Human Resources - FAQ - Forms

Frequently Asked Questions - Payroll Forms and Related Information

Quick Reference Guide

Q: What is a Job Information Form (JIF)?
Q: There are there two versions of the Job Information Forms. How do I decide which one to use?
Q: How do I complete the Job Information Forms (JIFs) and Personal Information forms?
Q: Where can I get blank forms to use as photocopy templates?
Q: Business Unit? Job Code? Department ID? What are these codes, and where can I find more information on them?
Q: I have never completed a Job Information Form (JIF) or Personal Information Form (PIF), where can I get help with completing these forms?
Q: How do I know if I have the most recent version of the payroll forms?
Q: What “Account” or “Activity” do I enter in the Job Earnings Distribution fields (CFOAPAL)?
Q: If the form says "Monthly", does that mean the person will be paid monthly as well?
Q: Besides the Job Information Form (JIF), what other forms should I submit? Is there a Hiring Documentation Check-List?
Q: When do Job Information Forms (JIFs) and related forms need to be submitted?
Q: Can I submit payroll forms electronically?
Q: Employers and Social Insurance Numbers (SIN): What you need to know.
Q: Where can employees get information about applying for identity documents such as: SIN Card, Immigration documents, Permanent Resident Card, Canadian Citizen Certificate?
Q: I have questions / concerns about the Job Information Forms and the Personal Information Forms. Who can I contact to provide some feedback?

Q: What is a Job Information Form (JIF)?

Job Information Forms (JIFs) are used to initiate or cease payment to employees of the University of Saskatchewan (UofS) or personnel employed on research grants or other funds administered by the UofS. These forms are submitted to Human Resources.

To initiate payment to personnel employed by organizations for which the University acts as PAYMASTER, refer to the Financial Services Division website. Paymaster organizations are entities for whom the University provides payroll services, but whose employees are not University employees (For example, Sask Archives Board, Faculty Club, Western Beef Development, University of Saskatchewan Technologies Inc., Canadian Light Source, University Student’s Union, Faculty Association, ASPA Office, Universities Employee’s Union (CUPE 1975), Grad Student Association, Prairie Swine Centre, and Saint Thomas More). These forms are submitted to the Payroll Department – Financial Services Division.

It is important to use the correct forms. Otherwise, processing of forms may be delayed.

Q: There are there two versions of the Job Information Forms. How do I decide which one to use?

There are two versions of each form: 1) Work Online and 2) Print Template. We recommend you work online. If you select “Work Online”, you can complete the form online before printing. These forms have drop down fields that facilitate completion. If you choose not to work online, select the “Print Template” version. This paper version of the form is designed to be used as a template that can be printed and photocopied.

Here are a few tips to follow when working online:

Use the Tab key to proceed to the next field. Pressing Shift+Tab will move you to the previous field.
You will notice that some fields contain a dash. The dash is the default value for a drop-down menu field. When a drop-down field is selected, a small arrow will appear to the right of the field. Using your mouse, click on the arrow to display a list of options for that field. Select the option you require.
The size of large text fields (such as Remarks or Specify fields) has been limited. You will not be able to enter more information than can be printed.
Complete all areas that are not shaded.
Boxes marked with an * are optional and only need to be completed where applicable.

Q: How do I complete the Job Information Forms?

JOB INFORMATION FORMS (JIFs) COMPLETION INSTRUCTIONS

These forms are to be used to initiate or cease payment to employees of the University of Saskatchewan or personnel employed on research grants or other funds administered by the University of Saskatchewan.

Select the appropriate Job Information Form (JIF). There are two versions of each form. If you select “Work Online”, you can complete the form online and then print it. These forms have drop down fields that facilitate completion. If you choose not to work online, select the “Print Template” version. This paper version of the form is designed to be used as a template that can be printed and photocopied.
Complete all areas that are not shaded.
Fields marked with an * are optional.
Send the signed original and required attachments (e.g. Personal Information Form – PIF, Direct Deposit, TD1, Study Permit, Work Permit, etc.) to Human Resource by the appropriate Payroll Deadline. Refer to the Hiring Documentation Check-List for more information.
Refer to the Frequently Asked Questions (FAQs) and Quick Reference Guides for more tips on completing these and other payroll related forms.

Q. Where can I get blank forms to use as photocopy templates?

You can access the templates for printing on the HR website.

If you are not able to access the website, please contact Human Resources at 6270 to request a copy of the form templates.

Q: Business Unit? Job Code? Department ID? What are these codes, and where can I find more information on them?

These codes are required to process the information in the Human Resources System (About-US). A number of Quick Reference Guides have been developed. A brief description has been provided below.

Business Unit: helps divide employees into groups to whom the same rules can be applied, i.e. benefits, pay deductions, etc. Examples of Business Units include IFACL (in-scope faculty employees), NEMPT (non-employment income such as scholarships), and RSPPT (support staff paid from research funds, not in CUPE).
Job Code: a four-digit number that represents a job title, i.e. 1192, General Maintenance Worker.
Department ID: a three-digit number that represents a department name, i.e. 349, Large Animal Clinical Sciences.

Q: I have never completed a Job Information Form (JIF) or Personal Information Form (PIF), where can I get help with completing these forms?

You have many resources at your disposal.

Encountered a strange scenario that doesn't go by the book? We look forward to the opportunity to share our knowledge with you! Contact us at 2950 to guide you through completing these forms.
There are often individuals within your department who have experience dealing with payroll forms. Don't forget to look close to home for help!

Q: How do I know if I have the most recent version of the payroll forms?

