Pay Procedures

Non-Exempt/Administrative Support Staff

Non-exempt employees are paid biweekly for the hours worked the previous two weeks. The college payroll week runs from Sunday through Saturday; pay checks for non-exempt staff are issued every other Friday for work performed through the previous Saturday.

Employees who are in positions classified as Casual are paid for hours worked in the preceding two weeks. Casual workers are paid the hours entered on their timesheets and approved by their managers in Workday.     

Exempt/Administrative Staff

Exempt employees are paid biweekly for the hours worked the previous two weeks. The college payroll week runs from Sunday through Saturday; payments for exempt staff are issued every other Friday for work performed through the previous Saturday. Exempt staff in regular or limited-term positions generally are paid a fixed salary based on a salary letter issued by the Office of Human Resources or the Dean of the Faculty’s Office. If you work less than a 12-month schedule, you will generally receive your annual salary in 26 equal installments. However, in these instances, the July and August checks are a salary advance that will be earned beginning in September.

Direct Deposit

Direct deposit of payroll funds is required for all employees. The direct deposit account information is entered by the employee into Workday. It is important to note that only US bank accounts are valid for depositing payroll funds. Employees will receive a Workday notification when funds have been issued.  Payslips are available to view and/or download via the Pay icon in your Workday Applications.                 .

Payroll Deductions

Several mandatory deductions are made automatically from your payment. These include federal, state, social security (OASDI) and Medicare taxes. Optional deductions, such as health and dental insurance, other benefits, and contributions to the United Way, may also be made. Payroll deductions are made in equal installments from each of your payments.

Information on Your Paycheck

Your payslip provides detailed information about pay and deductions. The accuracy of the information on your payslip is a shared responsibility between you and the college. The college performs regular audits and continuously works to update systems to prevent errors; however, errors do sometimes occur. Employees are encouraged to review their payslip upon receipt. If you notice an error or discrepancy, you must report it as soon as possible to the appropriate office.

Salary Advances

If you find yourself in a temporary financial crisis, a reasonable request for a salary advance will be considered if funds to meet the emergency are unavailable from conventional sources (credit union, bank, etc.). Salary advances will be repaid in the next payroll cycle immediately following the advance payment. Requests for salary advances should be directed to the controller.

Vacation Salary Advances (Administrative Support Staff)

If you find yourself in a temporary financial crisis, a reasonable request for a salary advance will be considered if funds to meet the emergency are unavailable from conventional sources (credit union, bank, etc.). Salary advances will be repaid in the next payroll cycle immediately following the advance payment. Requests for salary advances should be directed to the Controller.

Vacation Salary Advances (Administrative Support Staff):

Non-exempt employees may request advance vacation pay by submitting a Request for Vacation Advance form to the Payroll Office. This form is available on the Controller's Office web site. Vacation advances are subject to the following conditions:

• You must plan to be on vacation for at least one week.

• You must submit a separate request form for each absence (i.e., non-consecutive vacation weeks throughout the summer may not be covered by one form).

• The Payroll Office must receive your request form at least one week prior to the requested pay date (i.e., by the Friday before the Friday you expect payment).

• Salary advances will be an estimate of your normal net pay for the week(s) you will be on vacation and will be issued separate from your paycheck.

• If you receive advance vacation pay, you must take the scheduled vacation time. Time sheets must be submitted for all vacation weeks.

Questions about vacation salary advances should be directed to the Payroll Office.

Garnishment or Attachment of Salary

When served with an income execution, wage assignment, family court support order, or tax levy against an employee, the college is required by law to make deductions from the individual's pay until the debt is paid. Questions should be referred to the Payroll Office.

Pay Transparency Nondiscrimination Provision

Smith College will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. However, employees who have access to the compensation information of other employees or applicants as a part of their essential job functions cannot disclose the pay of other employees or applicants to individuals who do not otherwise have access to compensation information, unless the disclosure is (a) in response  to a formal complaint or charge, (b) in furtherance of an investigation, proceeding, hearing,  or action, including an investigation conducted by the employer, or (c) consistent with the college's legal duty to furnish information.