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Forms

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).

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 (PDF)

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
Extended health claim care form (PDF)

For extended health expenses excluding drug costs (see drug form below) (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
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.

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

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 payment for existing employees. For assistance on completing the form, download the One Time Payment Request Form Instructions (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)
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

Prescription drug claim form (PDF)

For prescription drug expenses (through Assure Health Inc.). 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
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 (PDF)

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 employment letter (DOC)

This document should be submitted to hrhelp@uwaterloo.ca to request a confirmation of employment for reasons including travel, bank/mortgage confirmations, and government requirements.

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). Please use the Salary Expense Transfer Request Form_Mar2018 (PDF) for transfer charges up to December 31st, 2018.
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)

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

Forms that have transitioned to Workday

  • Address change               
  • Benefit Enrolment and Change Form      
  • Casual Additional Pay Request 
  • Casual New Hire Form for Workday processing  
  • Declaration of marital status      
  • Deposit request form - Pension
  • Life Pension, No Guarantee        
  • Notice of Termination   
  • Overage Dependent Form           
  • Pension Beneficiary Designation Form   
  • Personal Information Form         
  • Pregnancy/Parental Leave Request         
  • Request for payment of overtime-staff 
  • Spousal Waiver of Joint and Survivor Pension     
  • TD1 Tax Credit Forms    
  • Temporary student appointment form  
  • Temporary student appointment form for mass hiring only 

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