Forms

Used to update personal information such as address, phone number, name, and banking. Please note that address and phone number changes can be updated by the employee on-line through myHRinfo. 

Completed by: Employee

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

Used to submit:

• hours worked on a one-time or infrequent basis for casual employees
• one-time or infrequent non-employment payments
• non-employment payments for non-residents of Canada

Completed by: Employee and/or their manager/supervisor

Additional approvals required: Account signing authority

Canada Revenue Agency forms used to determine income tax deductions. These forms should be completed on-line through myHRinfo. 

Click on: Main Menu>Self Service>Payroll and Compensation>eTD1>Submit TD1/TD1 ON Info

For Information on how to complete your TD1 forms on-line please use the Employee Self-Service Work Instructions (PDF).

PDF versions of the forms can be accessed below if required:

• Federal TD1 form (2018)
• Ontario TD1 form (2018)

Completed by: Employee 

*Canada Revenue Agency forms will be completed through Workday effective January 2019.

Required for overtime payment.

Completed by: Manager/supervisor

Additional approvals required: Account signing authority

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

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

Completed by: Employee

Used to request a change to where an employee’s salary and/or benefits are to be charged to on a go forward basis. Please see Salary Allocation Change Request Form Completion Instructions (DOCX).

Completed by: Individual requesting change

Additional approvals required: Account signing authority, Faculty or Department Financial Officer or Executive Officer

Life Insurance beneficiary declaration form and dependent declaration form for benefits. See the life insurance beneficiary page for further instructions.

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

For extended health expenses excluding drug costs (see drug form below) (Great-West Life).

Completed by: Employee

For prescription drug expenses (through Assure Health Inc.)

Completed by: Employee

Additional approvals required:

Required for out-of country claims.

Completed by: Employee

For dental claim expenses through Great-West Life.

Completed by: Employee

Submit the tuition benefit application through the Finance website.

Completed by: Employee

To obtain or maintain benefit coverage for dependents that are age 21 to 23 (extended health, dental and out-of-country coverage).

Completed by: Employee

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

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.

Complete by: Employee and Physician

For active and inactive employees to add or remove a spouse on their pension record (i.e. change of marital status). If you are going through a relationship breakdown and require the Family Law Value of your pension, contact pensions@uwaterloo.ca to find out how to apply for this actuarial calculation (a $600 fee is applicable).

Important Note: When you declare that you no longer have a spouse (as defined under the Pension Plan), your beneficiary designation will not automatically change; you must complete and submit a new Beneficiary Designation form if you wish to change your beneficiary designation. When you declare that you have a spouse, your spouse is entitled to the pre-retirement death benefit even if you have non-spousal beneficiaries designated, unless you and your spouse complete the Spousal Waiver of Pre-retirement Death Benefit form.

Completed by: plan member (including former and retired members); member’s signature must be witnessed.

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

To change your pension for both active and inactive plan members. Percentages must be assigned totaling to 100% or can be specified as “equal parts”. The member’s signature must be witnessed by a disinterested party. Refer to the forms for further instructions.

Important Note: All previous beneficiary and contingent beneficiary designations are revoked when a new Beneficiary Designation form is submitted to HR.

Completed by: plan member (including former and retired members); member’s signature must be witnessed.

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

If a plan member dies while employed by the University, or a former plan member dies before pension payments have begun, the member’s spouse is entitle to receive the pre-retirement death benefit payable from the pension plan. If the member wants the death benefit to be paid to someone other than their spouse, this form must be completed to allow the member to designate non-spousal pension beneficiary(ies).

Completed by: Active or former plan member and his/her spouse; member’s and spouse’s signatures must be witnessed.

Application for Vacation Exchange Program (formerly referenced as Salary Increase in Lieu of Vacation). Please visit the vacation exchange program page for more information.

Completed by: Active plan member

Requires approval by: Department Chair/Head; Dean/Associate Provost; V.P. Academic and Provost

Needs to be submitted to CIBC Mellon

For use by retiring plan member to provide banking information to pension plan Trustee, CIBC Mellon, and by pensioners to change existing banking information on file with CIBC Mellon.

Completed by: Retiring Plan Member (New) or Pensioner (Change)

Federal TD1 form (2018)

Forms are collected by the Pension Team and sent to CIBC Mellon to determine the amount of tax to be withheld from your monthly pension payment.

Important Note: If a Pensioner needs to submit revised TD1 forms due to changing circumstances, the revised forms can be sent directly to CIBC Mellon.

Completed by: Retiring Plan Member

Ontario TD1 form (2018)

Form is required to be completed by a retiring plan member who elects a single life pension, or a joint and survivor pension that reduces to 50% on member death. The form will be collected by the Pension Team when you retire.

Completed by: Retiring Plan Member and his/her spouse; member’s and spouse’s signatures must be witnessed.

Form is required to be completed by a retiring plan member who elects a single life pension with no guarantee. The form will be collected by the Pension Team when you retire.

