Position Renewal and Requisition Form
This form was developed to assist senior staff members in requests for new positions and/or to fill vacancies. Instructions are located on the second page of the form.
Performance Dialogue Forms
For administrative and union/non-union hourly employees.
Performance Excellence Plan (Word)
Performance objectives and feedback form.
Employment Elligibility
This form, known as the I-9, is required to be completed in the Human Resources Office on the employee's first day of work. Original documentation must also be presented at that time. Please review the I-9 List of Eligible Documents below.
I-9 List of Eligible Documents (PDF)
This list provides the approved documents that may be used to complete the I-9 form.
W-4 Form (Federal Tax) (PDF)
This form is the US Employee's Withholding Allowance Certificate - it is the federal tax withholding document.
NYS IT-2104 (PDF)
This form is the US Employee's Withholding Allowance Certificate - it is the federal tax withholding document.
Direct Deposit (PDF)
Use this form to add, change, or cancel your direct deposit. You may have two direct deposit designations at one time.
Institutional Advancement Deduction (Word)
Use this form to add, change, or cancel your Institutional Advancement fund donations.
Exempt Administrative Timesheet
For all full-time exempt administrative employees. This form is used to report days off from work (vacation, sick, holidays, etc.).
Non-Exempt Administrative Timesheet
For all full-time non-exempt administrative employees. This form is used to report hours worked, vacation, sick, holidays, etc.
Full Time Hourly Timesheet (PDF)
For all full-time, benefits-eligible, hourly-paid employees.
Part Time Hourly Timesheet (PDF) - Fill in online!
For all part-time, non-benefits, hourly-paid employees.
Certification of Marriage or Domestic Partnership and Declaration of Dependents (Word)
This form must be completed if employee wishes to cover his or her spouse (domestic partner for medical only) and eligible dependents under the Colleges' benefit programs.
Aetna Medical Enrollment/Change Form (PDF)
This form is used to enroll, change, and/or cancel the medical insurance coverage.
Aetna HSA Payroll Deduction Form (PDF)
Annual Medical Opt-Out Form (DOC)
Aetna Medical In Network Claim Form (PDF)
For the Aetna Medical programs.
Aetna Dental Enrollment/Change Form (PDF)
This form is used to enroll, change, and/or cancel dental insurance coverage(s).
Aetna Dental Claim Form (PDF)
For claims incurred beginning 01/01/2009.
EyeMed Enrollment/Change Form (PDF)
This form is used to enroll, change, and/or cancel vision insurance.
EyeMed Out of Network Claim Form (PDF)
For the vision plan
FSA Health Claim Form (PDF)
FSA Health - Over the Counter Purchases - Claim Form (PDF)
FSA Dependent Care Claim Form (PDF)
For health and dependent care FSA claims.
2009 Salary Reduction Agreement (Word)
This form is used by employees who wish to enroll in the Colleges 403(b) plan and/or the supplemental 403(b)(7) plans. This form is also used to change the amount of payroll contributions.
Designation of Beneficiary
This form is used to designate who shall receive the value of the employee's TIAA-CREF GRA and/or GSRA accumulation in the event of their death prior to retirement. Some beneficiary information can be entered online. Please visit the WebCenter at www.tiaa-cref.org for information.
Vanguard - Enrollment Kit
This link will give you immediate access to the Vanguard 403(b)(7) employee enrollment kit - download the forms or have them mail you a kit!
Tuition Exchange (PDF)
For the employee's dependent child. This form must be submitted to Human Resources twelve months prior to the start of the academic year that is to be considered. Questions of eligibility must be addressed with the Office of Human Resources. Also, a list of potential exchange schools must be submitted to the Financial Aid Office in order to reserve a potential tuition exchange scholarship at the desired schools.
Tuition Remission (PDF)
For employee/spouse or domestic partner/dependent child who attends Hobart and William Smith Colleges. This form must be submitted to Human Resources prior to the academic year/semester to be considered.
Tuition Grant (PDF)
For employee's dependent child. This form must be submitted to Human Resources prior to the academic year to be considered. If tuition due is divided into two payments (fall and spring), a new form for the second semester is not necessary - submit the second semester's invoice to Human Resources for payment. Must be received by noon, Tuesday, for a check on that Friday.
Tuition Reimbursement (PDF)
For reimbursement of tuition costs for any course or courses taken by the employee in order to complete a first undergraduate degree. Individual courses that are not required as part of a degree program must be job-related in order to qualify for reimbursement. In either case, approval is required prior to registration for the course(s).
Basic Life, AD&D and Supplemental Insurance Enrollment Form (PDF)
This form must be completed by all benefits-eligible employees for basic life and AD&D insurances provided by the Colleges. Supplemental Life and/or AD&D insurance is purchased by the employee on a voluntary basis. Evidence of insurability may be required in the case of supplement life insurance. Please contact Human Resources for more information. When completed, please send the form to Human Resources
Supplemental Life - Evidence of Insurability
When completed, please send the form to Human Resources.
Change of Beneficiary (PDF)
Complete Part 7 with updated beneficiary information and send to Human Resources.
Short Term Disability Claim Form (PDF) - New Form Coming Soon!
This form is used to claim for statutory disability benefits for an extended absence (longer than 7 consecutive days) due to a non-work related illness or injury. Employee completes Part A-Claimant then has his/her attending physician to complete Part B before returning to Human Resources.
Accident Report (Coming soon)
This form is used to report accidents that occur on campus property.
Computer Purchasing Plan Forms (PDF)
Guidelines and necessary forms.
If you have problems completing, printing or viewing any of these forms, please contact the Associate Director of Human Resources Peggy Ferran.
