Employment, Benefits & Pay Administration

eForms

HRS uses specific forms to administer and process transactions related to hiring, changing employment and termination. There are two types of forms used:

eForms are the electronic forms which are completed, submitted and approved online using the eForm application. For eForms support and training, visit the eForms Learning Reference Materials web page.

Pay Action Forms (PAFs) are the paper forms which are completed and approved manually and submitted through email. For help, refer to the Using Pay Action Forms section on this webpage.

To gain access to eForms, complete and submit the Request for HCM eForms Access form. To access Pay Action Forms you must be signed in to Email & Apps using your Campus Computing ID (CCID)

The table below provides direction on which Form Type to use for specific Employee Types based on what Action(s) you would like to complete. If the employee type or action is not listed, please contact Employment Services for further direction at employmentservices@ualberta.ca.

Employee Type

Nature of Action

Form Type

Academic

  • APO (Academic Professional Officer)
  • ATS (Academic Teaching Staff)
  • Academic - Casual - Hourly (for ongoing appointments only)
  • Admin Appointment (PT)
  • FAC (Faculty)
  • FSO (Faculty Service Officer)
  • LIB (Librarian)
  • TLAPS (Temporary Librarian, Administrative and Professional Staff)
  • TRAS (Trust/Research Academic Staff)
  • New Appointment
  • Reappointment
  • Reappointment with Merit
  • Rehire
  • Rehire with Merit
  • Extension (Rolling/Renewable)
  • Extension with Merit (Rolling/Renewable)
  • Rate Change
  • Multiple Changes (including Combo Code Change)
  • Transfer Position/Department
  • Termination
eForm
  •  Combo Code Change Only
Account Number Change form
  • One Time Payment (hours x Rate)
  • One Time Payment (Lump Sum Only)
  • Leave Replacement (Double Head Count)
Academic Pay Action Form
  • Maternal/Parental Leave
Refer to Collective Agreement

Excluded

  • Excluded Academic
    • Casual Monthly (PT)
      • Term Excluded
  • Excluded Student
    • Excluded Student Hourly
    • Undergrad Scholarship
  • Excluded Support
  • New Appointment
  • Appointment Extension
  • Multiple Changes (including Combo Code Change)
  • Supplemental Pay (with Hire/Rehire)
  • Rate Change
  • One Time Payment (Lump Sum Only)
eForm
  •  Combo Code Change Only
Account Number Change form
  •  One Time Payment (hours/Rates)
Excluded Student Pay Action Form

Excluded Academic

  • Academic Administrator

 

Management and Professional Staff (MAPS)

 

 

  • New Appointment
  • Appointment Extension
  • Combo Code Change
  • Supplemental Pay (with Hire/Rehire)
  • Rate Change
  • One Time Payment
  • Multiple Changes (including Combo Code Change)
Excluded Management/Academic Administrator Pay Action Form

Person of Interest (POI) With a Job (Paid)

  • Adjunct
  • Clinical
  • Researcher
  • Secondee
  • Special Continuing
  • Visitor
  • Add a Person of Interest
  • Reappointment
  • Termination
  • One Time Payment
eForm

Person of Interest (POI) Without a Job (Unpaid)

  • Adjunct
  • Clinical
  • Researcher
  • Secondee
  • Special Continuing
  • Visitor

  •  Add a Person of Interest
 eForm

Student

  • GRAF (Graduate Research Assistant Fellowship)
  • GRA/GTA (Graduate Research/Teaching Assistants)
  • GTA Principal Instructor
  • Short Term Academic Related Employment
  • Scholarship/Bursary
  • New Appointment
  • Appointment Extension
  • Extension in Job Code
  • Change in Job Code
  • Multiple Changes (including Combo Code Change)
  • Supplemental Pay (with Hire/Rehire)
  • Rate Change
  • One Time Payment (Lump Sum)
eForm
  •  Combo Code Change Only
 Account Number Change form
  • Supplemental Pay Only
Should you have an exception that has already obtained appropriate approvals and cannot be submitted via eforms, please contact employment.services@ualberta.ca and we will help you process the appointment.
Post Doctoral Fellows
  • New Appointment (Hire)
  • Reappointment
  • Rate Change
  • Termination
eForm

