Staff Change Forms

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Staff Change Forms
When to use For all changes to Salary, Status,
Account, Position Terminations One time
payments Where to obtain Request forms from
Human Resources not available on-line as these
are 4 part forms with original for HR and copies
for Payroll, Budget and the originating
department required. Only the form Revised
Summer 2006 should be used.
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• Areas must be completed IN FULL - incomplete
  forms will be returned which could delay payment

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Part One Who Are We Paying ???

• This information is used to set up or identify
  an individual in the system and it is important
  that the information is complete and correct.

4
STAFF CHANGE RECOMMENDATION
TYPE OR PRINT
FIRMLY NAME______________________________________
____________________________
Surname
Given Names EMPLOYEE or STUDENT ID
___________________ S.I.N. (optional)
__________________________ DATE OF BIRTH
______/______/____
GENDER FEMALE MALE
YY MM
DD APPOINTMENT SALARY CHANGE ACCOUNT
CHANGE EXTENSION OTHER START DATE
______/______/___ END DATE
______/______/______

YY MM DD YY
MM DD TITLE________________
_________________________________________________
EMPLOYEE GROUP (CIRCLE ONE) APT SALAC
GLTA CUPE STUDENT OTHER___________ SALAR
Y ________________ PER YEAR OR _________
PER HOUR (CHOOSE ONE) ANNUAL RATE OR
TIMESHEETS (CHOOSE ONE METHOD OF PAYMENT
ONLY) IF APPLICABLE, NAME OF PERSON REPLACED
__________________________________________________
_____________ APPOINTMENT TYPE CONTINUING FULL-TI
ME PART-TIME RENEWABLE FULL-TIME
PART-TIME TERM FULL-TIME
PART-TIME HOURS PER WEEK _______________(FOR
E.I. RECORDS) PROBATION YES NO
Budget Use Only ACCOUNT
NUMBER (S) ______________________________________
9__________ ONE TIME PAYMENT START DATE
______/______/______ END DATE
______/______/______

YY MM
DD YY MM
DD AMOUNT ________________ TOTAL HOURS WORKED
__________ (REQUIRED )

Budget Use Only



ACCOUNT NUMBER(S)_______________________________
_________ 9__________ TERMINATION
EFFECTIVE DATE ______/______/______

YY
MM DD
ACCOUNT NUMBER (S)____________________________
__ RATE OF PAY ________
REASON CODE FOR TERMINATION FROM LIST BELOW
(REQUIRED FOR E.I. RECORDS) A SHORTAGE OF WORK
B STRIKE OR LOCKOUT C RETURN TO SCHOOL
D ILLNESS OR INJURY E QUIT F
PREGNANCY/PARENTAL G
RETIREMENT H WORK SHARING J
APPRENTICE TRAINING M DISMISSAL N
LEAVE OF ABSENCE K OTHER CODE ____________
IF K, PLEASE EXPLAIN__________________________
_______________________________ OTHER DETAILS,
COMMENTS OR SPECIAL CONDITIONS HR
USE ONLY _________________________________________
__________ _______________________________________
____________ AUTHORIZED BY_______________________
_______________________DATE ______/______/______




YY MM DD
PRINT
NAME_______________________________________
TITLE ______________________________
HR USE ONLY   STATUS   T ? N ? O
?   POSD   _______     NAE ?   FACL ?   CPPI ?  
ADAP ?   PWAG ?   WAGS ?   PYIS ?   STPS ?
 
YY MM DD APPOINTMENT
SALARY CHANGE ACCOUNT CHANGE
EXTENSION OTHER START DATE
______/______/___ END DATE
______/______/______

YY MM DD YY
MM DD TITLE________________
_________________________________________________
EMPLOYEE GROUP (CIRCLE ONE) APT SALAC
GLTA CUPE STUDENT OTHER___________ SALAR
Y ________________ PER YEAR OR _________
PER HOUR (CHOOSE ONE) ANNUAL RATE OR
TIMESHEETS (CHOOSE ONE METHOD OF PAYMENT
ONLY) IF APPLICABLE, NAME OF PERSON REPLACED
__________________________________________________
_____________ APPOINTMENT TYPE CONTINUING FULL-TI
ME PART-TIME RENEWABLE FULL-TIME
PART-TIME TERM FULL-TIME
PART-TIME HOURS PER WEEK _______________(FOR
E.I. RECORDS) PROBATION YES NO
Budget Use Only ACCOUNT
NUMBER (S) ______________________________________
9__________ ONE TIME PAYMENT START DATE
______/______/______ END DATE
______/______/______

