Payroll FormsTax FormsPayroll SchedulesAccurate Completion of Payroll FormsOther 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
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
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.
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
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
Vacation Carryover(AP Confidential Staff)
Administrative and Professional staff complete this form when requesting carryover
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.
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.
Benefits Forms
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.
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.
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.
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).
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
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.
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.
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.
Pension Forms
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.
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.
Voluntary Contribution form (SMU)
Complete form if you wish to start, stop or change voluntary contributions to the pension plan.
Online Registration instructions
Instructions on how to register for the Sun Life online member portal.
Or visit and update your Beneficiary Info (under the Quick Links drop down menu).
Job Evaluation Forms
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
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.
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.
Payroll Forms
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.
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.
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.
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.
Tax Forms
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.
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
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.
2025-2026
Payroll Schedule for Part-time and Overload Contracts
Payroll Schedule for Part-time and Overload Contract 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.
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*
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
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
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
Form is completed to receive disability payment (CUPE 3912) when the employee is not covered by any other disability plan.