Submit. 2. The following completion screen will appear. Click Done. page 25
COMPLETE ACKNOWLEDGEMENT AND AGREEMENT TO REQUEST FOR CHECK OF DRIVING INFORMATION Next up is the Request for Check of Driving Information task where you will acknowledge and agree to a check of your driving record. This is a task that will allow you to display a form to print, fill out, and return to Human Resources. 1. Click Request for Check of Driving Information. The Request for Check of Driving Information window will appear as shown below. Carefully read the instructions on the screen and then click the Click the Fair Credit Reporting Act link to the right of the Document Link section to bring up the document as a PDF. Review the contents of the document. Place a checkmark in the I agree checkbox to acknowledge and agree to the information in the document. Click the Request for Check of Driving Information link to the right of the Document Link section to bring the document up as a PDF. Print the form, fill it out, and bring it to Human Resources at the time of your scheduled appointment. Once you have printed the form, enter a comment, if desired, and then click Submit. Request for Check of Driving Information 2. The following completion screen will appear. Click Done. page 26
PROVIDE I-9 SUPPORTING DOCUMENTATION TO HUMAN RESOURCES Next is a reminder to bring I-9 supporting documentation to Human Resources at the time of your scheduled appointment. 1. Click Provide I-9 Supporting Documentation to Human Resources: Complete Form I-9 in your inbox. The Provide I-9 Supporting Documentation to Human Resources window will appear as shown below. Carefully read the instructions on the screen. Enter a comment, if desired, and then click Submit. 2. The following completion screen will appear. Click Done. page 27
ENTERING YOUR EMERGENCY CONTACT INFORMATION The next thing to do is to enter your emergency contact information. Up-to-date emergency contact information will help complete your personal contact information in Workday and will allow Masonic Villages to communicate with your designated emergency contact(s) if the need ever arises. You can maintain your emergency contact information on your own in the future without needing to contact Human Resources. 1. Click the Change Emergency Contacts in your inbox. The Change Emergency Contacts window will appear. Use the edit button ( ) next to any item you wish to edit/change. Use the plus button ( ) next to any item you wish to add. For each item a window or a drop-down list may appear. Enter the information as required and/or make selections from any drop-down boxes that appear. When finished, enter a comment, if desired, then click Submit. 2. The following completion screen will appear. You will notice that the Up Next section indicates that HR now needs to review and approve forms. After this approval is done, and if you are eligible, you will be able to select your benefits. Typically you will select your benefits within Workday with the assistance of a Benefits Specialist when you have your pre-employment appointment with Human Resources (this is also when you will take all of the completed forms you have printed in the previous steps as well as your supporting documentation for the I- 9 form). Click Done. page 28
COMPLETING YOUR BENEFITS, ADDING DEPENDENTS, AND BENEFICIARIES After Human Resources has approved your onboarding tasks, and if you are eligible, you will be able to make your benefit elections, add dependents, and add beneficiaries to any benefit election that is beneficiary-eligible. As mentioned before, you may complete your benefit elections and dependent/beneficiary additions with the assistance of a Benefits Specialist in the Human Resources office. Should you choose to do these tasks on your own, the directions in this section will guide you through the process. Depending on your employment type (full time or part time with benefits), you may have different options than what is shown below. 1. Once Human Resources has approved your onboarding tasks (and reviewed the various documents you are required to present in the Human Resources office prior to your first day of employment), a Change Benefits for Life Event task will appear in your Workday inbox. Navigate to your Inbox, then click the Change Benefits for Life Event task. The Change Benefit Elections New Hire for (your name) Step X of X screen will appear with the plans you are eligible to select from listed, as well as information about the plans (across the columns). page 29
2. Using the different options in the Elect/Waive column, make your selections to elect or waive a benefit option. After making the selection, click within the Coverage column to bring up the list and select a coverage option from the list displayed. The Employee Cost and Employer Contribution columns will update to reflect the coverage you have selected. 3. If you chose a coverage option in the previous step that includes dependents, the next step is to enroll the dependents so they will be included in your coverage and so that you may use the entered information as part of your beneficiary information, if desired. Click within the Enroll Dependents column to bring up the options for enrolling dependents. It is likely that since you have just started the benefit election process that you do not have any dependents listed to choose. Click the Create option. page 30
4. Click Add My Dependent From Enrollment to bring up the screen to enter information about your dependents. 5. The Add My Dependent From Enrollment screen will appear. Complete the options on the screen. If you had added an emergency contact earlier in the onboarding process that you wish to add as a dependent, select Yes in the Is your new dependent already a beneficiary or emergency contact section, then use the drop down list to select the applicable person. You may also designate the dependent you are adding as a beneficiary. When finished click OK. page 31
6. The following Add My Dependent From Enrollment screen will appear. If you selected an existing emergency contact, some of the information will be automatically populated. Complete the required and any optional fields. Click Add in the National ID type section to add the Social Security Number information for the dependent you are adding. When finished click OK. page 32
7. You will be back at the Change Benefit Elections screen. Repeat the previous steps, if applicable, to add additional dependents to your selected benefit plans. From this point, you may also elect or waive additional benefit plans. If electing additional benefit plans, remember to select the coverage and add dependents, if applicable. (If the dependents are the same as were added to the first plan you worked with, you will be able to simply select them during that process). Once you have made all of the selections on this screen, click Continue. 8. The following Change Benefit Elections screen will appear. Here you may make elections for any Spending Accounts for which you are eligible. Make your elections or waive coverage by using the Elect/Waive column. Then, in the Contributions column, specify the amount(s) desired, following the information provided in the Supporting Information column. When finished, click Continue. page 33
9. The following Change Benefit Elections screen will appear where you can choose to enroll in additional insurance options, if eligible. Make your selections by using the Elect/Waive column, then complete the Coverage Level and Covers Dependents columns as applicable. When finished click Continue. 10. The following Change Benefit Elections window may appear based on your eligibility for participating in the Masonic Villages 403(b) benefit plan. There are no options to select. Click Continue. page 34
11. The following Change Benefit Elections screen will appear where you will designate beneficiaries for plans that you elected that require beneficiaries. (All life insurance elections require at least one beneficiary.) You will also select the percentage each beneficiary should receive (if designating more than one beneficiary per eligible benefit plan). In the Beneficiary column, click the plus sign ( ) to bring up the window to select a beneficiary (for which you likely did when adding dependents). Select the desired person, then adjust the percentage in the Primary Percentage/Contingent Percentage column. Complete the process for each benefit plan requiring a beneficiary. When finished, click Continue. 12. The following Change Benefit Elections window may appear based on your eligibility for participating in the Masonic Villages EAP plan. There are no options to select. Click Continue. page 35
13. The following Change Benefit Elections screen will appear for you to review the selections you have made for your benefits, dependents, and beneficiaries. Please review this screen carefully. Once you have determined that what is displayed is correct, click Submit. This information will route to Human Resources to be reviewed. You may be required to present documentation (such as birth certificates for your dependents) in the Human Resources office. Be sure to check your Workday Inbox for notifications on a regular basis. page 36