1. Purpose & scope
The Change Form (PDF) is to be used for initiating temporary or ongoing changes to ongoing or fixed-term Staff, CUPE, or students. The following instructions define the steps required to complete the change form effectively to initiate temporary or ongoing changes to employees or positions within the University of Waterloo.
- Changes to casual employee hourly rate or employment end date can be completed within Workday following the Casual job change user guide. All faculty and non-faculty changes are completed on a revised appointment form.
- Reference the Employee Job Change Chart for employee change definitions and processing instructions for each job change type.
2. Roles & Responsibilities
Requestor
The Requester is responsible for:
- Completing the change form in a timely and comprehensive manner, ensuring all required fields are completed and rationale provided.
- Obtaining the required approvals/signatures required for the requested change, such as:
- Principal Investigator
- Chair / Department Head
- Employee
-
Sending the required documentation to Human Resources in a timely manner by the payroll deadline (electronic or hard copy will be accepted)
Human Resources
Human Resources is responsible for:
- Reviewing and validating the information captured on the Change Form. If information is missing or inaccurate, Human Resources will be responsible for contacting the requester and requesting the missing information.
- Please note: Missing or inaccurate information and/or approvals will affect the timely processing of the form and may result in payroll delays.
- Updating position and/or employee data in the Human Resources Management System (HRMS).
3. Key terms and definitions
| CHANGE REQUEST INFORMATION | |
|---|---|
|
Term |
Definition |
|
Incumbent name: |
Name of employee in role. |
|
Position # of role to be changed: |
Eight-digit identification number assigned to the position impacted by this change. |
|
Employee ID: |
Six-digit employee identification number assigned to the incumbent. |
|
Employee Type: |
Select the appropriate Employee type from the drop-down menu as recorded on the landing page within Workday |
|
Current Job title: |
Enter the incumbents current job title as recorded on the landing page within Workday under the incumbent's name |
|
EMPLOYEE DETAILS |
|
|
In this section, please fill out only the details that are changing, unless it's a required field. An effective start date is required for all changes, only indicate an end date if the change request is temporary. |
|
|
Effective date of change |
Select the effective date of the change you are requesting. This field is required for all changes. |
|
Effective end date |
Enter the effective end date of the appointment, for temporary/definite term only. Please request extensions longer than 3 months through Workday. |
|
Job title: |
Enter incumbents job title |
|
Reports to name: |
Enter the full name of the supervisor. |
|
Organization name |
Enter the Organization Supervisory name. |
|
Organization ID# |
In Workday, click on incumbent's 'Supervisory' Organization name hyperlink. Enter the Organization ID: SUPORG followed by a 6-digit number |
|
Location: |
Indicate where the position will be located. Example East Campus 1 |
|
Salary (CDN $) |
Enter the current salary for the employee and the new salary if changing. This field is required for all changes. |
|
Salary period |
Enter the frequency of salary (hourly (CUPE), monthly, or annually) |
|
Hours per week: |
Select the appropriate option from the drop-down menu. option. Must be either 35, 37.5, or 40 hours per week. Note: cannot be greater than the Scheduled hours per week |
|
Scheduled hours per week: |
Enter the number of hours scheduled per week. This determines the FTE of the employment for part-time employees. Note: when changing scheduled hours, a new work schedule must be provided |
|
CHANGE TO WORK SCHEDULE |
|
|
Complete this section for staff with part-time or unique schedules. This schedule is used to calculate time off, stat holiday pay, vacation, and overtime. All staff must have a work schedule in Workday. Please indicate the daily start and end time for the position. Days off should be left blank. Please use the 24-hr format for times. |
|
|
SALARY ALLOCATION |
|
|
Use this section if requesting a change to salary allocation |
|
|---|---|
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Current cost center(s): |
Provide current costing allocation details |
|
Current % Distribution: |
The percentage is required and must total 100%. |
|
Current Cost Centre owner name & Signature: |
Name of cost center manager or signing authority/delegation required if not changing current cost centre(s) |
|
For new cost centre(s) |
|
|
New cost center(s): |
Provide new costing allocation details if change is required |
|
New % Distribution: |
If listing multiple cost centers, indicate the distribution percentage. The percentage is required and must total 100% |
|
New Cost Centre owner name & Signature: |
Name of cost center manager or signing authority/delegation required if not changing current cost center |
|
Allocation termination date |
Enter date allocation will cease to be applied. At this point, the allocation will revert to the default cost center unless a new change form is provided. |
|
RATIONALE FOR CHANGE |
|
|
Rationale for change: |
Use this field to identify additional details and provide any rationale. It is important to provide as much detail as possible for processing |
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APPROVALS AND AUTHORIZATIONS |
|
|
Please obtain and date all required approvals. Digital/electronic signatures will be accepted. |
|
|
Requester: |
Required for all changes. |
|
Employee: |
Required for changes to salary and extensions |
|
Chair / Department Head: |
Required for all changes (if different from the requester). |
|
HR Partner: |
Required for all staff changes |