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 request access to initiate or approve eForms, the authorized approver (AA) must submit an eSecurity form through PeopleSoft. Information on how to submit an eSecurity request can be found on the IST website.

For eForms support and training, visit the eForms documentation . (Note: If you get no results after clicking on the eForms documentation link the first time, try clicking on it again.)

Pay Action Forms (PAFs) are fillable PDF 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).

What's New?
Need to Request Changes to Reporting Relationships? Use the Reports To/Supervisor ID Change Request form to request a single employee change as well as for multiple employees changing to an individual Supervisor.
Questions?
Visit the Staff Service Centre.
Forms
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)
 General Use 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)
 General Use 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

General Use 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
  • Other job changes
  • Supplemental Pay
 General Use Pay Action Form
  • Combo Code Change (GL distribution for employees’ earnings, deductions, taxes and additional pay)
 GL Distribution Change Procedure
  • Termination
 Notice of Termination of Employment
  • Retirement

Notice of Retirement (NASA)

Notice of Phased Retirement

Support

  • Supplemental Trade
  • Extension in job code
  • Change in job code
  • Supplemental pay
  • Rate change
  • One-time payment
 General Use 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
 Honoraria Reporting and Payment

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.