Get Started: New Hire Onboarding
Onboarding Overview
Employee Job Aid
First Time Login Screen
1st Task Flight
Edit Government IDs (Add Social Security Number)
Update My Contact Information
Personal Information Change
2nd Task Flight
*Add Payment Elections (Direct Deposit)
*Complete Federal Withholding Elections
rd
3 Task Flight
* Complete I-9
th
4 Task Flight (will not start till I-9 is complete)
* OneCard & Parking Request
* Schedule New Hire Orientation
Ensuring a Respectful Workplace
FERPA Training
5th Task Flight
Change Emergency Contacts
*Review Employee Handbook
th
6 Task Flight
*Change Benefit Elections (includes TSA retirement options)
th
7 Task Flight
Onboarding Complete!
Click, "Let's Get Started!"
Access Onboarding Tasks
From the Getting Started worklet:
1. Click on Take Me There
* Not all employees see this. Visit that section for details.
myMadisonCollege gives you access to:
•
Initiate your employee account with your
employee id (OneCard) number
•
A link to sign into Workday
More at: http://madisoncollege.edu/in/inside-matc-faqs
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Get Started: New Hire Onboarding
Employee Job Aid
2. The landing page will give you more information about the onboarding tasks that you need to complete.
Add My Contact Information
3. From the landing page, click on View Inbox.
1. Click on
The remaining instructions all begin from the Inbox.
2. Click the Edit icon
Note: Depending on your employee type, you may receive additional
on-boarding tasks.
3. Click Submit.
Edit Government IDs (Required before Time Entry)
1. Under "Proposed IDs", add your Social Security card information
by clicking the Plus icon
button.
to update home contact information.
4. Navigate back to the inbox and click Submit on the Contact
Change To Do.
Note: By clicking on the ‘submit’ button, you are acknowledging
that you completed the requested task(s).
.
2. Select United States of America for Country.
Quickly search in prompt boxes by entering text and
hitting Enter on your keyboard.
Example: "USA" for country will find United States of
America. "SSN" will find Social Security Number in
National ID Type. Tab to move between boxes.
3. Select Social Security Number (SSN) for National ID Type.
4. Enter your Social Security Number in the Identification #.
5. Click Submit.
Personal Information Change
1. Enter your Date of Birth and any other Personal Information.
2. Click each grey section to edit existing information, or the Add
button
icon
to add new information. You can also click the edit
to edit.
3. Click Submit.
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Get Started: New Hire Onboarding
Employee Job Aid
End of 1st Flight
After this section of onboarding tasks have been successfully
completed and submitted, refresh your Inbox to view additional
onboarding tasks.
Add Payment Elections (Direct Deposit)
Contracted contingent workers will not receive this item.
5. Click on Add Account to add an additional account for direct
deposit. Click Ok to save.
Find more about with the job aid Manage Your Payroll Options
(including View Payslip & Direct Deposit) at the website below.
If electing payments to two accounts and you'd like one to
receive the balance (net) it must be the second account in the
list.
1. Click on
2. Enter Account Information- Account Nickname (optional), Account
Type, Bank Name, Routing Transit Number and Account Number.
6. Navigate back to the inbox and click Submit on the Add Payment
Elections To Do.
Complete Federal Withholding Elections
3. Enter Bank Identification Code, if known.
Contracted contingent workers will not receive this item.
4. Click Ok.
1. Click on the Complete Federal Withholding Elections Action in
your inbox.
Note: Don't forget your allowances! Federal Form W-4
2. Complete all required information that is marked with an *
asterisk.
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Get Started: New Hire Onboarding
Employee Job Aid
End of 2nd Flight
After this section of onboarding tasks have been successfully
completed and submitted, refresh your Inbox to view additional
onboarding tasks.
Complete Form I-9
Contracted contingent workers will not receive this item.
1. Complete Section 1 of Form I-9. Instructions to fill Section 1 can
be found on the ‘Form I-9’ hyperlink.
Form I-9 is used for verifying identity and employment
authorization. The form must be completed and electronically
signed no later than first day of your employment.
2. To complete Section 2 of the Form I-9, please submit the
acceptable documents to the applicable regional campus main
office or the Human Resources office at Truax.
3. Click Submit.
3. Click Submit.
State Withholding Changes
Contracted contingent workers will not receive this item.
1. Workday does not provide a self-service option for State or Local
withholding changes. If there are changes that need to be made
to your State Withholdings, please complete the form that is
linked from your Workday Inbox.
Note: Once HR or your hiring office validates your documents,
they complete I-9 section 2. More onboarding tasks will populate
when section 2 is marked complete.
2. Click Submit
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Get Started: New Hire Onboarding
Employee Job Aid
End of 3rd Flight: Section 2 of I-9 Must Be Complete
After this section of onboarding tasks have been successfully
completed and submitted, refresh your Inbox to view additional
onboarding tasks.
Note: Once HR or your hiring office validates your documents,
they complete I-9 section 2. More onboarding tasks will populate
when section 2 is marked complete.
Parking Request
Student employees will not receive this item.
1. Click on the Parking Request hyperlink to navigate to the
employee parking request form.
2. Click Submit.
OneCard
Student employees will not receive this item.
1. Click on the OneCard hyperlink to view more information on
obtaining an employee ID OneCard.
2. Click Submit.
Family Educational Rights & Privacy Act (FERPA)
Training
1. Click on the FERPA Training hyperlink to view more information
for completing FERPA training.
2. Click Submit.
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Get Started: New Hire Onboarding
Ensuring a Respectful Workplace Training
Employee Job Aid
Change Emergency Contacts
1. Click on the ‘Ensuring a Respectful Workplace’ hyperlink to
view more information on completing the training.
2. Click Submit.
1. Click the grey blocks or Edit icon
Contact information.
to add Primary Emergency
End of 4th Flight
2. Click the Add button
After this section of onboarding tasks have been successfully
completed and submitted, refresh your Inbox to view additional
onboarding tasks.
Note: at least one emergency contact is required.
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to add at least one contact type.
3. Click Submit.
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Get Started: New Hire Onboarding
Review Employee Handbook
Contracted contingent workers will not receive this item.
1. Click on the Employee Handbook hyperlink to review the
Employee Handbook.
2. Upon completion of employee handbook review, come back to
your Workday Inbox.
3. Click on the ‘I agree’ checkbox to acknowledge receipt and review
of the employee handbook.
Employee Job Aid
Change Benefit Elections
Contracted contingent and Casual workers will not receive this
item.
Note: All employees are eligible for TSA retirement saving
elections. You must have a TSA account with an approved provider
to begin this election. You can set this up at any time in the future
in the Benefits worklet.
More on benefit options:
http://madisoncollege.edu/in/employee-benefits-pay .
More on Managing your Benefits with Workday:
http://madisoncollege.edu/in/benefits-workday
1. For each benefit you are eligible, Elect or Waive your coverage.
Continue with Next button until complete.
Congrats!
You have now completed your Onboarding. Welcome to Madison
College!
1. Submit this message to be done.
End of 5th Flight
After this section of onboarding tasks have been successfully
completed and submitted, refresh your Inbox to view additional
onboarding tasks.
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