Human Resources

Onboarding- Staff

Overview of Onboarding for Staff

You will receive an email in your personal email inbox with a temporary username and password to access Workday. Follow the steps below to complete onboarding in Workday.

Instructions for Completing Onboarding

  1. In your Workday account, click the Onboarding announcement.

  2. In the pop-up that appears, click Onboarding.

  3. Your onboarding dashboard will appear, showing the following tasks. If the information in the system is accurate and does not need to be changed, you can skip or delete:

    1. Legal Name Change: Input your legal first and last name and click submit.

    2. Preferred Name Change: Input the first and last name you like to be referred as (i.e. a nickname, a maiden name, a married name)

    3. ID Change: Access this task to add your government IDs.

      1. Country: Select the country of your ID (i.e. United States of America).

      2. National ID Type: Choose the type of ID you will provide (i.e. Social Security Number).

      3. Add/Edit ID: Enter the ID number for the ID type you provided.

      4. When finished, click Submit.

    4. Change Emergency Contact(s): Access this task to provide information for your emergency contact(s). Click the pencil icon to make fields available for editing.

      1. Legal name

      2. Relationship to you

      3. Primary address

      4. At least one of these options: Their primary phone number or email address

      1. Scroll down the page to add the information for your emergency contact(s). You must have the following for your contact(s):

      2. When finished, click Submit.

    5. Personal Information Change - You must input the following information:

      1. Gender (Your biological sex for healthcare purposes)

      2. Date of Birth

      3. Citizenship Status

    1. Your completed Workday onboarding tasks.

    2. A message from your manager.

    3. Helpful links.

    4. Helpful contacts. In the “Getting Started” section, click the number above “Ready” to see your tasks. You may also select “Go to Inbox” to see these tasks.

    5. Access and complete the following onboarding tasks in your inbox:

Note: Once these first few onboarding tasks are completed, you will receive an email to your personal email inbox about how to set up your Emerson email address. After your Emerson email address is created, your Workday username will change to have an underscore instead of a hyphen.

Now more onboarding tasks will be populated into your Workday inbox. Please complete the following tasks in no particular order:

    1. Enter Contact Information: Access this task to add or edit your contact information. Click the pencil icon to make fields available for editing.

      1. Primary address

      2. Primary phone number

      3. Email Address

      1. You must provide the following contact information:

      2. When finished, click Submit.

    2. Benefit Elections (If applicable): Access this task to choose your benefits. If you are not presented with a Benefit Elections task, please skip to step 11 in this document on the following page. If you are eligible for full time Benefits, an overview will be provided in your Day One Orientation

      1. Under the Beneficiary column, click into the box. Then, select Create to begin creating your beneficiary. You may click the + sign to add more beneficiaries, if applicable.

      2. Primary and Contingent Percentage: Your Primary Percentages must add up to 100%, and your Contingent Percentages must add up to 100%.

      3. Click Continue when finished.

      1. Elect or waive medical coverage. Note: You will only be able to elect one medical plan. If changing your election, the other plan will be waived. If choosing to Enroll Dependents, use the dropdown to the right of the plan you are electing to begin to enroll them.

      2. Elect or waive the dental plan indicated. If choosing to Enroll Dependents, use the dropdown to the right of the plan you are electing to begin to enroll them.

      3. Click Continue.

      4. Elect or waive enrollment in the Heath Savings Plan. If choosing to elect, you will be prompted to enter the amount you wish to contribute under the Contribution Range (Annual) column.

      5. Click Continue.

      6. Elect or waive enrollment in a Flexible Savings Plan. If choosing to elect, you will be prompted to enter the amount you wish to contribute under the Contributions column.

      7. Click Continue.

      8. On the following page, click Continue. You will automatically be enrolled in the life insurance plans available. 

      9. Beneficiaries: If applicable, use the + sign on the next page to add a beneficiary to your eligible life insurance plan. You may also click Continue to skip this step.

      10. Your benefit elections and costs will appear. Review all elections and costs and use the Go Back button to return to edit anything, if so desired. 

      11. Scroll down the page and review the Legal Notice. Check the I agree box, which will serve as your e-signature.

      12. Click Submit, then click Done.

    3. Change Photo: Click Change My Photo. Upload a valid photo, click Submit, and then click Done.

    4. Review Documents: Access this task to review the Anti-Harassment Training Instruction Form.

      1. Click the hyperlink to view the handbook.

      2. Check the I Agree box after reading.

      3. Click Submit, then click Done.

      4. After following these instructions, check the I agree boxes that appear within the tasks.

      5. Click Submit, then click Done.

    5. Review Documents: Access this task to review the policies and other required documents.

      1. Click the hyperlink or PDFs to view the required information.

      2. Scroll through the page and check the I Agree boxes after reading through each document.

      3. Click Submit, then click Done.

    6. Payment Elections: Access this task to add your bank information for your direct deposit.

      1. Account Nickname: Useful if you have multiple accounts where your pay is being deposited.

      2. Account Type: Select Checking or Savings.

      3. Bank Name: Enter the name of your bank (i.e. Bank of America).

      4. Routing Transit Number: Enter your bank’s routing number.

      5. Account Number: Enter your account number.

      6. Click OK. Then, click Add to enter an additional bank account or click Submit when done.

    7. State & Local Tax Elections: Access this task to add your state tax elections.

      1. Company: EM Emerson College.

      2. Effective Date: This will default.

      3. State: Select your state from the options.

      4. Withholding Form Type: In most cases, this will default in. Click the submit a request button above or email us at hr@emerson.edu if you have any questions.

      5. Fill out the steps as indicated for the state you have selected. Some states may require different steps. Click OK.

    8. Federal Tax Elections: Access this task to add your federal tax elections.

      1. Nonresident Alien, Last Name Differs from SS (Social Security Number): Check the box(es) if they apply to you.

      2. Marital Status: Single, Married, or Married but withhold at higher Single rate.

      3. Number of Allowances: Use the W-4 Personal Allowances Worksheet to determine your number of allowances.

      4. Exempt: Check if you qualify for exemption.

      5. Read the legal notice. Check I Agree, which will confirm you have read the legal notice and serve as your electronic signature. Click OK.

    9. Complete Form I-9: Access this task to fill in your I-9 information.

      1. Last Name: Pre-populates from your job application, but it is editable.

      2. First Name: Pre-populates from your job application, but it is editable.

      1. Address (Street Number and Name)

        1. Number

        2. City or Town

        3. State

        4. Zip Code

      1. Date of Birth

      2. Social Security Number

      3. Employee’s Email Address: Pre-populates from job application, but it is editable.

      4. Employee’s Telephone Number: Pre-populates from job application, but it is editable.

      5. Choose your relevant citizenship status. If selecting Alien, more fields will appear to complete.

      6. E-Signature: Check the I agree box, which will serve as your e-signature for the form.

      7. Preparer and/or Translator: Choose whether you used a translator to prepare the form.

        1. If you used a preparer and/or translator to fill out the form, continue to fill out the remaining fields.

      8. Click Submit.

      1. Name: Fill out the following fields.

      2. Address: Verify the following fields, which pre-populate from your job application, but are editable.

      3. Personal Information: Fill out the following fields.

Useful Links

What Happens Next?

Congratulations! You have now completed your onboarding in Workday.

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