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FORMS - Support Staff

Submitted by ipthomps on Tue, 09/11/2012 - 3:13pm

Submitted by 21232f297a57a5a... on Tue, 07/01/2014 - 1:17pm

Note: Electronic forms must be saved to your desktop prior to editing and then sent to the designated area.

Employee Forms

Agreements

Form Description
Employee Confidentiality Agreement An agreement to uphold confidentiality of HR data for any employee whom accesses HR records as a function of the duties of their job. The agreement should be signed by anyone with access to confidential HR data and information.

Benefits & Pensions

Form Description
Alberta Blue Cross

Health Services Claim
Health Spending Account Claim
Travel Claim

Health & Dental Benefits Changes – please submit to Human Resources for processing

Links directly to the Alberta Blue Cross website. Staff can print the most commonly used claim forms for reimbursement of health and dental care expenses.

Alberta Health Care Insurance

AHC0102 – Application for Alberta Health Care Insurance Plan Coverage

AHC0199 – Employee Group Commencement and Termination for Alberta Health Care Insurance Coverage

Links directly to the Alberta Health and Wellness website where staff can access information as well as forms to apply for Alberta Health Care, add and/or delete dependents, register a change of address etc.
Wellness Spending Account Claim Form All Wellness Spending Account claims are made using this form. The claim form outlines allowable expenses as well as any exclusions.

Leaves/ Time Off

Form Description
Time Off Request Form This form is completed by the staff member for all paid or unpaid leaves including: vacation, maternity, parental,adoption, unpaid leave of absence and apprenticeship leave.
AUPE Support Staff Flex-Time Request Form This form is to be completed by an AUPE staff member to propose Flex-time arrangements in accordance with the Flex-time Policy and procedures.

Personal Information

Form Description
Direct Deposit Information Job-Aid

You can add/update your direct deposit information yourself through the myUofC Portal. This job aid  will take you step-by-step through the process.

Log-in to the myUofC portal > All about me > My Pay > My Banking Info and follow the job aid instructions from there.

Payroll Deadline Calendar and Tax Forms

Request for Employment Verification Letter

Used to request a confirmation of employment letter for the purpose of confirming appointment type and compensation.

This is not used to confirm student and/or scholarship information.

Performance Management (Self-Assessment)

Form Description

Self Assessment

Used by AUPE employees to assist in making notes in preparation for performance related discussions. For more information visit the Support Staff Performance Management website.

Tuition Support

Form Description

Academic Courses

Tuition Support Program Registration for Academic Courses

Continuing Education Courses

Tuition Support Program Registration for Continuing Education Courses

Forms used when a staff member or an eligible dependent is registering in academic and/or Cont Ed courses offered through the University of Calgary programs.

The Academic Tuition Support form will not be available after the fee deadline.

Submitted by 21232f297a57a5a... on Thu, 06/26/2014 - 5:04pm

Administrator Forms

Recruitment and Onboarding

Form Description
Recruitment
Job Profile A description of a position’s tasks, duties and responsibilities. Specific details of the purpose of the position; the accountabilities for which the incumbent will be held responsible. Should describe how the position will demonstrate stated characteristics/accountabilities. (i.e “leadership” is defined and supported by actual duties related to this job).
Position Control Form Used to request a new position, modify existing position or inactivate a position.
Reference Check Form - Template This form provides you with a standardized reference checking format and a formal reference tracking tool.
Reporting Requirements for Employment Equity Purposes  
General Associate, Associate Limited Access Relationships A General Associate or an Associate - Limited Access is a person who is not part of the workforce but who is still of interest to the organization (e.g. Consultants, Volunteers).
Onboarding
Onboarding Checklist - New Hire Provides a comprehensive list of the steps involved in facilitating the new employee orientation and mainstreaming process.

Onboarding Checklist - Hiring Manager/Onboarding Coordinator

Provides a comprehensive onboarding list of the steps for the Hiring Manager and the Onboarding Coordinator.
Employee Confidentiality Agreement An agreement to uphold confidentiality of HR data for any employee whom accesses HR records as a function of the duties of their job. The agreement should be signed by anyone with access to confidential HR data and information.

