YMCA SuccessLink Summer Youth Program

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YMCA Youth Employee Instructions

Congratulations on joining the YMCA through the City of Boston SuccessLink program. We look forward to welcoming you to the YMCA for summer work!

This page will help you understand the pre-employment process and the documents that you need to submit before you can begin working. You can also learn about setting up your employee profile, updating your personal information, and tracking your time for the summer.

If you have questions about these requirements or need help completing your paperwork, please contact

ymca@positivelypartners.org⁠

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For information on completing your timesheet and recording your hours,

review these instructions⁠

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Get Your Work Permit

If you are under 18 years old, you must get a work permit. A personalized work permit application was sent to your email when you accepted your offer. The application alone does not authorize you to work for the summer. You must submit your work permit application to the City of Boston to receive your work permit.

To get your work permit you must:

Print the Work Permit application,

Ask your parent or guardian to sign the Work Permit Application

Submit your work permit application online or in-person.

If you will be 14 or 15 when you start work: you must have a doctor or nurse practitioner sign the Certificate of Health section to clear you to work. You can also use a school or camp form from your doctor's office with a digital signature instead of completing this section.

Submit your Permit Application

You can submit your work permit application

online⁠

or in person.

To submit your permit application you will need:

Your completed work permit application

If you are under 16, the Certificate of Health section must be completed and signed by your doctor

One of the following documents that proves your age:

A school ID with graduation date

State issued identification cards

BPS Aspen (or other SIS) print-out with a date of birth

Birth Certificate

Passport

Immigration Documents

And a document that proves you are enrolled in school (If you are 16 or 17 and are not enrolled in school you instead need a document that proves you have completed the sixth grade).

To submit online:

Upload the completed work permit application

here⁠

To submit in-person:

Bring your completed application, your proof of age documentation, and your school enrollment document to one of the following places to receive your work permit:

Boston Public School guidance counselors

PIC Career Specialists in BPS High Schools

Youth Employment and Opportunity Office

1483 Tremont Street, Boston

617-635-4202

They will review your completed paperwork, verify your information, and give you your work permit.

You must bring your work permit with you on your first day of work. The YMCA will keep your work permit on file for the duration of your employment.

Don’t forget to upload your work permit, following the instructions to Upload Your Documents.

Upload Your Documents

Before you can begin work at the YMCA, you must

upload certain documents⁠

. These documents demonstrate your eligibility for the program and help us complete your employee profile.

You will need to upload the following:

Proof of identity and age

Proof of school enrollment

Proof of Boston residency

Your Work Permit

IMPORTANT: you must upload your Work Permit, and not your Work Permit Application.

Upload your documents here:

https://arsl.at/Bjx5q4OG⁠

⁠

You must enter the same personal email address you used when you applied to upload your documents. You do not need to upload all your documents at once and you can come back as often as you need to.

Proof of Identity and Age

You must upload one of the following documents:

U.S. Birth Certificate

U.S. Passport (cannot be expired)

Certificate of Citizenship or Naturalization

Puerto Rican Birth Certificate (issued after 07/01/10)

Alien Resident Card (cannot be expired)

Foreign Passport with Visible I-551 Stamp (cannot be expired)

Employment Registration Card (cannot be expired)

Proof of School Enrollment

You must upload one of the following documents:

Current student ID card / BPS One card

Current online student management profile page showing profile and home address, such as the BPS Aspen "Info" page

Current year Report Card or Progress Report

Signed letter from school administrator on school letterhead with home address from current school year

If you are no longer enrolled in school or have recently graduated, please provide documentation from the previous school year or the most recent grade you completed.

Proof of Boston Residency

These documents can be in your parent/guardian’s name but must include a home address that matches your school enrollment document. These documents must be current. If using a bill or bank statement, it should be issued within the last 90 days.

Upload one of the following:

Current Lease Agreement

Gas or Oil Bill

Electric Bill

Cable Bill

Home Phone Bill

Bank Statement

Credit card statement

Water Bill

Car Registration or Insurance (must be current)

A Letter from an Approved Government Agency (Department of Revenue (DOR), Children and Family Services (DCF), Transitional Assistance (DTA), Youth Services (DYS), Social Security, Commonwealth of Massachusetts.

This residency policy does not apply to homeless or displaced youths. If you are currently homeless or displaced, please contact

ymca@positivelypartners.org⁠

for more information.

Your Work Permit

After you turn in your work permit application to the City of Boston, they will provide you with your work permit.

Your work permit will look like this:

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IMPORTANT: You must upload your work permit, and not your work permit application. The application alone does not authorize you to work for the summer.

If you are under 18, you cannot begin work until you have your work permit.

