Temporary Employment Appointment Form Completion Instructions
1.0 Purpose
1.1
The purpose of this instruction is to clearly identify the steps required to effectively complete
the Temporary Employment Appointment Form for an employee with an appointment of 3
months up to 2 years in a timely manner.
2.0 Scope
2.1
The Temporary Employment Appointment Form is to be utilized for hiring individuals that meet
the following criteria –
Appointments lasting 3 months to 2 years for the following type of hires/rehires:

Temporary Contract

Co-op Student

Work Placements

Undergrad Teaching Assistants
3.0 Roles & Responsibilities
3.1
3.2
The Hiring Manager/Department is responsible for:
3.1.1 Completing the Temporary Employment Appointment Form in a timely and
comprehensive manner.
3.1.2
Obtaining the required signatures.
3.1.3
Sending the original required documentation to Human Resources in a timely manner
prior to the individual’s start date.
Human Resources is responsible for:
3.2.1 Reviewing and validating the information captured on the Temporary Employment
Appointment Form. If information is missing Human Resources will be responsible for
sending the form back to the Hiring Manager/Faculty and requesting the missing
information.
*Please note: If information is missing, this will affect the timely processing of the
documentation and may result in the employee not receiving their pay in
the proper pay period.
3.2.2
Process the Temporary Employment Appointment Form in myHRinfo.
Document Title
Temporary Employment Appointment
Form Completion Instructions
Date
July 31, 2014
Revision
2
Page
1 of 6
Document No.
HRAD-WI-004
*Once this artifact is printed it will become an uncontrolled document
Approved By:
Shona Dunseith
Temporary Employment Appointment Form Completion Instructions
4.0 Terms and Definitions
Term
New Appointment
Definition
If the individual has never worked with the University previously; or if there has been a break in service within the same
department of at least 13 weeks; or if the individual is starting a new period of employment. If unknown then leave blank.
The individual is currently on a temporary contract with UW and they will continue in the same role and department for a
longer period than indicated on the original documentation.
The individual is currently on a temporary contract with UW and the original temporary appointment document is being
replaced with a new document with revised employment details. The details of the revision should be clearly outlined in
the Special Terms or Instructions section.
An individual who has previously worked with UW will have a 6-digit identification number assigned. If the individual is a
new employee, or if the previous number is unknown, leave blank.
Extension of Existing
Appointment
Revision of Existing
Appointment
Employee ID (if known)
TYPE OF HIRE
Temporary Contract
As outlined in Policy 54 - staff members with definite-term appointments for periods exceeding three months but less
than two years.
An individual participating in a co-operative education work term. Co-op students are paid 4 equal monthly payments per
term. For the term dates please see https://uwaterloo.ca/student-awards-financial-aid/dates-deadlines . If student is not
working full term and department would like the payments prorated, please make notes in the Special Terms and
Instructions section.
An individual participating in a co-operative education work term where the funding for the position has been approved
by University of Waterloo Student Awards & Financial Aid. In this situation, the completed form is sent to the Director of
Student Awards & Financial Aid.
Typically either 3 laboratory contact hours/week plus associated marking and/or preparation for a total of 5 hours per
week OR 5 hours/week to mark course assignments over the term.
Co-op Student
Work Placement
Undergrad Teaching
Assistant
EMPLOYEE INFORMATION
SIN
Social Insurance Number – Every person working in Canada must have a SIN. This number is used to administer
government benefits under the Income Tax Act, the Canada Pension Plan and the Employment Insurance Act.
5.0 Instructions
Note: If multiple (> 10) Temporary Employment Appointment Forms are to be completed see section
6.6 of this document for the Temporary Employment Appointment Form for mass hiring. This
template can be used to build a mail merge document for multiple hires.
5.1
Starting at the top of the form, check whether the Temporary Employment Appointment Form
(see 6.1 or 6.2) is being completed due to a new appointment, extension of an existing
appointment, or for a revision of an existing appointment.