Revenue Canada

R105 – Application for Exemption from Income Tax and CPP for Non-Residents
TD1(E) – Personal Tax Credits Return
TD1 (AB) – Personal Tax Credits Return - Alberta
TD4 – Declaration of Exemption - Employment at a Special Work Site

Compensation

Form Description
Acting Incumbency Used when an AUPE staff member performs the majority of the responsibilities of a more senior position for one day or more, they are entitled to a 5 per cent premium, as per Article 26. Acting incumbency payments for Support Staff are administered on the employees time sheet.

Visit the Finance Services Payroll site to access other forms related to compensation.

Performance Management

Form Description
Support Staff:
Mid-Probation Review Used to review the overall performance of a staff member at the mid-point of their probationary period. The mid-probationary review and job profile will assist with the probation discussion, to note any changes or improvements that have occurred or are necessary.
Probation Review Used to review the overall performance of a staff member prior to the completion of their probationary period. The probationary review and job profile will assist with the probation discussion, to note any changes or improvements that have occurred or are necessary.
Mid-Year Review Used to guide an informal discussion; providing an opportunity for feedback and revisit goals and learning & development plans to identify progression and support initiatives.
Annual Review Used to review the overall performance, related to accountabilities and core competencies of a staff member on an annual basis. Manager and staff member discuss; accomplishments/developmental activities, situational factors, setting of goals and learning & development plan.

Termination and Retirement

Form Description
FOIP Reference Sign Off FOIP Reference Sign Off – Used to consent the release of information such as attendance, performance or salary history in a written or verbal reference.

Manual Timesheets

Manual time sheets should only be used by departmental timekeepers or employees/managers who need to submit time that is more than two pay periods old. All employees should enter time via Employee Self Service in the same time period in which the work was completed. Manual time sheets are only used when Self Service time entry is not an option.

Visit the Finance Services Payroll site to access the manual time sheets.

Life Events

Submitted by 21232f297a57a5a... on Wed, 06/25/2014 - 4:18pm

Please click on the EVENT below for for information on Benefit Change Forms in the case of a "Life Change Event" such as Addition/Deletion of Dependent, Marriage/Separation/Divorce, Change of Beneficiary, Retirement etc.

Addition / Deletion of Dependent

Eligible dependents include unmarried, unemployed dependent children under the age of 21 or; if over the age of 21 but less than age 25, they must be attending an accredited educational institution, college or university on a full-time basis. Children of a common-law spouse may be covered if they are living with you.

Link to: Benefit Change Form

Once applicable forms are completed and signed, please forward to Human Resources for processing.(4th floor MacKimmie Tower)

Benefit Eligibility What do I do
Alberta Health Care Within 31 days of event Complete the applicable Notice of Change Form. It is the staff member’s responsibility to send the completed form directly to Alberta Health and Wellness.
Extended Health and Dental Within 31 days of event Complete Benefit Change Form to add or delete child.

* If change is not received by Human Resources within 31 days of event, then the change will be processed the first of the following pay period in which the change was received.

For more information on Life Events, or the completion of any of these forms, call the Integrated Service Centre at 220-5932 to speak to an agent.

Over-Age Dependent Declaration

Unmarried dependent child between the ages of 21 and 25 in full-time attendance at an accredited educational institution, college or university.

Benefit Eligibility What do I do
Alberta Health Care When child turns 21 years of age and/or prior to September 1 each year Complete the applicable Notice of Change Form (only if student is not covered by you).

It is the staff member’s responsibility to send the completed form directly to Alberta Health and Wellness.

Extended Health and Dental When child turns 21 years of age prior to September 1 each year Complete Overage Dependent Declaration Form and forward to Human Resources(4th floor MacKimmie Tower).
Optional Child Life Insurance (Over-age Dependent) When disabled child turns 21 year of age evidence of insurability is required to continue coverage under the plan. Contact totalrewards@ucalgary.ca to obtain Application for Over-Age Disabled Dependent Coverage form.

Cost of medical examination is the responsibility of the employee.

For more information on Life Events, or the completion of any of these forms, call the Integrated Service Centre at 220-5932 to speak to an agent.

Marriage

Within 31 days of your date of marriage, please complete a Benefit Change Form. Completion of the form will facilitate the change of your name (if applicable), addition of your spouse to your Health and Dental plans, as well as designate your spouse as beneficiary for your Life Insurance and Pension plan.

NOTE: If the Benefits Change Form is received after the 31 day grace period, your spouse will be added to your Health and Dental Plans the first of the following pay period in which the forms are received.

