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The New York State Clean Energy Internship Program, the Climate Justice Fellowship Program, and the On-the-Job Training Program are workforce development initiatives offered through NYSERDA. The programs focus on enhancing the talent pipeline for New York State businesses engaged in the clean energy industry by facilitating the placement of students and recent graduates into paid internships and by supporting the hiring and training of new full-time workers and one-year fellows. NYSERDA reimburses eligible employers for a percentage of wages for the participating interns, fellows, and new hires.

Businesses submit an online application to apply for all three programs, and applicants may be approved for one or more programs depending on eligibility criteria.

Once approved, participating employers submit an application for each individual they wish to hire in order to apply for funding.

These instructions cover the steps of the application to become a participating employer.

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title	Introduction

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title	Introduction

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The content below provides guidance when beginning, and navigating through, the online application. Please review before accessing any of the Application Instruction tabs to the left.

Checking Your Application Progress:

Business Submitting Application

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title	Procedure 1

This step will link to/refer to the materials we will create for the Public Knowledge Base.

Once the application is accessed, ensure Workforce Development is selected for the Program Family drop-down and click the Workforce Development and Training radio button. Then click Continue.

UI Steps

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The application is comprised of four pages, or steps. Your progress throughout the application can be viewed in the upper right-hand corner where progress is denoted with a black circle. Additionally, these can be used to navigate to completed pages. To navigate this way, click the circle representing the required page.
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Application Field Tips and Information:

As you progress throughout the application, fields marked with a Question Mark within a circle contain tool-tips to help you understand the information required for those fields. Tool-tips within the field (such as with the Legal Business Name in the screenshot below) are activated when hovering your cursor over the field, whereas tool-tips next to the field name, such as in the Current Business Size field in the screenshot below) are active when the question mark is clicked.

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UI Step

Beginning the Application:

Once the application is accessed, ensure Workforce Development is selected for the Program Family drop-down and click the Workforce Development and Training radio button. Then click Continue to begin the application process.

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Navigating the Application:

Every page contains both a Previous and Continue button.

The Previous button enables to applicant to return to previous pages should it be necessary to update information on pages that have already been completed.
The Continue button allows applicants to navigate to next page, or step, of the application. Applicants cannot advance to the next page if any required fields on the page have not been completed.

Special Notes:

Content on this page with an associated camera icon indicates a screenshot, or other content, has been placed within a Tool-Tip. To access the content in a Tool-Tip, simply hover your cursor over the camera icon. Try it with this camera icon:

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Success! You have accessed the content within this Tool-Tip!

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title	Application: Page 1

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title	Application Page 1: Company Information

Info
The first page of the application requires you to document your company information. All required fields on this page are denoted by a red asterisk *.

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Select either EIN (Employer Identification Number or SSN (Social Security Number)

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Begin by entering in your company's name and address information.

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Next, select the kind of business for the company. Options in the field drop-down are

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Multi-selector drop-down

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Field Name

Required

Description/Requirements

Legal Business Name

Yes

Business Name/ Disregarded Entity Name

No

Business Website

No

Street Address 1

Yes

Street Address 2

No

City

Yes

State/Province

Yes

Zip/Postal Code

Yes

What kind of business do you have?

Yes

:

Corporation
Disregarded Entity
Federal, State, or Local Government
Individual / Sole Proprietor
Limited

Lability

Liability Co.
Not For Profit
Partnership
Public Authority
Trust / Estates

Please select if applicable

No

Multi-selector list

Exempt Payee Code

No

Tax Identification Type

Yes

UI Step
Then, specify if the company is New York State registered or New York City certified Minority, Women, or Service-Disabled Veteran owned business, if applicable.

UI Step
Input your company's Exempt Payee Code, if applicable.

UI Step

Lastly, check the appropriate Tax Identification Type for the company.

Employer Identification Number

EIN

: If selecting this option, an additional field will become visible. Input the

businesses

company's Employer Identification Number.

SSN

Social Security Number: If selecting this option, a note will appear. Your Social Security Number cannot be input within the application. Instead, you should mail your W9 to NYSERDA at the address provided within the note associated with this field.

UI Step
After completing all required and applicable fields on this page, click Continue to move onto the next page of the application. Click the next tab on this page to advance to the instructions for Application Page 2: Contact Information.

