eForms

Shared Services uses the forms in the table below to process one-time payments, terminations, retirements and employment data changes. There are two types of forms used.

eForms are electronic forms that are completed, submitted and approved online using the eForm application. To gain access to eForms, complete and submit the Request for HCM eForms Access form. For eForms support and training, visit the eForms documentation.

Pay Action Forms (PAFs) are paper forms that are completed and approved manually and submitted as an attachment through the Staff Service Centre. Access all forms from the HR forms and document management system to ensure you’re using the most current version, or you may experience delays in support if it needs to be redone. To access Pay Action Forms you must be signed in to your Campus Computing ID (CCID).

 

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)
  • Rate Change
  • Termination
eForm
  • Change combo code (GL distribution for employees’ earnings, deductions, taxes and additional pay)
GL Distribution Change Procedure
  • One-time payment (hours x rate)
  • One-time payment (lump sum only)
Academic Pay Action Form

Excluded

  • Excluded Academic
    • Casual Monthly (PT)
      • Term Excluded
  • Excluded Student
    • Excluded Student Hourly
    • Undergrad Scholarship
  • Excluded Support
  • Rate change
  • One-time payment (lump sum only)
eForm
  • Change combo code (GL distribution for employees’ earnings, deductions, taxes and additional pay)
GL Distribution Change Procedure
  • One-time payment (hours/rates)
Excluded Student Pay Action Form

Excluded Management

  • Academic Administrator
  • Management and Professional Staff (MAPS)
  • Change combo code (GL distribution for employees’ earnings, deductions, taxes and additional pay)
  • Rate change
  • One-time payment

Excluded Management/Academic Administrator Pay Action Form

 

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

  • Researcher
  • 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
  • Rate change
  • One-time payment (lump sum)
eForm
  • Combo Code Change (GL distribution for employees’ earnings, deductions, taxes and additional pay)
GL Distribution Change Procedure

Post Doctoral Fellows

• Trainee
• Guest (no money)
• Employee

  • Rate Change
  • Termination
PDF Pay Action Form

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
  • Rate change
  • Termination
  • Retirement
  • Other job changes
Support Staff Pay Action Form
  • Combo Code Change (GL distribution for employees’ earnings, deductions, taxes and additional pay)
GL Distribution Change Procedure
  • Supplemental Pay Only
Support Pay Action Form

Support

  • Supplemental Trade
  • Extension in job code
  • Change in job code
  • Supplemental pay
  • Rate change
  • One-time payment
Support Pay Action Form
  • Combo Code Change (GL distribution for employees’ earnings, deductions, taxes and additional pay)
GL Distribution Change Procedure
  • Termination
Support Notice of Termination Pay Action Form

Trainee

  • Residents - Medical
  • Rate change
  • Termination
  • Other job changes
  • One-time payment (lump sum)
eForm
  • Combo Code Change (GL distribution for employees’ earnings, deductions, taxes and additional pay)
GL Distribution Change Procedure
Visiting Speaker
  • Honorarium Payment
Visiting Speaker Honorarium Payment in Canadian, US and Foreign Funds

Submitting Pay Action Forms

The forms should be submitted to the Staff Service Centre with scanned copies of all required supporting documentation such as work permits, etc. We do not require original documents for most items.

Urgent/Priority Forms

If a form is an urgent or high priority request, we recommend that you indicate that in the subject line when submitting to the Staff Service Centre.