HR/Payroll Forms

On this page you will find forms to be used with the HR Mosaic Payroll system.

Each form has a set of instructions on how to complete the form. Please ensure forms are completed accurately with all required approvals and submitted by appropriate deadlines. Any errors on the forms could delay processing.

Adobe Acrobat Reader 6 or higher is required in order to use the fillable form functions.

Human Resources / Payroll Forms

HR Event Form

  • The HR Event form can be used for all non faculty positions to update attributes for an employee. For example; transferring an employee to a new position, schedule heirarchy or combocode changes, or to terminate an employee.  An additional Hierarchy Spreadsheet is available here
  • Initiator: Department Manager

Employee Contact & Deposit Information Form

  • This form should be completed at the time of hire and is also included in the hiring package through HR Mosaic. This form is required and must be signed by the employee. If an employee has a change in personal or banking information, this form can be completed and re-submitted to HR.
  • Instructions for using the Employee Contact & Deposit Information Form
  • Initiator: Department Manager/Employee

Special Premium Payment Form

  • Complete the Special Premium Payment form to set up an employee with a one-time payment or on-going biweekly payment. When completing for more than 30 employees, use the upload templates below.
  • Initiator: Department Manager

Upload for >30 One-Time Payments

  • Using the instructions above, prepare an excel file for one-time payments to be uploaded to HR Mosaic or contact HR for a template. Please be sure to accurately include all required information, obtain all required finance signatures and submit by the applicable HR deadlines following the regular payroll cutoff schedule.
  • When submitting electronically, you must password protect files containing employee information to ensure confidentiality.
  • Sample File is available here
  • Initiator: Department Manager

Upload for >30 On-Going Payments

  • Using the instructions above, prepare an excel file for on-going payments to be uploaded to HR Mosaic or contact HR for a template. Please be sure to accurately include all required information, obtain all required finance signatures and submit by the applicable HR deadlines following the regular payroll cutoff schedule. 
  • When submitting electronically, you must password protect files containing employee information to ensure confidentiality.
  • Sample File is available here
  • Initiator: Department Manager

 

Federal & Provincial Tax Forms

2018 Federal TD1 Tax Exemption

  • Initiator: Department Manager/Employee
    The Federal TD1 Eexmption Form should be completed at the time of hire and is also included in the hiring package through HR Mosaic. In the event that an employee has a life change that may require updates to the Federal TD1 Tax Exemption form, please complete and submit to your Human Resources office.

2018 Ontario TD1 Tax Exemption

  • Initiator: Department Manager
    The Ontario TD1 Tax Exemption Form should be completed at the time of hire and is also included in the hiring package through HR Mosaic. In the event that an employee has a life change that may require updates to the Ontario TD1 Tax Exemption form, please complete and submit to your Human Resources office.

Application for Individual Tax Number (ITN) for Non-Residents

  • Initiator: Non-Resident 
    *Note: This form is required to accompany the Non-Resident Tax Waiver form if no Social Insurance Number (SIN) or Individual Tax Number (ITN) has already been issued for the Non-Resident Tax Waiver applicant. Forms to be mailed to: Canada Revenue Agency - Waivers, PO Box 9807, Ottawa, ON, K1G 4A5

Non-Resident Tax Waiver

  • Initiator: Department Manager
    *Note: a copy of the Contract / Letter of Agreement must accompany the Non-Resident Tax Waiver form submission to the CRA. Forms to be mailed to: Canada Revenue Agency - Waivers, PO Box 9807, Ottawa, ON, K1G 4A5


Information Request Forms

Reporting & Control HRIS Request Form 

  • Initiator: Department Manager
    Please note: Reporting requests typically have a 1-2 week turnaround time. Reports required to meet regulatory obligations will be prioritized.