Forms (by subject)

Please note that HR will only accept forms electronically to hrhelp@uwaterloo.ca as outlined below:
 

  • 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.
  • Paper forms for Beneficiary designations for Life Insurance and Pension can be placed in the secure lock box outside of the HR Office or can be mailed. Beneficiary designation processes cannot be finalized in Workday or be deemed as legal beneficiaries until forms signed with a wet signature are received.

Absences/Leaves

Description

Notes

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.

Academic Appointment Forms

Description

Appointment forms, reduced workload, etc. 

Notes

Full-time Faculty Appointment (PDF) Regular Faculty full-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.

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.

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.

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 a reappointment.

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.

Research Chair Appointment Form (PDF) Canada Research Chairs Completed by: Department / School and forwarded to the Dean’s Office.

Additional approvals: Chair/Director, Dean, VP Academic and Provost, and Office of Research.

Job forms:

Description:

job descriptions, evaluations, confirmation of employment

Notes

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. Completed by: Manager

Additional approvals: Department Head/Chair, HR Partner

Request for Employment Confirmation 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

Health/Medical

Description

Notes

Dental Claim Form (PDF) Use this form to make a dental claim to GreenShield. Completed forms should be sent directly to GS as indicated on the form. Completed by: Employee
Disabled Dependent Attestation Form Employees can use this form to request the addition and/or continuation of benefits coverage for their eligible overage dependents aged 21, or older, who are not enrolled in post-secondary schooling, but remain financially dependent on them due to a documented disability. Alternatively, this can also be done directly in the Workday system. Completed by: Employee
GS Out-of-Country Medical Claims (PDF) Required for out-of country claims. The completed form should be sent directly to GreenShield as indicated on the form. Completed by: Employee
GS General Claim Submission Form (PDF) Use this form to make a claim to GreenShield. Completed forms should be sent directly to GreenShield as indicated on the form. Completed by: Employee
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

Payroll/Salary

Description

Notes

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 refer to 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
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

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 assistance on completing the form, download the One-Time Payment Request 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.

For payment type definitions, refer to the Payment types definitions/guidelines (PDF).

Completed by: 
Manager/supervisor or administrative staff

Additional approvals: 
Account signing authority

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
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 the Pensions department.

Completed by: Active plan member

Additional approvals: Department Chair/Head; Dean/Associate Provost; V.P. Academic and Provost

Position Change Forms

Description

Notes

Position 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

Position change – Colleges and Affiliates 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

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