Link to: Benefit Change Form

Once applicable forms are completed and signed, please forward to Human Resources (4th floor MacKimmie Tower) for processing unless stated otherwise.

Benefit Eligibility What do I do
Alberta Health Care Within 31 days of date of marriage Complete the applicable Alberta Health and Wellness Notice of Change Form

It is the staff member’s responsibility to send the completed form directly to Alberta Health and Wellness.

Extended Health and Dental Within 31 days of date of marriage Complete Benefit Change Form to have your spouse added your health & dental plans.
Life Insurance Within 31 days of date of marriage Complete Benefit Change Form to have your spouse named as beneficiary for both your Basic and Optional Life Insurance.
Pension Plan Within 31 days of date of marriage Your pension partner and pension beneficiary must be changed directly with the PSPP administrator.

Review the PSPP website or contact the PSPP Member Services Centre to obtain required forms and instructions for submission.

Name Change Within 31 days of date of marriage Complete Benefit Change Form to change your name.
Change of Address Within 31 days of date of marriage Complete Benefit Change Form to change your address.

For more information on Life Events, or the completion of any of these forms, call the Integrated Service Centre at 220-5932 to speak to an agent.

Domestic Partnership

For your Domestic Partner to be eligible for addition to your Health and Dental plans, you must have cohabited continuously for a minimum of 12 months. Completion of the Benefit Change Form will facilitate the addition of your Domestic Partner to your health and dental plans as well as provide you the opportunity to designate your Domestic Partner as beneficiary for your Life Insurance and Pension plans. Both you and your partner will be required to complete a Domestic Partner Declaration.

NOTE: If the Benefit Change Form is received after the 31 day grace period, your spouse will be added to your Health and Dental Plans the first of the following pay period in which the forms are received.

Link to: Benefit Change Form

Once applicable forms are completed and signed please forward to Human Resources (4th floor MacKimmie Tower) for processing unless stated otherwise.

Benefit Eligibility What do I do
Alberta Health Care First of the month following 3 years of cohabitation Complete the applicable Alberta Health and Wellness Notice of Change Form.

It is the staff member’s responsibility to send the completed form directly to Alberta Health and Wellness.

Extended Health and Dental 1 year from date of cohabitation Complete Benefit Change Form to have your partner added to your health and dental plans.
Life Insurance At your discretion Complete Benefit Change Form to have your partner named as beneficiary for both your Basic and Optional Life Insurance plans.
Pension Plan Following 3 years cohabitation Your pension partner and pension beneficiary must be changed directly with the PSPP administrator.

Review the PSPP website or contact the PSPP Member Services Centre to obtain required forms and instructions for submission.

Residence Change If required Complete Benefit Change Form to change your address.
Establishing the Partnership Mandatory Complete Domestic Partner Declaration Form. Forward to Human Resources (4th floor MacKimmie Tower).

For more information on Life Events, or the completion of any of these forms, call the Integrated Service Centre at 220-5932 to speak to an agent.

Separation

At time of separation you may choose to remove your partner from your Health and Dental plans as well a re-designate your beneficiary for your Life Insurance plan. Your spouse can not be removed as beneficiary of your pension plan until your divorce is finalized.

Link to: Benefit Change Form

Once applicable forms are completed and signed please forward to Human Resources (4th floor MacKimmie Tower) for processing unless stated otherwise.

Benefit When What do I do
Alberta Health Care At plan holder’s discretion Complete the applicable Alberta Health and Wellness Notice of Change Form.

It is the staff member’s responsibility to send the completed form directly to Alberta Health and Wellness.

Extended Health and Dental At staff member's discretion Complete Benefit Change Form to delete spouse from health and dental plans.

There is no requirement to remove your spouse from the plans during the period of separation. Only at time of divorce must the ex-spouse be removed.

Life Insurance At staff member’s discretion Complete Benefit Change Form to re-designate your beneficiary for both your Basic and Optional Life Insurance.
Pension Plan During separation or up to date of divorce A Matrimonial Property Order (MPO) or Consent Order is required by the PSPP administrator to split pension benefits upon marital breakdown.

Review the PSPP website or contact the PSPP Member Services Centre to determine what is required from you, your spouse, and your legal representatives.

Change of Address As required Complete Benefit Change Form to change your address.

