COVID-19 Reference Guide for Working Remotely

Approvals

For Workday processes please use the automated approval workflow. Approvals for activities outside of Workday can be done by email, pdf signature (Adobe), or by actual signed document forwarded by scan or image. Please email controller@smith.edu with any questions.

Contracts

Given the interruptions to so much of our work, we know that contractual relationships may be affected. There is also uncertainty related to entering into new contracts. With that in mind, we will assist with the modification or cancelation of existing contracts, and the execution of new contracts.  Please email mmotyka@smith.edu.

Deposits & Cash

We are processing deposits twice a week. Check deposits can be sent by mail or dropped in one of two places: the lower level of the Campus Center on the wall opposite the mail lockers, below the US and Campus Mail slots, or in the deposit slot outside of College Hall 103A (only accessible by prior arrangement). Coin and change can be provided with one week’s notice. Please contact mkennick@smith.edu with any questions.

Invoices

Invoices can be submitted by email to invoices@smith.edu. Although pdf files are preferred, all legible formats are acceptable (including an image from your phone). Please include the cost center, gift or grant (description is sufficient) and any supporting information. Vendors may email invoices directly but should include information to identify the cost center (please provide the vendor with this information to streamline the process). Paper invoices are discouraged but can be mailed or sent interoffice mail. Once invoices are received they will be entered in Workday and follow the standard coding and approval flow.

Expense Reimbursements

Expense reports submitted in Workday are processed weekly.  Approved paper expense reports can be scanned and sent to invoices@smith.edu (preferred), mailed to the Controller’s Office, or forwarded by interoffice mail. Although pdf files are preferred, all legible formats are acceptable (including an image from your phone). Uniform and shoe reimbursements should be submitted to xspangle@smith.edu or to Xinh’s attention by interoffice mail.

Payments

Electronic payments (ACH, wire, direct deposits) will be processed throughout the week.  Checks will be printed and mailed weekly. All employees and vendors are encouraged to complete the process for electronic payments. Please contact controllersoffice@smith.edu for support in setting up your vendors with electronic payments.

Payroll Stipends

Please contact payroll@smith.edu for alternatives to the paper request process used for payroll stipend payments.

Reimbursements for Travel Limited by Restrictions

Please see the reimbursement flowchart attached below. We will assist you in this process.

Smith P-Cards

Extensions of your credit limit, fraudulent charges, new or replacement cards can be coordinated through kconnors@smith.edu.

Reimbursements for Travel Limited by Restrictions

Employee travel reimbursements exceptions will be made in light of COVID-19 travel restrictions. The College began restricting Smith-funded travel on March 2, 2020. Effective March 15, all college-sponsored travel, domestic and international is prohibited until further notice. Any travel-related expenses incurred after travel restrictions were implemented will not be reimbursed.

Review the Google questionnaire for Reimbursements for Travel Limited by Restrictions (also embedded below) to determine reimbursement eligibility. Please contact controllersoffice@smith.edu for assistance in the process.

Please include the COVID19 Activity Code when processing canceled travel-related expenses.