About Saint Mary's

HR & Payroll Forms

Employment Forms
Application for Leave, Overtime & Payment Request Forms
Benefits Forms
Pension Forms
Job Evaluation Forms
Payroll Forms
Tax Forms
Payroll Schedules
Accurate Completion of Payroll Forms
Other Forms

Employment Forms Back to top
Form Name Description Download
Hiring Authorization Form To initiate the hiring process for existing positions, as well as contract, temporary and new positions, Human Resources require the Hiring Authorization Form. Fillable Form
Saint Mary’s University Application for Employment Application for employment at Saint Mary’s University. Application must be completed by all salaried employees (non-academic). Fillable Form
Employee Action Form Complete form to make changes to demographic/address information, payroll direct deposit details, and/or to request a name change. Completed form is returned to HR. Fillable Form
Human Resources Salary Paid Employees Letter Request Form Salary paid employees complete this form if requesting confirmation of employment and/or earnings. Completed form is returned to HR. Acrobat .pdf

Application for Leave, Overtime & Payment Request Forms Back to top
Form Name Description Download
Application for Leave Form (Administrative/Professional group) Administrative and Professional staff complete this form when requesting vacation leave and/or carry-over of vacation leave. Fillable Form
Application for Leave, Overtime & Payment Request: Facilities Management (NSUPE 20, CUPE 4491 & CUPE 4388) Facilities Management complete this form when requesting annual leave, sick time, overtime/lieu, as well as overtime record and payment requests. Available in paper copy only.
Application for Leave, Overtime & Payment Request: NSGEU 79 and Confidential Staff NSGEU 79 and Confidential Staff complete this form when requesting annual leave, sick time, overtime/lieu, as well as overtime and payment requests. Acrobat .pdf

Benefits Forms Back to top
Form Name Description Download
Medavie Blue Cross Forms    
Medavie Blue Cross Application for Group Benefits (Health & Dental) Complete if applying for the University’s health and dental plan. Return completed form to Human Resources. Acrobat .pdf
Medavie Blue Cross Direct Deposit Request Form Complete if you wish to have your health and dental claims reimbursed directly your bank account through direct deposit. Completed form is mailed directly to Blue Cross for processing. Acrobat .pdf
Medavie Blue Cross Special Authorization Prescription Drug Form Complete form to determine eligibility for particular prescription drugs. Form is completed by treating physician and mailed to Blue Cross. Acrobat .pdf
Medavie Blue Cross Dependent Registration Form Complete the Dependent Registration Card if your dependent child is greater than 20 years of age and less than 26 years of age and is attending University/College on a full-time basis for the upcoming academic year. Completed form is returned to Human Resources. Acrobat .pdf
Medavie Blue Cross Change Form Complete if requesting change of plan coverage (i.e. add or remove dependants). Form is completed and returned to Human Resources. Acrobat .pdf
Medavie Blue Cross Request for Brand Name Drug Coverage Complete to be eligible for coverage for a brand name drug. Form is completed by treating physician in addition to the Canada Vigilance Adverse Reaction Reporting Form and mailed to Blue Cross. Acrobat .pdf

Group Life & Critical Illness Insurance Forms Back to top
Optional Life Insurance Enrolment/Change Completed by employees applying and/or canceling optional life insurance and/or optional dependant life insurance. Completed form is returned to Human Resources. Acrobat .pdf
Manulife Beneficiary Designation Form Form is used to designate or make changes to beneficiaries for group life insurance or optional life insurance. Beneficiary form must be completed for each life insurance benefit and returned to Human Resources. Acrobat .pdf
Manulife Standard Non-Smoking Declaration Form To be completed by employees. In order to qualify for reduced non-smoker optional benefit rates. Acrobat .pdf
SSQ Voluntary Critical Illness Application Form To be completed by employees applying and/or increasing/decreasing Critical Illness Insurance. Completed form is returned to Human Resources. Acrobat .pdf

Pension Forms Back to top
Form Name Description Download
Sun Life Trustee Form Form is used to appoint a Trustee for your pension beneficiary if the beneficiary appointed is a minor. Completed form is returned to Human Resources. Acrobat .pdf
Sun Life Change of Records Form Complete form to make changes to pension voluntary contributions, marital status and/or beneficiary designations. Acrobat .pdf
  Or visit mysunlife.ca and update your Beneficiary Info (under the Quick Links drop down menu).  

Job Evaluation Forms Back to top
Form Name Description Download
Job Evaluation Fact Sheet – NSGEU Staff Completed by the immediate supervisor and department head and returned to HR for evaluation and assignment of provisional rating for a new position. Instructions‌

Form
Job Evaluation Fact Sheet – Administrative/Professional Staff Completed by the immediate supervisor and department head and returned to HR for evaluation and assignment of provisional rating for a new position. Instructions‌

Form
Job Evaluation Fact Sheet – Confidential Staff Completed by the immediate supervisor and department head and returned to HR for evaluation and assignment of provisional rating for a new position. Word Document
Job Evaluation Request Form (JERF) Completed when employees request a review of their job (i.e. in cases where duties and responsibilities have changed significantly enough to warrant a review). Completed form is returned to HR not later than the last working day of October of a given year. Acrobat.pdf
Job Evaluation Appeal Form (JEAF) Completed if the employee or supervisor disagree with the results of the job evaluation review. Completed form must be forwarded to HR within ten days of the receipt of the evaluation results. Acrobat.pdf

Payroll Forms Back to top
Form Name Description Download
Bi-weekly Time Report This form must be accompanied by the Casual Employee Action & Change Form when first being submitted. Completed by department for employees whose hours are submitted every 2 weeks. It is used to pay a casual employee whose hours and dollars are not predetermined. It must be submitted to Payroll Services on or before the cut-off dates to be processed for the applicable pay date.

