Forms

Please note that as of March 17th, HR will only accept forms electronically to hrhelp@uwaterloo.ca.

Authorizations, including compliance where applicable, will be accepted with scanned signed documents or with authorizations provided in the e-mail string Instructions to create and email digital signatures (PDF) have been created to assist you.
Beneficiary forms can be mailed, however beneficiary designation processes will not be finalized in Workday until a return to regular operations.
If you have a form that may have been in transit on campus that does not show as complete in Workday, please e-mail a copy of the form to hrhelp@uwaterloo.ca to ensure processing.

Due to the transition to Workday, various forms are no longer in use. View the list of removed forms.
Form	Description	Notes
Apply for tuition benefit (external link)	Submit the tuition benefit application through the Finance website.	Completed by: Employee
Change Form (PDF)	For requesting temporary or ongoing changes to a current position or temporary appointment. Please download and complete this form using Adobe Acrobat. Some features in this form may not be supported by your browser. For assistance on completing the form, download the Change Form Instructions (PDF). To electronically sign this form, you will need to download and save it. Instructions to create and email digital signatures (PDF) have been created to assist you. Please note: Changes to casual employee type can be completed within Workday. All faculty changes are completed on a revised appointment.	Completed by: Supervisor Additional approvals: Employee, Chair/Department Head, Office of Research (for research-funded roles), HR Partner
Colleges and Affiliates Change Form (PDF)	For requesting temporary or ongoing changes to a current appointment (including temporary appointments). Please download this form and complete using Adobe Acrobat. Some features in this form may not be supported by your browser. For assistance, please use the College Change Form Instructions (PDF) .	Completed by: Supervisor or delegate Additional approvals: Employee, Cost Centre Signing Authority
Change Costing Allocation Request Form	Used to request a change to where an employee’s salary and benefits are to be charged to on a go forward basis. Please see the Change Costing Allocation Request Instructions (PDF) for assistance on completing the form (previously the Salary Allocation Change Request Form).	Completed by: Individual requesting change Additional approvals: Account signing authority, Faculty or Department Financial Officer or Executive Officer
Dental Claim Form (PDF)	For dental claim expenses through Great-West Life. Completed form should be sent directly to Great West Life as indicated on form. GroupNet allows plan member to submit claims online.	Completed by: Employee
Foreign Fund Request Form (PDF)	Used to submit one time or infrequent non-employment payments for non-resident individuals (not companies) that are to be paid in a currency other than Canadian dollars. For payment type definitions, refer to the Payment types definitions/guidelines (PDF).	Completed by: Manager/supervisor or administrative staff Additional approvals: Account signing authority
Full-time Faculty Appointment (PDF)	Regular Faculty time and fractional load, with titles: Professor, Associate Professor, Assistant Professor and Lecturer included those with qualifier “clinical” and appointment type Tenure, Continuing, Probationary and Definite term. Research and Visiting Faculty full and part time, with titles: Professor, Associate Professor and Assistant Professor with appointment one year or more. Special Faculty full or part time, where the normal ranks are not used (Policy 76) definite term one year and more. Onboarding steps will be triggered through Workday once forms have been processed by HR.	Completed by: Department/School and forwarded to the Dean’s Office. Additional approvals: Chair/Director, Dean and VP Academic and Provost.
Healthcare claim form (PDF)	Use this form to make a claim or get an estimate for expenses such as prescriptions, vision care, paramedical services or medical equipment. Completed form should be sent directly to Canada Life as indicated on form. GroupNet allows plan member to submit claims online.	Completed by: Employee
Job Description Template (DOCX)	Please read the Job Description Guidelines before you begin the writing process.	Completed by: Employee and Manager Additional approvals: Department Head/Chair
Job Evaluation Request Form (PDF)	Please review the Job evaluation section before you begin the request process process.	Completed by: Manager Additional approvals: Department Head/Chair, HR Partner
Non Faculty Appointment Form (PDF)	Post-Doctoral Fellows, Research Associate, Visiting Researcher, Visiting Scholar and Visiting Scientist. Onboarding steps will be triggered through Workday once forms have been processed by HR.	Completed by: Department / School and forwarded to the Dean’s Office Additional approvals: Chairs/School Directors and Deans.
