eForms

HRS uses specific forms to administer and process transactions related to hiring, changing employment and termination. There are two types of forms used:

  1. eForms - are the electronic forms which are completed, submitted and approved online using the eForm application. For eForms support and training, visit the eForms Learning Reference Materials web page.
     
  2. PAFs (Pay Action Forms) - are the paper forms which are completed and approved manually and submitted through email. For help, refer to the Using Pay Action Forms section on this webpage.

The table below provides direction on which Form Type to use for specific Employee Types based on what Action(s) you would like to complete. If the employee type or action is not listed, please contact Employment Services for further direction at employmentservices@ualberta.ca.

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)
  • SOTS (Sessional and Other Temporary Staff)
  • TRAS (Trust/Research Academic Staff)
  • New Appointment
  • Reappointment
  • Reappointment with Merit
  • Rehire
  • Rehire with Merit
  • Extension (Rolling/Renewable)
  • Extension with Merit (Rolling/Renewable)
  • Rate Change
  • Combo Code Change
  • Transfer Position/Department
  • Termination
  • One Time Payment (Lump Sum Only)
eForm
  • One Time Payment (Hours x Rate)
  • Supplemental Pay
Academic Pay Action Form
  •  Maternal/Parental Leave
 Refer to Collective Agreement
 Excluded
  • Excluded Academic
    • Casual Monthly (PT)
    • Term Excluded
  • Excluded Student
    • Excluded Student Hourly
    • Undergrad Scholarship
  • Excluded Support
  • New Appointment
  • Appointment Extension
  • Extension in Job Code
  • Change in Job Code
  • Combo Code Change
  • Supplemental Pay
  • Rate Change
  • One Time Payment (Lump Sun Only)
eForm
  •  One Time Payment (Hours/Rates)
Excluded Student - Pay Action Form
  •  Excluded Student
  • New Appointment
  • Appointment Extension
  • Extension in Job Code
  • Change in Job Code
  • Combo Code Change
  • Supplemental Pay
  • Rate Change
  • One Time Payment
Excluded Student - Pay Action Form
POI (Person of Interest)
  • With a Job (Paid)
    • Adjunct
    • Clinical
    • Researcher
    • Secondee
    • Special Continuing
    • Visitor
  • Add a Person of Interest
  • Reappointment
  • Termination
  • One Time Payment
eForm
  • 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
  • New Appointment
  • Appointment Extension
  • Extension in Job Code
  • Change in Job Code
  • Combo Code Change
  • Supplemental Pay
  • Rate Change
  • One Time Payment (Lump Sum)
eForm
 Post Doctoral Fellows
  •  Post Doctoral Fellows
  • New Appointment (Hire)
  • Reappointment
  • Rehire
  • Rate Change
  • Combo Code Change
  • Termination
Refer to How To Appoint Post Doctoral Fellows 

 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
  • New Appointment (Hire)
  • Appointment Extension
  • Supplemental Pay
  • Rehire
  • Temp Change in FTE/Hours
  • Permanent Change in FTE/Hours
  • Rate Change
  • Combo Code Change
  • Termination
  • Retirement
  • Other Job Changes
eForm
  • Leave Replacement
  • Temporary Transfer Promotion (Position/Department)
  • Transfer Promotion (Position/Department)
 Support Pay Action Form
  • Leave of Absence
  • Maternity Leave
  • Parental Leave
Leave without Pay
Maternity Leave Approval Letter
Parental Leave Approval Letter
  •  ESL < 12 mos, < 24 mos
  • Supplemental Trade
  • New Appointment
  • Appointment Extension
  • Extension in Job Code
  • Change in Job Code
  • Combo Code Change
  • Supplemental Pay
  • Rate Change
  • One Time Payment
  • Temporary Transfer Promotion (Position/Department)
  • Transfer Promotion (Position/Department)
Support - Pay Action Form
  •  Termination
Support Notice of Termination Pay Action Form
Trainee

  • Fellowship/Residents PGME
  • Residents - Medical
  • New Appointment (Hire)
  • Rehire
  • Rate Change
  • Combo Code Change
  • Termination
  • Other Job Changes
  • One Time Payment (Lump Sum)
eForm
 Visiting Speaker
  •  Visiting Speaker
  •  Honorarium Payment
Pay in Canadian Funds
Pay in US Funds
Pay in Foreign Currencies

Using eForms

For more information about eForms training and supporting materials, visit the Learning PeopleSoft HCM section or the eForms Learning Reference Materials.

Using the Pay Action Forms

We highly recommend that you download and save the most current version* of the Pay Action forms (PAFs) to your desktop before completing them. This will alleviate any issues that may arise when using your browser. Instructions are included within each form.

(*The version date of the form is located in the bottom right corner of each form.)

Submitting the Forms

You will have the option to save, print or email the forms to HRS. Please submit completed forms by email as per the instructions on the form. The forms should be emailed to either payroll.operations@ualberta or employmentservices@ualberta.ca with scanned copies of all required supporting documentation such as appointment letters, work permits, etc.

Form submission by campus mail is available but will take extra time to be delivered to University Terrace. You may submit completed forms with copies of all required supporting documentation by campus mail to: Payroll Operations, Human Resource Services, 2-60 University Terrace, University of Alberta, Edmonton, AB, T6G 1K4.

Please do not use multiple methods (email and campus mail) for the same form. Email is the preferred method of submission.

Please note that HRS does not require original documents for most items. Please maintain originals within the faculty/department personnel files.

Urgent/Priority Forms

If a form is an urgent or high priority request, we recommend that you indicate that in the subject line of the email.

Help or Support

For assistance using Pay Action Forms, please talk to your HR Contact or email payroll.operations@ualberta.ca or employmentservices@ualberta.ca.

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