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title	Application: Page 2

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title	Application Page 2: Contact Information

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The second page establishes the Primary, Accounts Receivable, and Authorize Signatory contacts associated with the application. Should NYSERDA require additional information for the application, the Primary Contact will be contacted. All required fields on this page are denoted by a red asterisk *.

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Enter in contact information for the

details for each contact associated with this page of the process.

Primary Contact: Acts as the primary contact for any NYSERDA communications with the business.

Accounts Receivable Contact: Acts as the business reviewer and approved of any associated Invoices.

Authorized Signatory Contact: Acts as the authorized signer when signatures are required as part of the process

Primary Contact for the company. The Primary Contact will be the recipient of any future NYSERDA communications.

UI Step

Next, enter in the contact information for the company's Accounts Receivable Contact. This individual may be contacted with questions related to the payment of invoices.

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The Primary Contact can also act as the Accounts Receivable Contact. If this is the case, check the Accounts Receivable Contact is same as Primary Contact checkbox.

UI Step

Lastly, enter in the contact information for the company's Authorized Signatory Contact. This individual will be the company's approved signatory should approval or decisions requiring an authorized signatory be necessary.

Tip
The Primary Contact can also act as

either/both

the

Accounts Receivable and

Authorized Signatory Contact. If

so

this is the case, be sure to check the Authorized Signatory Contact is same as Primary Contact checkbox.

UI Step
After completing all required and applicable fields on this page, click Continue to move onto the next page of the application. Click the next tab on this page to advance to the instructions for Application Page 3: Business Details associated checkbox for each section. If the associated checkbox is checked, the contact information fields for each section will become hidden.

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title	Application: Page 3

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title	Application Page 3: Business Details

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The third page establishes some basic demographics of the company that are required to review, process, and approve applications. All fields on this page are required.

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NYSERDA Project Manager

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title	Procedure 2

There are several elements of this step that determine how/if an application moves forward in the process.

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title	Verify if Business is an Existing OJT/Internship Participant

Search for the business name under Accounts
If they already have an account, see if they have a “Partner Account” (check box in that column)
If they have a “Partner Account” see if they already have a program partnership for Internship and/or OJT.
1. If not, proceed as usual
2. If they are already a participant in one program but are applying for the other
  1. ****
  2. ***
3. If they are already a program participant in both programs,
  1. Mark application status as Duplicate
  2. If More Info is Needed to review their application, check with internal PM first to see if question can be answered

Otherwise, proceed with review. *See if Due Diligence review is required or not.. it may be even if they are already a Partner Account

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Complete all fields on this page, leveraging the tool-tips, as described in the Introduction tab, to review additional field requirements or information if needed.

UI Step
Be as specific as possible for the first and last fields on this page as they relate specifically to eligibility requirements and will be reviewed by the NYSERDA Program Team prior to approving any applications. For the last field, NYSERDA will perform an internal review to cross-check programs your company is currently participating in at NYSERDA.

UI Step
After completing all fields on this page, click Continue to move onto the next page of the application. Click the next tab on this page to advance to the instructions for Application Page 4: Application Review.

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title	Application: Page 4

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title	Application Page 4: Application Review

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The last page provides an opportunity for applicants to review all submitted information before signing and submitting the application. All fields on this page are required.

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UI Step
Begin by viewing or downloading the two documents in the blue message box. Once reviewed, check the box attesting that you have read and understand the program requirements. You cannot submit your application until this has been completed.

UI Step
Then, answer the four required questions.

UI Step
Click the Print button at the bottom of the page to open a PDF version of your completed, but unsigned, application. Review all application information for accuracy. Return to the online application, read the disclosure and check the box to attest that you agree to the terms and conditions.

UI Step

Next, sign the application. There are two ways to accomplish this:

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title	Electronic Signature

Click the Electronic Signature button. You will be directed to DocuSign to provide your electronic signature.
On the first DocuSign page, check the agreement box, then click Continue.

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The application will appear. Click Start.

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You'll be directed to the signature portion of the application. Click Sign.
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A modal window will appear requesting your signature preference. Your Name and initials will pre-populate. Choose your signature option and click Adopt and Sign when ready.
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You'll return to the application in DocuSign where your signature will display in the signature field. Click Finish.
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You'll be returned to the Application Review page. A message stating Application is signed will be visible.
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title	Physical Signature

Use the pdf version of the completed, but unsigned, application from step 3 above. Print the pdf.
Physically sign the printed pdf application.
Scan all pages of the completed and signed application to your computer. You can use photos of the application.
At the bottom of page 4 of the application, click the Choose File button in the Signed Application section to locate the file of the signed application on your computer.
Upload the file.
Click the Save button to save the uploaded file to the online application tool.