References

At least three references are required from all employees working at the YMCA. When you accept your employment offer, you will receive an email from Checkster with instructions to provide references.

Background Check

All employees of the YMCA are required to complete and pass a background check.

If you are working with very young children, there is an additional step. An additional fingerprinting step is required for employees working with children who are not old enough to attend kindergarten. If you’ll be working in a role that requires fingerprinting, you will need to complete a fingerprint authorization form that must be submitted in addition to the background check authorization form mentioned above.

I-9 Employee Verification Documents

Before you can work, the federal government requires documents that confirm your identity and your eligibility to work in the United States. You will need to bring these documents with you on your first day of work.

You must provide original documents. Documents must be current and unexpired. Certified copies of documents issued by the state or town which include an original seal and signature are accepted. Photocopies are not accepted.

The documents you need are divided into three categories: List A, List B, and List C.

List A documents establish both your identity and your authorization to work. List B documents only establish your identity. List C documents only establish your authorization to work.

If you have a List A document, that is the only document you need.

If you don’t have a List A document, then you need both a List B and a List C document.

⁠

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List A Documents:

US Passport or US Passport Card

Permanent Resident Card or Alien Registration Receipt Card (Form I-551)

Foreign passport that contains a temporary I-551 stamp or temporary I-551 printed notation on a machine-readable immigrant visa

Employment Authorization Document that contains a photograph (Form I-766)

Foreign passport with Form I-94 or Form I-94A with Arrival-Departure Record, and containing an endorsement to work

Passport from the Federated States of Micronesia (FSM) or the Republic of the Marshall Islands (RMI) with Form I-94 or Form I-94A indicating nonimmigrant admission under the Compact of Free Association Between the United States and the FSM or RMI

List B Documents:

Driver’s license or state ID card with a photograph and other identifying information

ID card issued by federal, state or local government agencies with a photograph and other identifying information

School ID card with a photograph

Voter registration card

US Military card or Military dependent’s ID card

Native American tribal document

Driver’s license issued by a Canadian government authority

If you do not have one of these List B documents, you can use a school record or report card, or a clinic or doctor’s record, as long as it includes your identifying information (such as your name, age, and address.)

List C Documents:

US Social Security Card

Original or certified copy of birth certificate issued by a State, county, municipality, or territory of the United States

Certification of Birth Abroad issued by the US Department of State

Native American tribal document

US Citizen ID card

ID card for the use of resident citizen in the US

Employment authorization document issued by the Department of Homeland Security (DHS)

More details about the I-9 document requirements can be found here:

https://www.uscis.gov/i-9-central/form-i-9-acceptable-documents⁠

⁠

Worklio Onboarding

Once your forms are signed and you submit your documents, you will receive an invitation to complete a final onboarding step through the Worklio system. During this process, you will complete your new employee profile and confirm your banking and tax information.

You must complete this onboarding in order to record your hours and receive your pay.

Access Your Employee Profile in Worklio

You will access your employee profile through the PositivelyHR Hub page. The Hub brings together all the HR services that you need in one convenient place. You can see your employee profile, update your information, and review your important documents all in one place.

Sign into the PositivelyHR Hub here:

https://positivelyhr.org/⁠

⁠

You will notice that the Hub gives you the option to sign in with a Google or Microsoft account (note: you may need to enter your email and/or click the “Log In” button first). This means that if you use a Google or Microsoft email account, you won’t need to enter a password to access your employee profile. Instead, you can choose “Sign In With Google” or “Sign In With Microsoft” and it will log you in using your Google or Microsoft account.

If you did not receive this email at a Google or Microsoft email address, you will need to first set up a password using the “Forgot your password?” link. You will receive an email with a link to reset your password, which you can then use to log in.

Once you have signed into the Hub, you are ready to review or update your information.

Updating Your Personal or Contact Information

If your personal details or contact information change, it’s important to let us know as soon as possible.

Further instructions coming soon!

Updating Your Tax Withholdings

Because you are receiving a paycheck, you must also pay income tax. Your Tax Withholding form (W-4) tells us how much money to withhold from your paycheck to pay your income tax.

Please read these instructions carefully; there are several steps required to update your tax information and you must complete all of them. We recommend that you use a laptop or a home computer to update your taxes instead of a phone or tablet.

To update your tax withholding:

From PositivelyHR, click on the tile labeled Update My Tax Withholding. You will find it underneath the Payments & Taxes subheading.

Enter your full name and your email address to verify your identity. Be sure to enter your email address in all lowercase letters.

After verifying your identity, select whether you want to update your Federal or State withholdings, or select both.

