You have been hired for a job. Now what? Onboarding is what happens after you have been hired in Workday (not just offered a job), but before you begin working. Onboarding tasks will show up in your Workday inbox (a lot like the email inbox you’re already used to using) after you have been hired.
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Check to make sure some information is correct and where you can change other things like your preferred name and/or pronouns. Most importantly, you'll tell us about your citizenship status.
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Student employment income is considered taxable income and is subject to income tax withholding by both the federal and state governments.
Part of your onboarding will include the completion of two tax forms, the W-4 (federal withholding) and the M-4 (Massachusetts withholding) for those working on Williams' main campus OR the CT-W-4 (state withholding) for those enrolled at the Williams-Mystic campus.
**Please note that we are not legally permitted to give individual tax advice. If you have questions about how to complete these forms, please check with a parent or other trusted person who can assist.
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If you are an international student attending Williams on an F-1 Visa, the payroll team will contact you with an introduction to Sprintax. This is a platform the college uses to support international students with a number of tax-related items.
You will complete your Substantial Presence Test and your W-4 in Sprintax. You can complete the M-4 for Massachusettes in Workday.
Even if you do not intend to hold a job on campus, you must still complete the Substantial Presence Test.
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In January, all student employees will receive a W-2 form. W-2s are mailed to the permanent address you have on record with the college. The W-2 reflects your total earnings from all jobs with the college for the relevant tax year and is used when you or your parents file a tax return (i.e., the W-2 for the 2024 tax year is mailed in January 2025).
You will also access the W-2 electronically in Workday.
If you need a duplicate of the current W-2 and/or W-2 forms for previous tax years and no longer have access in Workday, you may request it/them by email at [email protected]
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College employees, including students, must have direct deposit for payroll purposes. Direct deposit enrollment is completed as an onboarding task in Workday.
Once enrolled, your earnings will automatically be available in your bank account on payday! A U.S. bank account is required, and the process of setting up an account at a local bank is simple.
You will need your bank routing number and account number. Routing numbers are federally assigned to banks and not attached to personal banking information. They can be found through a Google search or a bank's general website.
Your bank assigns the account number to only you. It is not the number on the front of a debit card.
To protect your personal financial security, never send personal bank account information via email.
**If participation in the direct deposit program represents a challenge for you, please contact us at [email protected]
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An I-9 form is required before a student can begin work. If a student cannot complete Form I-9 for any reason, they may not begin working.
Step 1 of the I-9 is completed in Workday as another onboarding task.
Step 2 is completed in person at the Human Resources office, where original identification documents are presented.
- Only original, unexpired identification documents, as listed in the Form I-9 instructions, can be accepted.
- No reproductions of any kind can be accepted (with the exception of a certified copy of a birth certificate).
- A complete list of the only documents that can be accepted can be found here.
For international students:
- You must also provide a copy of Form I-20 and Form I-94. You will have access to your I-94 after you enter the U.S. and gain F-1 status.
The I-9 is a federal form; no exceptions can be made on the document requirements or work authorization.
Once hiring begins for the 24-25 academic year, you will be able to schedule an appointment to verify your identification document(s) and complete the Form I-9. Human Resources is located on Spring Street, between Tunnel City and Where'd You Get That. The office entrance is next to the ATM machine, and we are on the second floor (an elevator is available).
The I-9 must be completed before beginning work. Generally speaking, your I-9 will cover your entire four years at Williams, and you will not have to complete another one.