Forms

Submit the tuition benefit application through the Finance website.

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

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

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

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.

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.

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 chart (PDF).

Completed by: Manager/supervisor or administrative staff

Additional approvals: Account signing authority

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.

Please read the Job Description Guidelines before you begin the writing process.

Completed by: Employee and Manager

Additional approvals: Department Head/Chair

Completed by: Manager

Additional approvals: Department Head/Chair, HR Partner

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.

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 chart (PDF) .

Completed by: Manager/supervisor or administrative staff

Additional approvals: Account signing authority

Required for out-of country claims. Completed form should be sent directly to Great West Life as indicated on form.

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.

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.

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

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.

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.

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.

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.

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.

Please complete this form and submit it in a confidential envelope to the Disability Advisor (staff) or the Occupational Health Nurse (faculty).

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.

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