UI Step
Finally, to complete the application process, click the Submit button at the bottom of the page.

UI Step

Once submitted, the Primary Contact for the application will receive an email confirming the application has been submitted.

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title	Next Steps

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title	Next Steps

Now that you have submitted your application:

It will be reviewed first by NYSERDA Program Staff and then by the New York State Department of Labor.
The Primary Contact associated with the application will continue to receive communications throughout the review and approval process regarding updates to the application process.
Check the email address associated with the application regularly for communication updates. If either NYSERDA or the Department of Labor need additional information or clarity on any of your responses to the application, it will be requested through email, with instructions on what actions you need to take.
If your application is approved, you will receive an email communication with additional steps or instructions, if any. If your application is rejected, the email communication received will outline the specific reasons for rejection.

Clean Energy Internship & OJT Training Business User Guides Home

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title	Project Manager Reviews Submitted Application

Portal sends an automated email to Internship PM
PM opens application
1. PM clicks link in email or
2. PM opens “Contractor Applications” tab in Portal
  1. PM selects “WFD – Project Manager Approval Queue” and Clicks “Go”
    1. This list displays all contractor applications in the “Under Review” status.
    2. If an application is marked as “Request for Information” then it’s waiting on the customer to respond before a review can continue
    3. Complete reviews in order of oldest creation date to newest.
  2. PM clicks on the Application Number hyperlink to open an application to review (one that is “Under Review” without the “Request for Information” button being checked
3. PM scrolls down to the contact information and clicks “documents” then clicks the signed application to open it in PDF form
4. PM reviews the following fields:
  1. Business address – confirm it is in NYS. If a residential address, may need to investigate.
  2. WBE/MBE/SDVOB – if they are an WBE/MBE/SDVOB then they don’t need to have 2 or more employees.
    1. Check on WBE/MBE/SDVOB websites
  3. Descriptions of jobs business plans to offer – Make sure them demonstrate the connection to clean energy
  4. Review website to verify services related to clean energy

Sent to PM review queue (sophie, becky, laura). Verify who will be in this queue after go-live.

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title	Application is Missing Required Information

PM clicks “Edit” at top of application
PM checks the “Request for More info” box under the “Review” section
Enter the Request for Information Date
Click Save
PM sends More Information Needed Email
1. Scroll down to “Activity History”
2. Click “Send an Email”
3. Click “Select Template”
4. Select “NYSERDA WFD Templates”
5. Select “WFD CONAPP Request for Additional Information”
6. Select “From” Address = either PONOJT@nyserda.ny.gov or cleanenergyinternship@nyserda.ny.gov
7. Edit Template to describe the additional information needed to complete the review
8. Click “Send”
Applicant responds to PM via email
PM clicks “Edit” at top of Application”
PM unchecks the “Request for Information” box under “Review” and adds in Request for Information date
PM completes review of additional information and proceeds with Approval/Rejection/More Info Needed sequence as applicable.

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title	Project Manager Approves Application

To approve an application, the PM scrolls down to “Approval History” section

PM clicks “Approve / Reject”

PM clicks “Approve”

Application Proceeds to DOL review stage.

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title	Project Manager Rejects Application

To reject an ineligible application, the PM scrolls down to “Approval History” section
1. PM clicks “Approve / Reject”
2. PM enters comments about ineligibility in Comments box
3. PM clicks “Reject”
4. PM sends Rejection Email
  1. Scroll down to “Activity History”
  2. Click “Send an Email”
  3. Click “Select Template”
  4. Select “NYSERDA WFD Templates”
  5. Select “WFD Contractor Rejection Notification”
  6. Select “From” Address = wfinfo@nyserda.ny.gov
  7. Edit Template to list reasons why applicant is not eligible
  8. Click “Send”
  9. System automatically sets Application Status to “Rejected”
  10. Process Complete.

NYS Department of Labor

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title	Procedure 3

There are several elements of this step that determine how/if an application moves forward in the process.