5.2
Enter the Employee ID (if known).
5.3
Check the box to indicate the Type of Hire per the definitions above.
5.4
Complete the Employee Information Section:
5.4.1 Complete the Given Name, Initial and Surname.
5.4.2
Check the appropriate Gender. This is required to activate the WatIAM account.
Document Title
Temporary Employment Appointment
Form Completion Instructions
Date
July 31, 2014
Revision
2
Page
2 of 6
Document No.
HRAD-WI-004
*Once this artifact is printed it will become an uncontrolled document
Approved By:
Shona Dunseith
Temporary Employment Appointment Form Completion Instructions
5.4.3
Complete the SIN number and SIN expiry if required. A valid SIN is required in order to
be paid. This field must be completed. If the SIN starts with a ‘9” then the SIN expiry
date must be completed.
5.4.4
Complete the Date of Birth. Note the formatting. This is required to activate the
WatIAM account.
Complete the address information. This is for the individual’s permanent address for T4
purposes and department addresses will not be accepted.
5.4.5
5.5
5.4.6
Complete the UW Student ID number if applicable. If the employee is/was a student at
the University of Waterloo please include his/her student ID number (if known). This will
help ensure the temporary employment is linked with the past student employment if
applicable.
5.4.7
If the individual is currently employed at UW, please list the details of the position.
Complete the Position Information Section:
5.5.1 Complete the title of the Position the individual is being offered.
5.5.2
Complete the Start Date of the employment which is the first day of work. If the
existing contract is being extended, be sure to verify that the start and end dates
indicated do not overlap with the existing contract.
5.5.3
Complete the End Date of the employment which is the last day the individual will be at
work.
5.5.4
Complete the Department Name, and the four digit Org Unit number if known.
5.5.5
Complete the Country Work Location. This should be populated with the Country where
the individual will be performing the work. Generally this will be Canada, but if the
individual is working outside of Canada it is very important that this be noted.
5.5.6
Complete the Monthly Salary and Hours worked per week.
5.5.6.1 The calculation used to obtain a monthly salary is as follows:
((Hourly wage x Number of hours worked per week) x 52 weeks in a year)) / 12
months.
Note: Employees must be paid in accordance with the Employment Standards
Act. E.g. Minimum wage as of March 2010: $10.25 per hour (subject to
legislative changes), as of June 1, 2014: $11.00/hour.
5.5.6.2 Complete Hours worked per week. Hours of work must be in accordance with
University Policy and the Employment Standards Act.
5.5.7
Note that Vacation Pay and Vacation Entitlement will be as follows:
Document Title
Temporary Employment Appointment
Form Completion Instructions
Date
July 31, 2014
Revision
2
Page
3 of 6
Document No.
HRAD-WI-004
*Once this artifact is printed it will become an uncontrolled document
Approved By:
Shona Dunseith
Temporary Employment Appointment Form Completion Instructions
5.5.7.1 If less than 1 year:
5.5.7.1.1
Vacation Pay: 4% vacation pay will be paid in each pay period.
5.5.7.1.2
Vacation Entitlement: If time off is approved by the department
it will be unpaid. The department is required to notify Payroll
by completing and submitting a Staff Leave of Absence Request
Form – see 6.3.
5.5.7.2 If 1 year or greater:
5.5.7.2.1
Vacation Pay: Will be paid during time off per the vacation
entitlement.
5.5.7.2.2
Vacation Entitlement: Time off equivalent to two weeks (10
working days) for each full year of employment (or a prorated
amount for a partial year) will be given. This is tracked in the
department the individual is working for.
5.5.8
5.6
Attach a job description to the Temporary Employment Appointment Form.
Complete the Approvals/Authorizations Section:
5.6.1 Complete the Hiring Manager information. Print, Sign, Date and include the Phone
Extension.
5.6.2
Complete the Account Flexfield information:
5.6.2.1 This is the account from which the employee is to be paid. Please ensure the
account given is valid and active. The signature must be the individual who is
authorizing use of the financial account listed. When the Fund Class is 105,
Research Financial Compliance & Eligibility Stamp is required before
forwarding the paperwork to Human Resources.
5.6.2.1.1
The Org Unit number is 4 digits.
5.6.2.1.2
The Activity number is 3 digits.
5.6.2.1.3
The Fund Number is 3 digits.
5.6.2.1.4
The Fund Class is four digits.
5.6.2.1.5
The Project Number is 6 digits.
5.6.2.1.6
The Object Number is 4 digits.
5.6.2.1.7
The Product Number is 4 digits.
5.6.2.1.8
The Phase Number is 3 digits.
5.6.2.2 If you are authorizing the account, please ensure a designate has been identified
in your absence so that the process is not delayed.
5.6.3
Complete the Executive Council section if the contract is greater than 4 months and paid
from the operating budget. An Executive Council member’s signature is required on
contracts coming from the operating budget (Activity Code from Accounting Flexfield is
Document Title
Temporary Employment Appointment
Form Completion Instructions
Date
July 31, 2014
Revision
2
Page
4 of 6
Document No.
HRAD-WI-004
*Once this artifact is printed it will become an uncontrolled document
Approved By:
Shona Dunseith
Temporary Employment Appointment Form Completion Instructions
100) that are longer than 4 months. Click on the Executive Council link which will
display who needs to sign the document.
5.6.4
Any contract that goes beyond two years in total length (regardless of which budget it is
coming from) requires the Provost’s signature. Please refer to Policy 18 (see 7.3) and
contact your Human Resources Advisor to ensure adherence to policy.
5.6.5
Have the employee sign and date a printed copy of the completed form. This is required
on each form. Attach the employee’s banking information and TD1 forms (Bank Deposit
Authorization, Federal TD1 Form, Ontario TD1 Form) to prevent delays in
processing/payment.
5.6.6
Send the original completed forms to Human Resources as soon as they are completed
prior to the individual’s start date. Incomplete forms will be returned to the originator
to obtain missing information. Please note that anything received past the payroll
monthly deadlines will not be processed until the next the pay period.
6.0 Forms & Records
6.1
6.2
6.3
6.4
6.5
6.6
Temporary Employment Appointment Form – HRAD-FR-003
Staff Leave of Absence Request – HRAD-FR-009
Bank Deposit Authorization
Federal TD1 Form
Ontario TD1 Form
Temporary Employment Appointment Form (mass hiring) – HRAD-FR-003A
7.0 References
7.1
Payroll Monthly Deadlines:
https://uwaterloo.ca/human-resources/pay-administration/payroll-administration/2014-monthly-paycutoff-dates-and-pay-dates
7.2
Policy 54 - Definition of Staff
Policy 18 - Staff Employment
Policy 6 – Vacation - Staff
Employment Standards Act - Hours of Work/ Vacation Pay/Minimum Wage
Staff Leave of Absence Request Completion Instructions – HRAD-WI-006
7.3
7.4
7.5
7.6
Document Title
Temporary Employment Appointment
Form Completion Instructions
Date
July 31, 2014
Revision
2
Page
5 of 6
Document No.
HRAD-WI-004
*Once this artifact is printed it will become an uncontrolled document
Approved By:
Shona Dunseith
Temporary Employment Appointment Form Completion Instructions
8.0 Revision History
Revision
Level
0
1
2
Description of Change
Date
Approved By
Document creation
Revisions to wording in in sections 5.5.7.1, 5.5.7.2,
5.6.3
Revised to including TEAF for mass hiring
4-28-14
Shona Dunseith
6-20-14
Shona Dunseith
7-31-14
Shona Dunseith
Document Title
Temporary Employment Appointment
Form Completion Instructions
Date
July 31, 2014
Revision
2
Page
6 of 6
Document No.
HRAD-WI-004
*Once this artifact is printed it will become an uncontrolled document
Approved By:
Shona Dunseith