Fillable Form

Casual Employee Action & Change Form This form must be filled out for all new casual employees and all casual employees whose rate of pay or budget information is changing. This is not the form required If the casual employee is a student marker, demonstrator, or teaching assistant. This form must be accompanied by either a Fixed Remuneration or Bi-Weekly form in order to pay the employee. Fillable Form
Banking Information Change Form This form is used for employees who wish to change their direct deposit information. Please note that payroll cutoff dates apply. Acrobat.pdf
Payroll Services Letter Request Form Completed by hourly paid employees requesting confirmation of employment and/or earnings. Completed form is returned to Payroll Services. Fillable Form
Student Marker Form This form is used for casual employees who are hired to do any of the following jobs: Teaching Assistants, Student Makers and Demonstrators. This form includes all necessary information; therefore, it does not need to be accompanied by a Casual Employee Action & Change form. Departments must submit correct and complete information to Payroll Services on or before the cut-off dates to be processed for the applicable pay date. Fillable Form
Fixed Remuneration Form This form must be accompanied by the Casual Employee Action & Change Form when first being submitted. It is used to pay a casual employee whose hours and dollars remain constant over a period of time. Service worked from and to dates need to be included and the total bi-weekly amounts must add up to the Total Remuneration. Completed form is submitted to Payroll Services. Fillable Form - Legal

Fillable Form - Letter
Social Insurance Number Application Form This form is provided by the Human Resources Social Development Center for employees who do not have a Social Insurance Number. This application needs to be filled out and brought to the Service Canada Centre.

Fillable Acrobat - .pdf

Labour Redistribution Request Form This form is used to correct labour distribution errors. Please complete and forward to Financial Planning for approval. Fillable Acrobat - .pdf

Tax Forms Back to top
Form Name Description Download
TD1 Federal Personal Tax Credit Form Form is used to determine the amount of federal tax deductions. Completed form is returned to the Payroll Services. 2016.pdf
TD 1 Provincial Personal Tax Credit Form Form is used to determine the amount of provincial tax deductions. Completed form is returned to the Payroll Services. 2016.pdf
Worksheet for Federal Personal Tax Credit Form Complete this worksheet if you want to calculate partial claims for your federal TD1 form. This form is for employees’ calculation of tax deductions. Keep form for your records only. 2016.pdf
Worksheet for Provincial Personal Tax Credit Form Complete this worksheet if you want to calculate partial claims for your provincial TD1 form. This form is for employees’ calculation of tax deductions. Keep form for your records only. 2016.pdf
Payroll Schedules Back to top
Form Name Description Download
Casual Employee Payment Schedule Payroll schedule for all hourly casual employees. Hourly paid employees will not be paid to and including pay day.

2016

 

Cut-off Schedules for payroll submission Payroll Schedule for all employees. Departments must submit correct and complete information to Payroll Services on or before the cut-off dates to be processed for the next pay date.

2015-2016

 

Payroll Schedule for Part-time and Overload Contracts Payroll Schedule for Part-time and Overload Contract Employees. Departments must submit correct and complete information to Payroll Services on or before the cut-off dates to be processed for the next pay date.

2016-2017

 

Summer 2016

Teaching Assistant / Student Marker / Demonstrator Schedule Payroll Schedule for Teaching Assistants, Student Markers and Demonstrators. Departments must submit correct and complete information to Payroll Services on or before the cut-off dates to be processed for the next pay date.

2016-20172016 - 2017

 

 

Summer 2016

Other Forms (some available only in hardcopy in HR office) Back to top
Form Name Description Download
WCB Accident Report If employee is covered by WCB, an Accident Report must be completed if the employee misses time or seeks medical attention due to a work related accident. Completed forms are returned to HR. Website
Available on the WCB Web site; hard copy also available in Human Resources.
Health and Safety Injury/Incident Report form Form is completed for all injuries, incidents or near misses. Original completed form is returned to Human Resources or to the Occupational Health and Safety Program Manager. Acrobat .pdf
Tuition Waiver Form (credit courses) Form is completed to receive applicable discount for tuition of credit courses for eligible employees and/or dependants. Acrobat .pdf
Division of Continuing Education Tuition Discount Application Form (non-credit courses) Form is completed to receive applicable discount for tuition of non-credit courses for eligible employees. Only available in hard copy in Human Resources (MS-111).
CUPE 3912 - Article 24.04 - Application Form is completed to receive disability payment (CUPE 3912) when the employee is not covered by any other disability plan. Acrobat .pdf