One Time Payment Request Form (PDF)	Used to submit one time or infrequent non-employment payments for existing employees, or for third parties who are already active in Workday for whom a one time payment hire cannot be initiated. For payment type definitions, refer to the Payment types definitions/guidelines (PDF).	Completed by: Manager/supervisor or administrative staff Additional approvals: Account signing authority
Out-of-Country Expenses (PDF)	Required for out-of country claims. Completed form should be sent directly to Great West Life as indicated on form.	Completed by: Employee
Ontario Health Insurance Plan (OHIP) Authorization and Release (PDF)		Completed by: Employee
Overage Disabled Dependent Application (PDF)	Use this form to extend benefit coverage for dependents over age 21, who are incapable of self-sustaining employment due to a mental or physical handicap and remain dependent on the employee for support.	Completed by: Employee and Physician
Part-time Faculty Appointment Form (PDF)	Adjunct Faculty with titles: Adjunct Professor, Adjunct Associate Professor, Adjunct Assistant Professor and Adjunct Lecturer. Research, Special (Sessional) and Visiting Faculty with appointment less than a year. Onboarding steps will be triggered through Workday once forms have been processed by HR.	Completed by: Department/School and forwarded to the Dean’s Office Additional approvals: Chair/Director and Dean approval.
Performance appraisal form (DOCX)	Please read the guidelines before you begin. The Performance Appraisal Form is a confidential document. Please protect from inadvertent viewing.	Completed by: Employee and Manager Additional approvals: Direct Manager and Department Head/Chair
Request for Brand Name Drug Coverage Form	To obtain information required to assess your request for coverage of a non-generic drug. Completed form should be sent directly to Canada Life as indicated on the form.	Completed by: Employee and their Physician
Pre-treatment / Estimate for Continuous Glucose Monitor (CGM)	To be submitted with initital CGM estimates only. Completed form should be sent directly to Canada Life as indicated on the form.	Completed by: Employee and their Physician
Reduced Fractional Load Request Form (PDF)	Provost required for reduced workload to retirement For assistance please use the Reduced/Fractional Load Request form Completion Instructions (DOCX).	Completed by: Employee and their manager Additional approvals: Department Head. Senior Executive required if time period is greater than four months.
Request for Administrative Appointment/Reappointment Form (DOCX)	Use this form to request administrative appointments or reappointments. Onboarding steps will be triggered through Workday once forms have been processed by HR.	Completed by: Department/School and forwarded to the Dean’s Office. Additional approvals: Chair/Director, Dean and VP Academic and Provost.
Request for Letter (DOC)	NEW: Regular, Temporary and Definite Term employees can obtain the Employment Confirmation letter in Workday (instructions available on Workday website under Updating Personal Information). For all other requests, including employment confirmations for casual or student employees, benefit coverage and sabbatical leaves please complete this document and submit to hrhelp@uwaterloo.ca.	Completed by: Employee
Research Chair Appointment Form (PDF)	Canada Research Chairs	Completed by: Department / School and forwarded to Dean’s Office. Additional approvals: Chair/Director, Dean, VP Academic and Provost, and Office of Research.
Salary Expense Transfer Request Form (PDF)	Used to move salary and benefit amounts that have already been paid and processed to a different account(s).	Completed by: Manager/Supervisor or Financial Officer/Executive Officer
Sick leave/return to work form (PDF)	Please complete this form and submit it in a confidential envelope to the Disability Advisor (staff) or the Occupational Health Nurse (faculty).	Completed by: Employee and their physician
Staff Leave of Absence Request (PDF)	Request unpaid Leaves of Absence and Study Leave using this form. Some leaves are initiated directly in Workday, please visit the Types of Absences and Leaves page. For assistance, please use the Leave of Absence Form Instructions (PDF).	Completed by: Employee and their manager Additional approvals: Department Head. Senior Executive required if leave period is greater than four months.
Temporary Appointments	Temporary appointments are now hired through the University's talent acquisition system (iCIMS). Please visit the Temporary Appointments section of the Hiring page for Managers for more information.
Vacation exchange program form (PDF) Vacation exchange program form (Fillable PDF)	Application for Vacation Exchange Program (formerly referenced as Salary Increase in Lieu of Vacation). Please visit the Vacation Exchange Program page for more information. Note: Original signed copies must be forwarded to Pensions department.	Completed by: Active plan member Additional approvals: Department Chair/Head; Dean/Associate Provost; V.P. Academic and Provost