For more information on Life Events, or the completion of any of these forms, call the Integrated Service Centre at 220-5932 to speak to an agent.

Divorce

Once your divorce is finalized, your former spouse is no longer eligible for coverage under the University of Calgary's Extended Health and Dental Plans.

Link to: Benefit Change Form

Once applicable forms are completed and signed please forward to Human Resources (4th floor MacKimmie Tower) for processing unless stated otherwise.

Benefit When What do I do
Alberta Health Care Once divorce is finalized Complete the applicable Alberta Health and Wellness Notice of Change Form.

It is the staff member’s responsibility to send the completed form directly to Alberta Health and Wellness.

Extended Health and Dental Once divorce is finalized Complete the Benefit Change Form to have former spouse removed from your health and dental plans.
Life Insurance At staff member’s discretion Complete Benefit Change Form to have your former spouse removed as beneficiary for both your Basic and Optional Life Insurance (provided there is no requirement for them to remain a beneficiary).
Pension Plan After divorce is finalized Your pension partner and pension beneficiary must be changed directly with the PSPP administrator.

Review the PSPP website or contact the PSPP Member Services Centre to obtain required forms and instructions for submission.

A Matrimonial Property Order (MPO) or Consent Order, as well as other documents will be required by the plan administrator to split pension benefits upon marital breakdown.

Name Change As required Complete the Benefit Change Form to change your name.
Change of Address As required Complete Benefit Change Form to change your address.

For more information on Life Events, or the completion of any of these forms, call the Integrated Service Centre at 220-5932 to speak to an agent.

Change of Beneficiary

You must complete a Benefit Change Form to change the named beneficiary for your Basic and/or Optional Life Insurance Plans. Return completed form to Human Resources - 4th floor, MacKimmie Tower.

Your pension partner and pension beneficiary must be changed directly with the PSPP administrator.

Review the PSPP website or contact the PSPP Member Services Centre to obtain required forms and instructions for submission.

Death of Eligible Dependent and/or Beneficiary

We all face losses throughout our life. When the loss is the death of someone close to us, the grieving process can affect both our home and work life. The Staff Wellness Centre offers information and resources to help employees and their families during the time of a loss. For information and support please contact: Staff Wellness Centre.

Link to: Benefit Change Form

Benefit When What do I do
Alberta Health Care At earliest convenience Complete the applicable Alberta Health and Wellness Notice of Change Form.

It is the staff member’s responsibility to send the completed form directly to Alberta Health and Wellness.

Extended Health and Dental At earliest convenience Complete the Benefit Change Form.
Life Insurance At earliest convenience Complete the Benefit Change Form.
Pension Plan At earliest convenience Your pension partner and pension beneficiary must be changed directly with the PSPP administrator.

Review the PSPP website or contact the PSPP Member Services Centre to obtain required forms and instructions for submission.

For more information on Life Events, or the completion of any of these forms, call the Integrated Service Centre at 220-5932 to speak to an agent.

Approaching Age 65

This section provides staff with information about what happens to your benefits when you turn age 65.

Staff, age 65 and older, who continue to work in an eligible employment category, continue to participate in the University’s group benefit plans.

Coverage continues for Extended Health and Dental, Flexible Spending Account, and Group Life Insurance for you and your eligible dependents. Please review the following, which outlines benefit changes and other important information.

Benefit Plan Changes / Information
Alberta Health and Wellness Alberta Health and Wellness will contact you 6 months prior to your 65th birthday regarding application for Alberta Blue Cross Senior’s Benefits.
Extended Health and Dental The Alberta Blue Cross (ABC) Senior’s Plan will become first payer when having prescriptions filled. You will be required to present both the ABC Senior’s card and ABC University group ID card when you or your eligible family members access services from the pharmacy and/or dentist.
Canada Pension Plan (CPP) You have the option of applying for benefits to commence any time after age 60. Applications for CPP should be made 6 months prior to the date of commencement. For more information and application forms, refer to the CPP website http://www.servicecanada.gc.ca/eng/services/pensions/cpp/retirement/index.shtml.

If you elect to commence receipt of CPP benefits, it is important that you provide the Payroll Office with a copy of the confirmation letter received from the Canada Pension Plan.