Completed by: Retiring Plan Member; member’s signature must be witnessed.

For use by UW pensioners to submit a change of address to CIBC Mellon to ensure your tax receipt is sent to your most current address as tax time.

Important Note: Please also contact hrhelp@uwaterloo.ca to inform the University of your new address as well.

Completed by: Pensioner

UW Pension Plan Membership Waiver (PDF)

Should an employee choose to not join the UW Pension Plan when first meeting the eligibility requirement, this form must be completed acknowledging that foregone credited service cannot be bought back at a future date. This form also authorizes deductions once plan membership becomes mandatory.

Completed by: Existing or new employee under the age of 35 who meets the eligibility requirements of the UW Pension Plan and chooses not to join the plan.
 

For requesting changes to a current position prior to, or without the need for, recruiting. Please fill out this form online using Adobe Acrobat. Other browsers do not support some of the features of this form.

Completed by: Hiring manager

Additional approvals required: Department Head, Office of Research and Finance

Please read the Guidelines before you begin. The Staff Performance Appraisal is a confidential document. Please protect from inadvertent viewing.

Completed by: Employee and Manager

Additional approvals required: Direct Manager and Department Head/Chair

Not to be used for a transfer or promotion to another department. Please attach the employee's signed Resignation letter (docx) where applicable.

Completed by: Hiring manager

Additional approvals required: Department head/chair

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

Please read the Job description guidelines before you begin the writing process.

Completed by: Employee and Manager

Additional approvals required: Department Head/Chair

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

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 required: Department Head. Senior Executive required if time period is greater than four months.

Completed by: Employee and their manager

Additional approvals required: Department Head. Senior Executive required if leave period is greater than four months.

For assistance please use the staff leave of absence request instructions (DOCX).

Supporting documents: 

• Pregnancy and Parental Checklist (docx)

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

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.

Completed by: Department /School and forwarded to the Dean’s Office.

Additional approvals required: Chair/Director, Dean and VP Academic and Provost.

Part time faculty appointment (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.

Completed by: Department/School and forwarded to the Dean’s Office

Additional approvals required: Chair/Director and Dean approval.

Post-Doctoral Fellows, Research Associate, Visiting Researcher, Visiting Scholar and Visiting Scientist.

Completed by: Department / School and forwarded to the Dean’s Office

Additional approvals required: Chairs/School Directors and Deans.

Program Director appointments do not require the VP Academic and Provost approval.

Completed by: Department/School and forwarded to the Dean’s Office.

Additional approvals required: Chair/Director, Dean and VP Academic and Provost.

Canada Research Chairs

Completed by: Department / School and forwarded to Dean’s Office.

Additional approvals required: Chair/Director, Dean and VP Academic and Provost.

Form is utilized to process the hiring of an individual who:

• Is employed for less than three months or;
• Is employed on an intermittent basis or;
• Who does not have regularly scheduled hours of work or;
• Is employed under an arrangement where they may elect to work or not when requested to do so.

Completed by: Hiring manager

Additional approvals required: Account signing authority

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

Form is utilized to process the hiring of an individual who:

• Is a co-op student or;
• Is a co-op student under the work placement program or;
• Is an undergraduate teaching assistant.

For assistance in completing the form, please use the Appointment form completion instructions (PDF).

Completed by: Hiring Manager

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

Form is utilized to process any of the following changes to temporary appointments:

• Start or End date (for extensions greater than 3 months, please proceed with the temporary hiring process in iCIMS)
• Hours worked per week
• Monthly salary
• Reports to Manager
• Organizational Unit number

Completed by: Hiring Manager

Additional approvals required: Department Head

Form is utilized to process the hiring of an individual who:

• is employed by a College or an Affiliate of the University of Waterloo

For assistance please use the Colleges and Affiliates set up form instructions (DOCX).

Completed by: Hiring Manager

Additional approvals required: Account signing authority

For requesting changes to a current position prior to, or without the need for, recruiting. Please fill out this form online using Adobe Acrobat. Other browsers do not support some of the features of this form.

Completed by: Hiring manager

Additional approvals required: Department Head, Office of Research and Finance

Not to be used for a transfer or promotion to another department. Please attach the employee's signed Resignation letter (docx) where applicable.

Completed by: Hiring manager

Additional approvals required: Department head/chair

*This process will be automated through Workday effective January 2019, please check back for more instructions on the new process

This template is provided for individuals to utilize if assistance is required to develop their resignation letter.

Completed by:Employee

Canada Revenue Agency forms used to determine income tax deductions. These forms should be completed on-line through myHRinfo. 

Click on: Main Menu>Self Service>Payroll and Compensation>eTD1>Submit TD1/TD1 ON Info

For Information on how to complete your TD1 forms on-line please use the Employee Self-Service Work Instructions (PDF).

PDF versions of the forms can be accessed below if required:

• Federal TD1 form (2018)
• Ontario TD1 form (2018)
   

Completed by: Employee