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title	Department of Labor Review Submitted Application

Portal sends an automated email to DOL reviewer
DOL reviewer opens up “Contractor Applications” tab in Portal
DOL reviewer selects “WFD – DOL Approval Queue” and clicks “Go”
DOL reviewer clicks on the Application Number hyperlink to open an application to review
DOL obtains business information necessary for Due Diligence Review under the Company Information Section:
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Any additional detail they may need can be found under the Documents section with the DocuSign version of the application (e.g., contact info)

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title	Application is Missing Required Information

To indicate that more information is needed to complete the Due Diligence Review, DOL reviewer clicks “Edit” at top of application
Under the “Review” section, DOL reviewer checks the “Request for Information” box and enters in the date that the initial RFI was made.
DOL reviewer adds in Comments in Notes field about subsequent check-ins after the initial RFI
PM monitors Business Application Review Queue.
1. For applications that have been in RFI status from a DOL request for more than 30 days, PM emails DOL asking about activity/responsiveness of applicants
2. Businesses that are past 30 days are given one final request with a 1-week deadline to resolve the Due Diligence issues.
3. If issues are resolved, DOL reviewer proceeds with Business Application approval process.
4. If issues are not resolved, DOL reviewer confirms to the NYSERDA PM that the business is not actively addressing the Due Diligence Issue.
  1. PM scrolls down to “Approval History” section
  2. PM reviewer clicks “Approve / Reject"
  3. PM reviewer clicks “Reject” and enters “Did not pass Due Diligence Review in given timeframe” in comments box
  4. PM sends Rejection Email

Scroll down to “Activity History”

Click “Send an Email”

Click “Select Template”

Select “NYSERDA WFD Templates”

Select “WFD Contractor Rejection Notification”

Select “From” Address = wfinfo@nyserda.ny.gov

CC DOL Contact

Edit Template to list reasons why applicant is not eligible

Click “Send”

System automatically sets Application Status to “Cancelled”Process Complete.

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title	Department of Labor Approves Application

To approve an application, the DOL reviewer scrolls down to “Approval History” section
1. DOL reviewer clicks “Approve / Reject”
2. DOL reviewer clicks “Approve”

NYSERDA Project Coordinator

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title	Procedure 4

Portal sends an automated email to PC

PC opens application

PC clicks link in email or
PC opens up “Contractor Applications” tab in Portal
1. PC selects “WFD – Project Coordinator Approval Queue” and Clicks “Go”
2. PC clicks on the Application Number hyperlink to open an application to review

PC checks if application is a duplicate

PC checks NEIS to see if contractor is already a NYSERDA supplier

If so, continue
If not, PC emails the applicant the New Supplier Creation Uploader with a request for the business to complete and return it. Use template
1. Checks “RFI button” and adds date email sent
2. When business provides New Supplier Creation Uploader, Kelli unchecks the RFI button and submits form to elaine.bedell@nyserda.ny.gov.
3. Once business has a new supplier number, continue with process

The PC scrolls down to “Approval History” section

PC clicks “Approve / Reject”
PC clicks “Approve"

PC completes “Provision Contractor Login” Process

Clicks “Provision Contractor Login” button at the top of the application
PC clicks “Create Account”
PC Clicks “Create Contact and Community User”
If a contractor already has a portal account from another program, when you go to provision a log-in, you will get a message saying a portal log in has already been created.
To Provision Contractor Log-in for both programs
1. ?
To Provision Contractor Log-in for just one program
1. Open up Account under “Portal User Details” (click on hyperlink of business name)
2. Scroll down to Program Partnerships
3. Delete the Program Partnership that they are not approved for or perhaps Edit the program partnership and change the status to “none” – Beth to confirm

PC sends application Approval email

Scroll down to “Activity History”
Click “Send an Email”
Click “Select Template”
Select “NYSERDA WFD Templates”
Select “WFD Contractor Approval Notification”
Select “From” Address = wfinfo@nyserda.ny.gov
Edit Template to indicate if they are approved for one or both programs
Click “Send”

Portal automatically sends an email to Contractor after Provision Log in Step

Process Complete

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Versions Compared

Old Version 1

New Version Current

Key

Checking Your Application Progress:

Business Submitting Application

Application Field Tips and Information:

Beginning the Application:

Navigating the Application:

Special Notes:

NYSERDA Project Manager

Now that you have submitted your application:

NYS Department of Labor

NYSERDA Project Coordinator