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 web page.
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
|
|
eForm |
|
Speedcode/Combo Code Change Request | |
|
Academic Pay Action Form | |
|
||
|
||
|
Excluded
|
|
eForm |
|
Account Number Change form | |
|
Excluded Student Pay Action Form | |
|
Excluded Management
Management and Professional Staff (MAPS)
|
|
Excluded Management/Academic Administrator Pay Action Form |
|
Person of Interest (POI) With a Job (Paid)
|
|
eForm |
|
Person of Interest (POI) Without a Job (Unpaid)
|
|
eForm |
|
Student
|
|
eForm |
|
Account Number Change form | |
|
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 • Trainee |
|
eForm |
|
Support
|
|
eForm |
|
Account Number Change form | |
|
Support Pay Action Form | |
|
Leave without Pay Maternity Leave Approval Letter Parental Leave Approval Letter |
|
|
Support
|
|
Support Pay Action Form |
|
Account Number Change form | |
|
Support Notice of Termination Pay Action Form | |
|
Trainee
|
|
eForm |
|
Account Number Change form | |
| Visiting Speaker |
|
Visiting Speaker Honorarium Payment in Canadian, US and Foreign Funds |
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 savethe 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 .