New Hire Resources

Offer Letter

New Employee Paperwork

• You will receive an email from HireRight to complete your background information. Please make sure to check your junk and spam folders. You will need to create a login with HireRight to fill in the information required. Please do not upload any forms into the HireRight System.
• Schedule an appointment with HR to complete your I-9 and submit your HireRight Forms. These forms must be verified in person or scanned to us with a valid notary signature. You can schedule an appointment online.
• Complete the I-9 form in Workday (see steps below to get access to Workday). Make sure you have valid, original ID documents for completing your I-9. You will not be able to enroll in your benefits until this task is complete. (See a list of valid I9 documents.)

Workday & Smith Email Account Setup

• Check the email account you used to apply for the position. You’ll have received a temporary password to log into Workday as a pre-hire employee.
• Using your temporary password, log into Workday and complete the personal information tasks. Once you have completed your personal information in Workday, you’ll be asked to complete your full Workday and Smith email account.
• Look out for an email that confirms that your new Smith College account has been created; the email will have your username (first initial and last name) and temporary password to set up your Smith email account. You will be asked to change the password to a 14-character password with uppercase, lowercase, a number and a special character. You will be redirected to the Smith Login screen. Enter your username and new password. Follow the prompts.
• You will need to download Duo Mobile onto your cell phone. This will allow secure access to your Smith email. Keep a close eye on your Workday inbox as there will be multiple sets of tasks that need to be completed. For more information on tasks, please go to the Workday Help Site.
• Upload a picture of your COVID vaccination card to our third-party system.

Updating Your Information
in Workday

• Getting Started
  As you start your employment with Smith you will want to ensure that all of your personal information, such as social security number, direct deposit, address, and contact information, iu up-to-date in Workday. If any of this data is incorrect or missing, it may prevent you from enrolling in benefits. If you need assistance, the Workday Help Site has job aids to walk you through the process step-by-step.
• Payroll and Tax Information in Workday
  Payroll at Smith is processed on a biweekly basis for 26 pay periods a year. Payroll payments will be issued via direct deposit every other Friday. Each year the Payroll Office publishes a payroll calendar that will assist you in knowing when you will receive your pay. Direct deposit of payroll funds is required for all employees. You are able to add your direct deposit information and fill out your federal and state tax withholding forms in Workday.  On pay dates, your pay is deposited to the financial institution(s) you designate.   
• Smith College Employees with Disabilities
  Smith College strives to promote a disability positive and inclusive climate at Smith that recognizes each person’s identity and values the diverse perspectives that contribute to a multicultural living and learning environment. To request accommodations, you must complete a Request for Reasonable Accommodation Form. Employees are welcome to use the Office of Disability Services to confidentially explore their concerns and discuss accommodations.