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.
Fillable Form
Hiring Authorization for Non-Student Casual Employee
This form is required to initiate the casual hiring of Non-Student Casual employee.
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.
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.
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 at hr@smu.ca
Fillable Request Form
Application for Leave, Overtime & Payment Request Forms
Administrative, Professional and Confidential (APC) Staff and APC Contract Staff
Vacation Carryover(AP Confidential Staff)
Administrative, Professional and Confidential (APC) Staff and APC Contract Staff this form when requesting vacation leave
Administrative and Professional staff complete this form when requesting carryover
Sick Leave (APC Contract Employees)
APC Contract Staff this form when requesting sick leave
Application for Leave, Overtime & Payment Request: Facilities Management (NSGEU 170, 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.
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.
Benefits 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.
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.
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.
Medavie Blue Cross Change Form
Complete if requesting change of plan coverage (i.e. add or remove dependents). Form is completed and returned to Human Resources.
Change Form
Group Life & Critical Illness Insurance Forms
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.
Application for Optional Life Insurance for Plan Member and Dependents
To be completed by employees who are applying for and/or cancelling spousal or dependent life insurance.
Optional Spousal & Dependent Life Insurance Enrolment/Change Form
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.
Pension Forms
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.
Sun Life Change of Records Form
Complete form to make changes to pension voluntary contributions, marital status and/or beneficiary designations.
Or visit mysunlife.ca and update your Beneficiary Info (under the Quick Links drop down menu).
Job Evaluation Forms
Completed by the immediate supervisor and department head and returned to HR for evaluation and assignment of provisional rating for a new position.
APC Job Evaluation Fact Sheet
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.
Payroll Forms
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.
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.
Payroll Services Letter Request Form
Completed by hourly paid employees requesting confirmation of employment and/or earnings. Completed form is returned to Payroll Services.
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 PDF
Labour Redistribution Request Form
This form is used to correct labour distribution errors. Please complete and forward to Financial Planning for approval.
Tax Forms
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.
2025
TD1 Provincial Personal Tax Credit Form
Form is used to determine the amount of provincial tax deductions. Completed form is returned to the Payroll Services.
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.
2025 WS
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.
Casual Employee Payment Schedule
Payroll schedule for all hourly casual employees. Hourly paid employees will not be paid to and including pay day.
2024
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.
2024-2025
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.
2024 - 2025
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.
WebsiteAvailable 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
Form is completed to receive applicable discount for tuition of credit courses for eligible employees and/or dependants.**Please ensure completed form is forwarded by email to HR@smu.ca for signature
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. **Please ensure completed form is forwarded by email to HR@smu.ca for signature
Form is completed to receive disability payment (CUPE 3912) when the employee is not covered by any other disability plan.
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