Support

  • Auxiliary - Hourly
  • Auxiliary - Salaried
  • Casual Level 1
  • Casual Level 2
  • Casual Level 1 Full Time Student
  • Continuing
  • ESL > 24 mos
  • ISS (Interim Staffing Solutions)
  • Recurring Term
  • Regular
  • New Appointment (Hire)
  • Appointment Extension
  • Supplemental Pay (with Hire/Rehire)
  • Rehire
  • Permanent Change in FTE/Hours
  • Rate Change
  • Multiple Changes (including Combo Code Change)
  • Termination
  • Retirement
  • Other Job Changes
eForm
  •  Combo Code Change Only
Account Number Change form
  • Leave Replacement (Double Head Count)
  • Temp Change in FTE/Hours
  • Temporary Transfer Promotion (Position/Department)
  • Transfer Promotion (Position/Department)
  • Supplemental Pay Only
Support Pay Action Form
  • Leave of Absence
  • Maternity Leave
  • Parental Leave
Leave without Pay
Maternity Leave Approval Letter
Parental Leave Approval Letter

Support

  • ESL < 12 mos, < 24 mos
  • Supplemental Trade
  • New Appointment
  • Appointment Extension
  • Extension in Job Code
  • Change in Job Code
  • Multiple Changes (including Combo Code Change)
  • Supplemental Pay
  • Rate Change
  • One Time Payment
  • Temporary Transfer Promotion (Position/Department)
  • Transfer Promotion (Position/Department)
Support Pay Action Form
  •  Combo Code Change Only
Account Number Change form
  •  Termination
 Support Notice of Termination Pay Action Form

Trainee

  • Fellowship/Residents PGME
  • Residents - Medical
  • New Appointment (Hire)
  • Rehire
  • Rate Change
  • Multiple Changes (including Combo Code Change)
  • Termination
  • Other Job Changes
  • One Time Payment (Lump Sum)
 eForm
  •  Combo Code Change Only
Account Number Change form
Visiting Speaker
  •  Honorarium Payment
Pay in Canadian Funds
Pay in US Funds
Pay in Foreign Currencies

Using eForms

For more information about eForms training and supporting materials, visit the eForms Learning Reference Materials section within the PeopleSoft HCM Learning Reference Materials web page.

Using the Pay Action Forms

We highly recommend that you download and save the most current version* of the Pay Action forms (PAFs) to your desktop before completing them. This will alleviate any issues that may arise when using your browser. Instructions are included within each form.

(*The version date of the form is located in the bottom right corner of each form.)

Submitting the Forms

You will have the option to save, print or email the forms to HRS. Please submit completed forms by email as per the instructions on the form. The forms should be emailed to either payroll.operations@ualberta or employmentservices@ualberta.ca with scanned copies of all required supporting documentation such as appointment letters, work permits, etc.

Form submission by campus mail is available but will take extra time to be delivered to University Terrace. You may submit completed forms with copies of all required supporting documentation by campus mail to: Payroll Operations, Human Resource Services, 2-60 University Terrace, University of Alberta, Edmonton, AB, T6G 1K4.

Please do not use multiple methods (email and campus mail) for the same form. Email is the preferred method of submission. Please note that HRS does not require original documents for most items. Please maintain originals within the faculty/department personnel files.

Urgent/Priority Forms

If a form is an urgent or high priority request, we recommend that you indicate that in the subject line of the email.

eForms Security Access Request

Complete and submit the Request for HCM eForms Access form.

Help or Support

For assistance using Pay Action Forms, please talk to your HR Contact or email payroll.operations@ualberta.ca or employmentservices@ualberta.ca.