Forms

New Employee Forms

As a new employee, you are required to submit the following forms to the Office of Human Resources:

• Employment Eligibility Verification (Form I-9)
• Necessary state and federal tax forms
• Smith College Application for Employment

New hire benefits elections must be submitted on Workday within 30 days of the hire date.

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What is a Qualifying Event?

A qualifying event is a life event that may necessitate a change to your health, dental and vision insurance coverage or to your contributions to your health care or dependent care FSA. Common events include marriage, divorce, adoption, birth, or gaining/losing coverage from another source. The regulations require that any benefits change due to a qualifying event must be on account of and consistent with the event. For example, if you get married, you may add your spouse to your health plan or drop your Smith health coverage to join your spouse’s plan.

All benefit changes due to a qualifying event must be made within 30 days of the event’s effective date. For example, if a baby was born on April 4th, you would have until May 4th to add your baby to your health insurance. For any benefits changes for life events, always use the date in which the event happened (e.g. baby’s birth date) as the effective date in Workday.

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Updating Dependents & Beneficiaries

You can update your dependent and beneficiary information at any time. You can access this information either through your Workday home screen or profile.

Dependents and beneficiaries can now be assigned separate contact information from your own. This includes addresses, phone numbers, emails, etc.

NOTICE: You cannot add a new dependent to your benefits unless you have a qualifying event.

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Sick Leave Bank Open Enrollment 2020

If you are eligible to participate in the Sick Leave Bank or are currently enrolled, please complete and return the following form only if you do not want to enroll for 2020.

If we don't receive the form, all eligible and enrolled employees will be deducted one day of sick time (7 or 8 hours depending on your position) and enrolled for the next calendar year.

Please return the form by January 31, 2020. Late forms will not be accepted.

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Employment Forms

College Affiliate Form

Position Justification Form

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Disability Accommodation

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Subsidy Information

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Flex Spending Accounts

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Life Insurance

Changes to supplemental life insurance contributions outside of your original benefits enrollment require an Evidence of Insurability form. Workday will automatically trigger one after you submit a request. Only use this if Workday does not generate a form.

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Retirement

To change your voluntary contribution(s), please submit a benefits change in Workday. For further instruction, visit the Workday Help Site.

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Staff Requests for Leave

Faculty Requests for Leave

Medical Leaves

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Taxable Housing Benefit (International Faculty)

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Tuition Benefits

Tuition assistance is available to eligible employees, their spouse, and their children. All tuition benefit reqests can be made through Workday. Further details about the program can be found on the Benefits page under Tuition Assistance Programs.

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Transit Reimbursement

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Workers Compensation

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Changing Personal Information in Workday

All of the following can be found in the Personal Information app on your Workday home screen. The icon looks like a driver’s license.

Preferred Name

You can change your preferred name at any time without documentation. Use the Personal Information application on Workday. First and last name are required.

Legal Name

Doing a Legal Name change requires documentation. Federal regulations require employers to validate that the employee's name on record exactly matches the name which appears on the individual's Social Security card to ensure proper tax reporting.

Addresses & Contact Information

Effective April 1st, 2019, Human Resources will not be updating addresses. If you need to change your address, you can do so under the View column. This goes for any contact information, such as emails and phone numbers.

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Pay & Tax Documents

Year End Tax Documents

Due to our Workday transition, all W-2s will be distributed electronically. If you want to receive a paper copy, go into your Pay application (the icon looks like a wallet). You will see a “My Tax Documents” label under the View column. From there, you can update Workday to receive both a paper and electronic copy of your documents.

Payslips

Payslips can be accessed at any time from the Workday home screen under the Pay application. Your three most current payslips automatically show up. To access older payslips, use the Payslips button under the View column.

Withholding Elections

You can update your federal and state tax elections at any time through the Pay application. Choose “Withholding Elections” under Actions and select which election you want to update.