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.
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.
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.
Relevant Job Aids
Flex Spending Accounts
Certain life insurance elections and/or changes require you to submit evidence of insurability (EOI) to Lincoln Financial Group in order for your coverage to be approved. While Workday will often trigger an EOI task after you submit a life insurance coverage request, you can access and submit your Evidence of Insurability directly via Lincoln’s secure website at http://www.mylincolnportal.com/. First time users should register using company code Smith-EE.
Lincoln Financial may reach out to you for more information and with your application status. If approved, your coverage and premiums will be updated in Workday.
To change your voluntary contribution(s), please submit a benefits change in Workday. For further instruction, visit the Workday Help Site.
Staff Requests for Leave
Faculty Requests for Leave
Taxable Housing Benefit (International Faculty)
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.
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.
You can change your preferred name at any time without documentation. Use the Personal Information application on Workday. First and last name are required.
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.
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 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.
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.