Working at 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

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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.

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

Employment Equity Workforce Survey

Survey to determine the representation of aboriginal persons, persons with disabilities, members of visible minorities, and women at Saint Mary's University

 

Self-Identification Questionnaire for Applicants of Academic Positions

Questionnaire for applicants to Faculty positions.

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.

Employee Action 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.

 

Fillable Request Form


Application for Leave, Overtime & Payment Request      Forms

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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.

 

Fillable Form

 

Print Form

 

Compassionate Leave - Administrative Professional and Confidential Staff

 

Administrative Professional and Confidential Staff use this form when submitting a request to their supervisor for Compassionate Leave.

 

Fillable Form 

 

Benefits Forms

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 Form Name

Description

Download

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 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


Group Life & Critical Illness Insurance Forms

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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

Application for Optional Life Insurance for Plan Member and Dependants

To be completed by employees who are applying for and/or cancelling spousal or dependent life insurance. 

 

Application for Optional Life

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

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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

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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

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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.

 

Bi-Weekly Time Report 

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.

 

Casual Employee Action & Change 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 Request 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.

 

Student Marker 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.

Fixed Remuneration Form - Legal Sized

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

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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.

 

2020

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.

 

2020

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.

 

2020

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.

 

2020
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.

2020

2021

 

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.

 

2020-2021

 

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.

 

2020-2021

 

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.

 

 

2020-2021

 

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.

Fillable Form

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 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