If you continue working while receiving CPP pension:

  • age 60 to 65: CPP contributions are mandatory and additional CPP pension accrues
  • age 65 to 70: CPP contributions continue and additional CPP pension accrues unless file a form with the Canada Revenue Agency (provide a copy to the University's Payroll Services) found on CPP website http://www.servicecanada.gc.ca/eng/services/pensions/cpp/prb/index.shtml
  • Over age 70: CPP contributions stop and no additional CPP pension accrues
Old Age Security (OAS) You are entitled to receive Old Age Security in addition to CPP at age 65 regardless of whether or not employment continues. OAS can be delayed for up to 5 years in exchange for an increased amount. For information and application forms, refer to the OAS website http://www.servicecanada.gc.ca/eng/services/pensions/oas/pension/index.shtml.
Optional Life Insurance Coverage ceases when the staff member or spouse, as applicable, reaches age 75 or retirement, whichever is earlier.
Long Term Disability Insurance Coverage ceases six months prior to the staff member’s 65th birthday.
Public Service Pension Plan (PSPP) You are not required to retire at age 65. However, when you have elected a retirement date you should submit a letter of resignation to your supervisor. Written notification of your election to retire should be provided
approximately 4 months prior to an elected retirement date.

Within 2 to 3 months of an elected retirement date, the Pension Analyst from Human Resources will provide you with a retirement application form and further details on the retirement process.

Pension Estimates/Retirement

Staff considering retirement can obtain pension estimates from the ‘mypensionplan’ secure area of the PSPP website.
A formal pension estimate can also be requested from Alberta Pension Services, the PSPP administrator. For more information, please review Frequently Asked Questions at www.pspp.ca.

Staff members are eligible to retire with an immediate pension from the Public Service Pension Plan if they are over 55 and have accumulated 2 or more years of pensionable service. Written notification must be provided to the supervisor approximately 4 months prior to the chosen retirement date. Approximately 3 months before the retirement date, a University Benefits & Pension Analyst will provide a retirement application form and further details on the retirement process.

For more information on preparing for retirement and the retirement process, please review the Retirement Checklist for Support Staff. This document includes pre-retirement, retirement and post-retirement checklists.

At retirement, group benefits coverage ceases. However, there are a number of benefits and privileges available to retired staff. Further details can be found in the Support Staff Retirement Booklet. .

Benefits and Pension at Termination of Employment

Benefit Coverage Ceases/Additional Information
Extended Health and Dental (Alberta Blue Cross) On date of termination.

Alberta Blue Cross as well as the Alberta Retired Teachers Association provides non-group health and dental coverage. For more information:

Alberta Blue Cross

Alberta Retired Teachers Association

Group Life Insurance Basic and Optional Life Insurance – Conversion Privilege

Upon receipt of an employee's request to resign or retire from the University of Calgary, the Life Insurance group coverage will expire thirty-one (31) days after the effective date of termination. Within thirty-one (31) days of termination of the University group coverage, a Conversion Privilege (for both Basic and Optional coverage) is available to convert an employee to an individual policy without medical evidence of insurability. The Life Insurance rates are provided in the Manulife Group Insurance - Application for Conversion form.

In order to apply for the Conversion Privilege, please complete sections 2 and 3 of the Manulife Group Insurance - Application for Conversion and send your completed form to:

Human Resources
Attn: Benefits and Pension Team
MacKimmie Tower, 4th Floor

The Benefits and Pension team will complete section 1 and return the form to the employee via Canada Post to the employee's current home address on file. Please ensure your mailing address is up to date and accurate.

Please contact Manulife Financial (1-888-626-8543) directly for any questions regarding the available conversion options or on how to apply for the conversion.

NOTE: If you are over age 65, please contact Manulife for applicable rates.

Child Optional Life Insurance On date of termination.
Long Term Disability On date of termination.
Public Service Plan (PSPP) Purchase of eligible previous or leave service would need to be completed within 30 days of termination. Contact an HR Pension Advisor immediately at (403) 220-5461 for information and related deadlines. Purchase of eligible service immediately prior to termination will delay production of a termination options package.

Within 6 to 8 weeks after the last day of employment, Alberta Pensions Services Corporation will provide an options package directly to the member. Please ensure your current address is provided on PeopleSoft.

Flexible Spending Account On the date of termination.

Claims for eligible expenses must be submitted to Alberta Blue Cross within 90 days of termination. Receipts must be dated prior to date of termination.