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The PON 4000: NYSERDA Clean Energy Internship Program is designed to provide funding support for new intern hires to introduce eligible individuals to jobs in clean energy careers.

Participating businesses must submit an Internship Application for each individual they hire as an intern through the program. Funding will only be awarded for internships approved by NYSERDA.

Pre-requisites: Before proceeding with the below steps to submit an Internship Application, a business must first have their Business Application to participate in the Clean Energy Internship Program approved and must have received a Salesforce Portal login. Approval to be a participating business is not approval for funding for individual internships.

Note: Internship applications must be submitted via the NYSERDA Portal no later than 30 days after the intern’s start date to be eligible for funding.

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Aura - Tab

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 the following and then continue with the Application Instruction tabs to the left.

Choosing Interns

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Within the NYSERDA Portal, businesses can access a list of eligible intern candidate who have applied for, and been approved to participate in, the Clean Energy Internship Program but have not yet been submitted to NYSERDA for an internship role by another business. The instructions below review how to access the eligible Intern Candidate list.

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Log into your

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account.

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From the NYSERDA Portal home screen, click View Eligible Interns. You will be directed to the Clean Energy Internship Program - Intern Candidate Directory.

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This list can be filtered using the County and Season boxes at the top of the page and an intern's Resume and/or Cover Letter can be accessed using the respective links in the last column. To search using other intern candidate information, such as Major or Employment Areas of Interest, press Ctrl + F on your keyboard to use the find/search function of your browser.

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Business must contact intern candidates directly to confirm their interest and availability for an internship.

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If you expect to see an intern candidate on the list but cannot find them, it is an indication that the individual has not yet been approved to participate in the program. If this is the case, please confirm that the individual has submitted their intern application.

NYSERDA's review of intern applications may take 2-3 business days. If the review period for their internships application has passed and the intern candidate is still not on the approved intern list, contact [email protected] for more information on their application status.

Accessing the Application

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Log into your

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account.

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If an individual at your organization, other than the Primary Contact listed on your Business Application, would like an account, please email [email protected] with the details of your request.

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Once in your NYSERDA Portal account, access the Submit a New Application tab. Select the Workforce Development and Training (PON4000) option.

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Businesses will only see multiple program application options if they have been approved to participate in both the On-the-Job Training and Internship programs.

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Checking Your Application Progress

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The application has six 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 circles can be used to navigate to completed pages by clicking the circle representing the required page.

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Navigating the Application

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Every page contains both a Previous and Continue button. Some pages also contain a Save button allowing applicants to save their progress.

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.

The Save button allows applicants to save the application progress, returning to it later if it cannot be completed in one sitting.

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Business who close the application from page 1 to 3 will not have their progress saved and cannot return to complete the application at a later date or time. Businesses must reach page four of the application before progress can be saved. Be sure to Save your progress when you reach a Save point, so you can return to your application and submit when complete.

Special Notes

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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, 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!

Aura - Tab

title	Application: Page 1

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title	Application Page 1: Select Intern

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The first page of the application requires you to select the Intern you expect to hire.

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Enter the last name of the Intern you expect to hire using the available field. Once you begin entering in the Intern's last name, a drop-down will appear listing Interns with the same last name. Select the correct option from the drop-down list. Review the email address as well as the name to ensure you select the correct individual.

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If the Intern's name does not appear after entering in their last name, review the note at the bottom of the page for more information. You cannot proceed at this time with the application until the Intern has been approved to participate in the NYSERDA Clean Energy Internship Program.

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If you are able to locate and select the Intern from the list, click Continue to advance to the next page of the application. Access the Application: Page 2 tab for related instructions.

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title	IntroductionApplication: Page 2

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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:

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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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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iconColor	#0073a4

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


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title	Application Page 2: Project Contacts

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The second page establishes the application Contacts.Should NYSERDA require additional information for the application, the Primary Contact in the Contactor role will be contacted.

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Two Contacts will appear on the list. Verify the contact information for the New Employee (the Intern) and the primary Contact for your business (the Contractor) are correct. If you need to edit information for a Contact, click the Edit option to the left of the Contact line item to open the Edit Contact modal window. Make any necessary changes and click Save Changes. The modal window will close.

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If you would like to add an additional Contact from your business, click the Add a Contact option to open the Add a Contact modal window. Complete all the information fields, being sure to indicate if the Contact should be listed as the Primary Contact. All Contacts at you business should be listed as Contractor for the Contact Role. After completing the form, click Save Changes to save the new contact. The modal window will close.

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You can only select on Primary Contact for your business.

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Once all Contacts have been verified and/or added, click Continue to advance to the next page of the application. Access the Application: Page 3 tab to for the next set of instructions.

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title	Application: Page 3

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title	Application Page 3: Internship Location

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The third page establishes the Project Site, the location where the new Intern will be working. If the intern is working remotely from a residence, enter that residential address as the Internship Location.

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Click Add a Site to open the Add New Project Site modal window. Complete all required fields on the modal window. When you begin typing an address, selections for matchings addresses will appear below the address field. Continue typing the address (including the city) if you do not immediately see the address listed in the initial list of suggestions. If located, click the suggestion. This will populate all other address fields. However, you can manually enter in all address fields if the suggestions continue not to locate the correct address. Click Save when complete. The modal window will close.

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Confirm that the Project Site was added correctly. If you need to make edits, click Edit to the left of the Project Site line item to re-open the Add New Project Site modal window. You can also Delete the Project Site if needed.

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Only one Project Site can be listed per application.

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When complete, click Continue to advance to the next page of the application. Access the Application: Page 4 tab for the next set of instructions.