YY MM
DD YY MM
DD AMOUNT ________________ TOTAL HOURS WORKED
__________ (REQUIRED )

Budget Use Only



ACCOUNT NUMBER(S)_______________________________
_________ 9__________ TERMINATION
EFFECTIVE DATE ______/______/______

YY
MM DD
ACCOUNT NUMBER (S)____________________________
__ RATE OF PAY ________
REASON CODE FOR TERMINATION FROM LIST BELOW
(REQUIRED FOR E.I. RECORDS) A SHORTAGE OF WORK
B STRIKE OR LOCKOUT C RETURN TO SCHOOL
D ILLNESS OR INJURY E QUIT F
PREGNANCY/PARENTAL G
RETIREMENT H WORK SHARING J
APPRENTICE TRAINING M DISMISSAL N
LEAVE OF ABSENCE K OTHER CODE ____________
IF K, PLEASE EXPLAIN__________________________
_______________________________ OTHER DETAILS,
COMMENTS OR SPECIAL CONDITIONS HR
USE ONLY _________________________________________
__________ _______________________________________
____________ AUTHORIZED BY_______________________
_______________________DATE ______/______/______




YY MM DD
PRINT
NAME_______________________________________
TITLE ______________________________
HR USE ONLY   STATUS   T ? N ? O
?   POSD   _______     NAE ?   FACL ?   CPPI ?  
ADAP ?   PWAG ?   WAGS ?   PYIS ?   STPS ?
 
  CODE__   PWSC ?   CSTI ?   BNDS ?   R of
E ?   OTHER _______ ______________   __________  
__________   __________   Revised August 2002
HIRING DEPARTMENT _______________________________
__________ UNBF UNBSJ
HIRING DEPARTMENT _______________________________
__________ UNBF UNBSJ
ü Funding Approved By




ü Funding Approved By








üFunding Approved By




üFunding Approved By
 
 
USE FOR ALL CHANGES TO EMPLOYEE STATUS, POSITION
OR PAY. KEEP GOLD COPY FORWARD ALL OTHERS TO
HUMAN RESOURCES, RM 102, IUC COMPLEX, UNBF
USE FOR ALL CHANGES TO EMPLOYEE STATUS, POSITION
OR PAY. KEEP GOLD COPY FORWARD ALL OTHERS TO
HUMAN RESOURCES, RM 102, IUC COMPLEX, UNBF
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IMPORTANT !

• When a Social Insurance Number starts with
• 9 we require
• a student authorization (for a student)
• a work permit (for staff/faculty)
• NOTE
• The employee can only be paid up to the end date
  of their permit
• See the Managers Tool Kit on the HR webpage for
  more information.

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Part Two What Would You Like To Do?

• The information on this part of the form is
  extremely important. It dictates which employee
  group, the type of employment, rate of pay and
  hours. This information must be in compliance
  with the appropriate employee collective
  agreements or policies. This section must be
  filled out completely and accurately.
• In addition the funding information for the
  position is included in this section.
• All 16 digits of account numbers must be
  included
• Campus Unit Object Code
  Fund Function
• 1 - 555000 -
  52110 - 11 - - 01
• If you are unsure which object code to use
  please call as only certain types of payments may
  be made against object codes

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Part Three Paying Only Once?

• One time payments- What are they?
• This is for work completed on a one time basis
  over a short period of time only!
• If the position is on-going then the proper
  process must be competed to set up an individual
  for on-going payments.
• All one time payments must include days worked
  and the hours worked each day for the allocation
  of Employment Insurance insurable earnings.
• Payments will be returned where this information
  is missing.
• This amount should not include vacation pay or
  benefits. If vaction pay and/or benefits are
  included you must indicate this clearly or
  vacation pay will be added to any amount
  indicated.

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Part Four When An Employee Leaves

• Please ensure you complete a staff change form
  when an employee is terminated
• In addition you should contact HR to determine
  if any vacation is owing.

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Part Five Its All In The Details

• Other details, comments or special conditions
  must be indicated in this section when other
  information is necessary for clarification on any
  of the above sections.

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If you have any questions DO NOT GUESS Wed be
happy to help you!