Now you will need to complete a new state or federal tax form. Please read the instructions carefully and open the link to the new tax form in a new window or tab.

Important: Do not close the Update My Tax Withholdings page. If you do, you will need to verify your identity again to log back in.

Download the PDF for the form you need to complete. To upload your state tax withholding, download the Massachusetts Withholding Exemption Certificate Form M-4.

Fill out and sign the form. You can print it and sign it, or you can sign it digitally.

Use the Upload My Tax Withholdings page to upload your completed, signed form to your employee record.

⁠

Updating Your Banking Information

Using the Direct Deposit Authorization workflow, you can add, remove, or change the bank account for the direct deposit of your earnings. You will always need at least one bank account in order to receive your earnings.

To get started, choose “Update My Banking Information” from your PositivelyHR Hub.

⁠

After you click on Update My Banking Information, Airslate will load. It will ask you to verify your identity through your email. Once you have verified your identity, you can fill out the form to make your changes.

Through this form you can:

Add a new bank account

Change the amount going to an existing account

Remove an account

Replace an existing account with a new one

IMPORTANT: For security purposes, your existing account information will not be shown on the workflow. You should have your bank routing and account numbers nearby when you make changes to your account/s.

Adding a bank account:

Adding a bank account is very straightforward, but requires an additional form to authorize your direct deposit.

First, choose “add a new bank account” from the Banking Details section of the workflow form.

⁠

Once selected, a green banner will appear on the bottom of your screen. Click “Next document.”

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The next document will be an Authorization for Debit and Credit Electronic Funds Transfers form from Kotapay. Kotapay is the payment processor that we use for payroll. You will need to fill out this form to add an account.

⁠

Carefully review the Kotapay authorization form and fill out the fields. fill out the form. Double check your routing and account numbers.

When you fill out this form, you can choose to add more than one bank account. Adding another bank account allows you to split your earnings between multiple accounts. For instance, you may want to put 75% of your earnings into your checking account and the remaining 25% into a savings account. If you add more than one bank account, be sure to indicate the amount you want to deposit to each account.

If you have one bank account listed, 100% of your earnings will go into that account.

⁠

If you have questions about setting up multiple bank accounts, please contact your Positively Partners HR consultant.

Once you have completed the form, a green banner will appear on the bottom of your screen. Click “Next document.” to submit the form and initiate the workflow.

⁠

Changing the amount of your deposit to an existing account:

If you previously added more than one bank account, this form allows you to update the amount of your deposit that goes into an account.

You will need the last four digits of the account number of the account that you wish to adjust.

First, select “edit the amount/percentage going to an existing account”:

⁠

Then enter the last four digits of the account number of the account you want to change. If you don’t know which bank account is on file, you can find this information in Worklio. First, log into the PositivelyHR Hub. Go to the Employee Portal, which will redirect you to Worklio. Once in Worklio, select “Personal”, then “Personal Information.” This will bring up your personal information in Worklio, including your Net Pay Allocation, which is found at the bottom right of the screen.

Next, choose the amount of your earnings that you want to send to that account, and whether you want to deposit either a Percentage of your earnings or a Flat dollar amount.

For instance, if you choose an amount of “75” and the “Percent” option, it will deposit 75% of your earnings into the account you are adjusting. The remaining 25% will go to your second account.

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IMPORTANT: If you want to split your earnings across more than two accounts or have questions about which accounts are connected to your earnings, please contact your Positively Partners HR consultant.

Once you have completed the form, a green banner will appear on the bottom of your screen. Click “Next document.” to submit the form and initiate the workflow.

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Removing a bank account:

IMPORTANT: You must always have at least one bank account on record to receive your earnings through direct deposit.

To remove a bank account, choose “remove a bank account” from the Banking Details, and enter the last four digits of the account you wish to remove.

⁠

If you have two accounts on file and remove an account that is receiving a portion of your earnings, that portion will be redistributed to your remaining bank account. If you have more than two accounts on file and remove one that is receiving a portion of your earnings, a member of the Positively Partners team will reach out to ensure your funds are distributed correctly.

Replacing one bank account with another

Replacing a bank account on file requires two steps. First, remove the old bank account, then add the new bank account. This means you will fill out the form twice.

Before you begin, you will need to know the last four digits of the bank account currently on file, as well as the routing and account numbers for the new bank account.

Then, to replace your bank account, you must submit two requests:

Remove your existing bank account

Add the new bank account

Your account information cannot be updated until both requests are made.

Get Your Work Permit

Submit your Permit Application

Upload Your Documents

Proof of Identity and Age

Proof of School Enrollment

Proof of Boston Residency

Your Work Permit

References