Each form has a revision date on the bottom right hand corner. Locate the webpage where you can download or complete that same form, if the date listed on the download page is different than the revision date on your copy please download a the new version.

Q: What “Account” or “Activity” do I enter in the Job Earnings Distribution fields (CFOAPAL)?

Refer to the FSD website for more information on the new CFOAPAL accounting string or contact your Financial Analyst for assistance.

Q: If the form says "Monthly", does that mean the person will be paid monthly as well?

The name of the form does not necessarily indicate when the payment will be issued. The names of the forms are intended to refer to how the payment is quoted rather than when it is paid. However, in general payments submitted on the Monthly / Salaried Payments JIFs will be paid at month end and payments submitted on the Hourly Payments JIF will be paid mid month. Please note the following exceptions:

Where the Hourly Payments – JIF is used to report overtime hours or extra hours for a permanent, seasonal or term employee, these hours are paid at month end rather than mid month, and
Where the Monthly Student & Awards – JIF is used to submit payments for Part Time Graduate and Undergraduate student assistants during the academic term, these payments will be paid mid month (some exceptions apply) rather than at month end.

Q: Besides the Job Information Form (JIF), what other forms should I submit? Is there a Hiring Documentation Check-List?

HIRING DOCUMENTATION CHECK-LIST

Note: A Position Request Change Form is required for all new Tenure Track, Continuing, Without Term, Permanent and Seasonal position and to authorize changes to existing positions. Click here for more information.

All hires:

Personal Information Form – HIRE (PIF)
This form is to be completed by the employee upon initial hire, or upon rehire, where the employee has not worked in the current calendar year.

Personal Information Form – CHANGE (PIF)
This form is to be completed by all staff to make changes to any personal information including changes to Name, Residential Address, Business/Campus Address, phone number, e-mail address (e.g. placement, promotion or transfer to a new department), etc. Please note some changes i.e. Residential Address can be made online through PAWS.

TD1 and TD1SK
Required for all new hires, or upon rehire, where the employee has not worked in the current calendar year. Also required if personal situations change which affect tax deductions (i.e. children, marriage, etc.).

Direct Deposit Form
All employees are eligible for Direct Deposit. This form is also required when employees are renewing, amending or terminating their application.

Copy of Letter of Offer
Letters to Student Assistants, GTF, GSF and Hourly Paid Personnel are not required / held in Human Resources. Letters are required for all other candidates.

Original Resume of successful candidate
Resumes for Student Assistants, GTFs and GSFs are not required / held in Human Resources . Letters are required for all other candidates.

Study or Work Permit & Copy of SIN card with valid expiry date
Required for all Non Canadian Citizens and Non Permanent Residents

Miscellaneous
In addition to the specific forms note below, submit any other appointment forms required by the various employee groups.

C.U.P.E. 1975 only:

Employment Equity Information Sheet and all transfer forms and resumes from this competition

A.S.P.A. only:

ASPA Recommendation for Appointment Form

Research Personnel

Employment Equity Recruitment & Selection Data Form
Required for appointments of 4 months or greater, with the exception of student assistants and hourly paid personnel

Memorandum of Agreement – Intellectual Property
Required for appointments of 4 months or more

Q: When do Job Information Forms (JIFs) and related forms need to be submitted?

Forms must be submitted by the established cutoff dates in order for those employees to receive payment on their regular pay day.

Visit the HR web page and select the Important Dates link on the main page, or contact Human Resources at 6270 for a copy of the current cutoff and pay dates schedule.

Q: Can I submit payroll forms electronically?

There are two versions of each form: 1) Online form and a 2) Template. The “Online” forms and the “Template” are not electronic forms and still must be printed, signed and submitted to Human Resources or the Payroll Department as directed. Do not use black ink to sign these forms.

NOTE: Departments requiring a copy of the form for their records must make one before they submit it. A copy of the form will not be returned to the Department after it has been processed in HR and/or Payroll.

Q: Employers and Social Insurance Numbers (SIN): What you need to Know.

Under the Employment Insurance Act every person who works in Canada is required to have a SIN. As an employer, you must ask to see the SIN card of all new employees when they are hired, and the employee must show it to you within three days following the start date of employment. It is important that you obtain the correct SIN of your employee so that you can make payroll deductions such as Employment Insurance, Canada Pension Plan, and income tax. Also, you must record the SIN as it appears on the employee’s SIN card. If you cannot ascertain the SIN of an employee, you must inform your local Human Resources Development Canada (HRDC) office within six days following the start date of employment.

If a new employee has a SIN beginning with the number "9", you must see the card to ensure that the SIN is not expired. You must also ask to see the Work Permit or Student Permit issued by Citizenship and Immigration Canada (CIC). All terms and conditions on that form, including dates authorized to work, must be met in order for you to employ that person.

Hiring a person with a "9" SIN who does not have such authorization, or a person with an expired "9" SIN, would constitute "knowingly" hiring someone who does not have the right to work in Canada - an offence under the Immigration and Refugee Protection Act.

The Government of Canada Website has more information:
http://www.servicecanada.gc.ca/eng/about/reports/sin/cop/section3.shtml

Q: Where can employees get information about applying for identity documents such as: SIN Card, Immigration documents, Permanent Resident Card, Canadian Citizen Certificate?

Employees can visit the Government of Canada website at:
http://www.cic.gc.ca/english//information/pr-card/index.asp#tphp%20idtphp

Q: I have questions / concerns about the Job Information Forms and the Personal Information Forms. Who can I contact to provide some feedback?

If you experience any problems using the forms on the HRD website, or if you would like to comment on the forms please contact the HRD webmaster. Every effort will be made to review all forms for content and design on a regular basis. Your feedback is important to us!

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