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Aura - Tab

title	Application: Page 1

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title	Application Page 1: Company Information

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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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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:

Corporation
Disregarded Entity
Federal, State, or Local Government
Individual / Sole Proprietor
Limited Lability Co.
Not For Profit
Partnership
Public Authority
Trust / Estates

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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.

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

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

Employer Identification Number: If selecting this option, an additional field will become visible. Input the company's Employer Identification Number.

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.

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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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Aura - Tab

title	Application: Page 24

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title	Application Page 24: Contact InformationInternship Details

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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 contactedfourth page of the application requires applicants to document the Internship details. All required fields on this page are denoted by marked with a red asterisk *.

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Enter in contact information for the Primary Contact for the company. The Primary Contact will be the recipient of any future NYSERDA communicationsComplete all required fields on this page. The Date range of classes during internship field only becomes active when the business replies Yes to the Is the Intern taking one or more classes during the internship question.

Next, enter in the contact information for the company's Accounts Receivable Contact. This individual will receive all communications regarding invoicing.

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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.

This is the first page of the application where a Business can Save their progress to return to the application at a later time.

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The Save button can only be clicked if all required fields on the page have been completed. After clicking Save, the Business can safely close the window if the application cannot be completed at this time. Once Saved, the Business will receive an automated email after 24 hours reminding them to continue the application process

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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 authorize signatory be necessary.

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The Primary Contact can also act as the Authorized Signatory Contact. If this is the case, be sure to check the Authorized Signatory Contact is same as Primary Contact checkbox .

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After completing all required and applicable fields When all information on this page is complete, click Continue to move onto advance to the next page of the application. Click the next tab on this page to advance to the instructions for Application Page 3: Business DetailsAccess the Application: Page 5 tab for the next set of instructions.

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title	Application: Page 35

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title	Application Page 5: Internship Documents

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The fifth page of the application requires the Business to upload supporting required and optional documentation.

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Use the Choose File buttons for each required document to locate and upload the file from your computer. Once uploaded, the name of the file will appear to the right of each Choose File button.

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If an incorrect or outdated file was uploaded, click Choose File again to locate and re-upload the correct or updated file. The newly file will replace the previously uploaded file.

A Job Description and a Signed Offer Letter are required for all Internship Applications.

A Remote Work Plan is only required if you selected Yes to the questions in Step 4 asking Will any portion of the internship be conducted remotely (not on-site or at a business location)? A remote work must plan must outline how those supervising the intern will engage with the intern during remote work.

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By default, only one line item for Other Documents is provided. If additional optional documents are needed, click the Add Another Document option to include a separate line item under Other Documents.

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Then, click Save to save your progress and click Continue to advance to the last page of the application. Access the Application: Page 6 tab for the next set of instructions

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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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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.

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Be as specific as possible for the first and last fields on this page as they relate specifically to eligibility requirements and will be reviewing 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.

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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 46

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title	Application Page 4: Application Review

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

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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.

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Then, answer the four required questions.

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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.

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

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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.

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

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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 by 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.

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title	Application Page 6: Application Review

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The last page provides an opportunity for the Business to review all submitted information before submitting the application.

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Review all information provided in the application for accuracy. If any aspects of the application need to be updated, use the Previous button or the Grey Check Circles at the top-right of the page to navigate to previous pages in the application. After making an updated, return to the last page of the application.

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This page also contains a Certification Statement that the Business should read through. This includes reviewing the Terms and Conditions for the PON 4000: Clean Energy Internship Program with the link provided in the Certification Statement.

Then, check the I agree to the terms and conditions stated above check box. This box must be checked off before the application can be submitted.

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The Business can click Print to save and/or print a PDF version of the completed application if desired. Click Submit to submit the application. Once submitted, the page will refresh and display a green Application Status message confirming successful submittal.

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title	Next Steps

Now that you have submitted your application:

You will receive a confirmation email indicating that NYSERDA has received your application and that it is under review.
You can expect to receive an email within 10 days after application submission regarding the outcome of the application review and, if applicable, and next steps.
You may view the status of your application at any time by logging into the NYSERDA Portal and selecting the Project tab.

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The submission of an Internship Application does not commit NYSERDA to award funding or make payments related to the application.

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title	Upload Revised Docs

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title	Submitting a Revised Document for your Internship Application

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NYSERDA may reject individual items from your application and ask you to resubmit a document with items corrected or clarified. If a document is rejected, you will receive notification via email indicating which document has been rejected and what is required for resubmission if you’d like to proceed with your application.

We have prepared a short video walking you through the below steps should you prefer which you can access and view below.

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To upload a revised document, log into your

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account

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Click on the Projects tab. Use the menu to select All Applications Under Review then click the Go button.

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Click on the Project Name of the Application that needs a new document.

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On the Project Details page, scroll down to the Document Infromation section.

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For each document marked as Rejected, click the Choose File button.

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A new window will open up. Select the new file you wish to upload and click Open. Repeat for each file that needs to be resubmitted.

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Click the Save Document button.

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If you do not see the Save Document button, use the scroll bar for the Document Information section on the right side of the screen and scroll up.

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Once you click the Save Document button, the Document Status will change from Rejected to Submitted.

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You may review the Attachment History by clicking the Attachment History link for each file.

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Once you upload revised documents, NYSERDA is notified that the application is ready for review. You will be notified of the outcome of the review within 5 business days.

Clean Energy Internship & OJT Training Business User Guides Home

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Key

Choosing Interns

Accessing the Application

Checking Your Application Progress

Navigating the Application

Special Notes

Checking Your Application Progress:

Application Field Tips and Information:

Beginning the Application:

Navigating the Application:

Special Notes:

Now that you have submitted your application:

Now that you have submitted your application: