HR & Payroll Forms

Employment Forms
Application for Leave, Overtime & Payment Request Forms
Benefits Forms
Pension Forms
Job Evaluation Forms

Payroll Forms
Tax Forms
Payroll Schedules
Accurate Completion of Payroll Forms
Other Forms

 

Employment Forms

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Form Name

Description

Download

Hiring Authorization Form

To initiate the hiring process for existing positions, as well as contract, temporary and new positions, Human Resources require the Hiring Authorization Form.

Fillable Form

Non-Student Casual Hiring Authorization Form

To initiate the hiring process for non-student casual positions, Human Resources will require the completed Non-Student Casual Hiring Authorization Form with the appropriate approvals and signatures

Fillable Form

Employment Equity Workforce Survey

Survey to determine the representation of aboriginal persons, persons with disabilities, members of visible minorities, and women at Saint Mary's University

Fillable Form 

Employee Action Form

Complete form to make changes to demographic/address information, payroll direct deposit details, and/or to request a name change. Completed form is returned to HR.

 Employee Action Form

Human Resources Salary Paid Employees Letter Request Form

Salary paid employees complete this form if requesting confirmation of employment and/or earnings. Completed form is returned to HR.

Fillable Request Form


Application for Leave, Overtime & Payment Request      Forms

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Form Name

Description

Download

Administrative, Professional and Confidential (APC) Staff and APC Contract Staff

Administrative, Professional and Confidential (APC) Staff and APC Contract Staff this form when requesting vacation leave 

Fillable Form

Vacation Carryover(AP Confidential Staff)

Administrative and Professional staff complete this form when requesting carryover

Fillable Form

 

Application for Leave, Overtime & Payment Request: Facilities Management (NSGEU 179, CUPE 4491)

 

Facilities Management complete this form when requesting annual leave, sick time, overtime/lieu, as well as overtime record and payment requests.

 

Available in paper copy only.

 

Application for Leave, Overtime & Payment Request: NSGEU 179 and Confidential Staff

 

NSGEU 179 and Confidential Staff complete this form when requesting annual leave, sick time, overtime/lieu, as well as overtime and payment requests.

 

Fillable Form

 

 

Compassionate Leave - Administrative Professional and Confidential Staff

 

Administrative Professional and Confidential Staff use this form when submitting a request to their supervisor for Compassionate Leave.

Fillable Form

 

Benefits Forms

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 Form Name

Description

 Download

Medavie Blue Cross Application for Group Benefits (Health & Dental)

 

Complete if applying for the University's health and dental plan.  Return completed form to Human Resources.

Fillable Form

Medavie Blue Cross Direct Deposit Request Form

 

Complete if you wish to have your health and dental claims reimbursed directly your bank account through direct deposit. Completed form is mailed directly to Blue Cross for processing.

 

Fillable Form

 

Medavie Blue Cross Student Dependent Registration Form

 

Complete the Dependent Registration Card if your dependent child is greater than 20 years of age and less than 26 years of age and is attending University/College on a full-time basis for the upcoming academic year. Completed form is returned to Human Resources.

 

 Fillable Form

Post-Age 65 Health Spending Account (HSA) Claim Form 

For active members over the age of 65 and participating in the Health Spending Account – use this form to submit claims for reimbursement.  This form is submitted directly to Medavie Blue Cross (address is on the top of the claim form).

Fillable Form

Medavie Blue Cross Change Form

 

Complete if requesting change of plan coverage (i.e. add or remove dependents). Form is completed and returned to Human Resources.

 

Change Form


Group Life & Critical Illness Insurance Forms

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Manulife Beneficiary Designation Form

Form is used to designate or make changes to beneficiaries for group life insurance or optional life insurance. Beneficiary form must be completed for each life insurance benefit and returned to Human Resources.

Fillable Form

Application for Optional Life Insurance for Plan Member and Dependants

To be completed by employees who are applying for and/or cancelling spousal or dependent life insurance. 

 

 Fillable Form

SSQ Voluntary Critical Illness Application Form

To be completed by employees applying and/or increasing/decreasing Critical Illness Insurance. Completed form is returned to Human Resources.

 

‌Fillable Form


Pension Forms

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Form Name Description Download
Sun Life Trustee Form

Form is used to appoint a Trustee for your pension beneficiary if the beneficiary appointed is a minor. Completed form is returned to Human Resources.

 

 Fillable Form

Sun Life Change of Records Form

Complete form to make the following changes: legal name change, marital or relationship status, beneficiary and/or contingent beneficiary.  Return to Human Resources.

 

Fillable Form

Voluntary Contribution form (SMU)

Complete form if you wish to start, stop or change voluntary contributions to the pension plan.

Fillable Form

Online Registration instructions 

Instructions on how to register for the Sun Life online member portal.

Online Registration instructions

 

Or visit and update your Beneficiary Info (under the Quick Links drop down menu).

 

  


Job Evaluation Forms

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Form Name Description Download
Job Evaluation Fact Sheet NSGEU Staff

Completed by the immediate supervisor and department head and returned to HR for evaluation and assignment of provisional rating for a new position.

 

 NSGEU Job Fact Sheet
Job Evaluation Fact Sheet Administrative/Professional Staff

Completed by the immediate supervisor and department head and returned to HR for evaluation and assignment of provisional rating for a new position.

In progress
Job Evaluation Fact Sheet Confidential Staff

Completed by the immediate supervisor and department head and returned to HR for evaluation and assignment of provisional rating for a new position.

 

 Job Fact Sheet - Confidential Staff 
Job Evaluation Request Form (JERF)

Completed when employees request a review of their job (i.e. in cases where duties and responsibilities have changed significantly enough to warrant a review). Completed form is returned to HR not later than the last working day of October of a given year.

 

  
Job Evaluation Appeal Form (JEAF)

Completed if the employee or supervisor disagree with the results of the job evaluation review. Completed form must be forwarded to HR within ten days of the receipt of the evaluation results.

 

 Job Evaluation Appeal Form (JEAF) 


Payroll Forms

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Form Name Description Download

Bi-weekly Time Report

This form must be accompanied by the Casual Employee Action & Change Form when first being submitted. Completed by department for employees whose hours are submitted every 2 weeks. It is used to pay a casual employee whose hours and dollars are not predetermined. It must be submitted to Payroll Services on or before the cut-off dates to be processed for the applicable pay date.

 

Bi-Weekly Time Report 

Casual Employee Action & Change Form

 

This form must be filled out for all new casual employees and all casual employees whose rate of pay or budget information is changing. This is not the form required If the casual employee is a student marker, demonstrator, or teaching assistant. This form must be accompanied by either a Fixed Remuneration or Bi-Weekly form in order to pay the employee.

 

Casual Employee Action & Change Form

Banking Information Change Form

 

This form is used for employees who wish to change their direct deposit information. Please note that payroll cutoff dates apply.

Banking Information Change Form

Payroll Services Letter Request Form

Completed by hourly paid employees requesting confirmation of employment and/or earnings. Completed form is returned to Payroll Services at casualpay@smu.ca. 

Fillable Request Form 

 

Fixed Remuneration Form

This form must be accompanied by the Casual Employee Action & Change Form when first being submitted. It is used to pay a casual employee whose hours and dollars remain constant over a period of time. Service worked from and to dates need to be included and the total bi-weekly amounts must add up to the Total Remuneration. Completed form is submitted to Payroll Services.

Fixed Remuneration Form - Legal Sized

 

 

Labour Redistribution Request Form

This form is used to correct labour distribution errors. Please complete and forward to Financial Planning for approval.

Labour Redistribution Request Form


Tax Forms

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Form Name Description Download

TD1 Federal Personal Tax Credit Form

 

Form is used to determine the amount of federal tax deductions. Completed form is returned to the Payroll Services.

 

TD1 Form

TD1 Provincial Personal Tax Credit Form

 

Form is used to determine the amount of provincial tax deductions. Completed form is returned to the Payroll Services.

 

 TD1 NS Form

Worksheet for Federal Personal Tax Credit Form

 

Complete this worksheet if you want to calculate partial claims for your federal TD1 form. This form is for employees’ calculation of tax deductions. Keep form for your records only.

 

TD1 Worksheet

Worksheet for Provincial Personal Tax Credit Form

 

Complete this worksheet if you want to calculate partial claims for your provincial TD1 form. This form is for employees’ calculation of tax deductions. Keep form for your records only.

 

TD1 NS Worksheet
Payroll Schedules Back to top
Form Name Description Download

Casual Employee Payment Schedule

Payroll schedule for all hourly casual employees. Hourly paid employees will not be paid to and including pay day.

2026

 

 

Cut-off Schedules for payroll submission

Payroll Schedule for all employees. Departments must submit correct and complete information to Payroll Services on or before the cut-off dates to be processed for the next pay date.

2026

Payroll Schedule for Overload Contracts

Payroll Schedule for Overload Contract Employees. Departments must submit correct and complete information to PTT@smu.ca on or before the cut-off dates to be processed for the next pay date.

2026-2027

Part-Time 色花堂

Part-time employees will be paid up to and including pay day. Contracts will be issued once complete and approved contract recommendations have been received at PTT@smu.ca. The instructor must return a signed contract by the cut-off dates provided on the Cut-off Schedules for payroll submission to be paid on the next pay date. 

 

Teaching Assistant

Hourly paid employees will not be paid to and including pay day. Departments must submit correct and complete information to Payroll Services on or before the cut-off dates to be processed for the next pay date.

For more information refer to *CUPE 3912- Teaching Assistant collective agreement effective September 1,2025*

  
Other Forms (some available only in hardcopy in HR office) Back to top
Form Name Description Download
WCB Accident Report If employee is covered by WCB, an Accident Report must be completed if the employee misses time or seeks medical attention due to a work related accident. Completed forms are returned to HR.

This document is linked on the WCB Web site; hard copy also available in Human Resources.

Health and Safety Injury/Incident Report form

Form is completed for all injuries, incidents or near misses. Original completed form is returned to Human Resources or to the Occupational Health and Safety Program Manager.

Injury/Incident Report form
Tuition Waiver Form (credit courses)

Form is completed each semester to receive applicable discount for tuition of credit courses for eligible employees and/or spouses/dependants.**Please ensure completed form is forwarded by email to HR@smu.ca for signature

Fillable Form

Continuing Education Tuition Discount Application Form (non-credit courses)

 

Form is completed to receive applicable discount for tuition of non-credit courses for eligible employees. **Please ensure completed form is forwarded by email to HR@smu.ca for signature

Fillable Form
CUPE 3912 - Article 24.04 - Application

Form is completed to receive disability payment (CUPE 3912) when the employee is not covered by any other disability plan.

 

 Article 24.04 - Application
Contact us
Human Resources
hr@smu.ca
(902) 420-5564
(902) 496-8116
Mailing address:
Saint Mary's University
McNally South 111
923 Robie Street
Halifax NS B3H 3C3
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