Instructions for Completing the Employee Information Form (EIF)

Updated April 17, 2023

The Employee Information Form (EIF) is used for hiring employees, terminating, wage increases, and processing position and job title changes. There is now a fillable PDF version of the EIF that must be used and can be found on our HR forms webpage (here).

On this webpage you will find details regarding the process for hiring a part-time employee:

  1. Completing the Request to Hire (RTH) form
  2. Completing the Employee Information Form (EIF)

 

Request to Hire (to be completed prior to EIF submission):

The Request To Hire (RTH) Form is used to gain approval for non-academic based hiring or status change. A Request To Hire is required for all positions that are paid through payroll, this includes: hiring a new position, changing the status of an existing position, or extending a contract.

➔   Exempt from this requirement are: CUPE (GA I & GA III’s), Postdoctoral Fellows, Visiting Professors, and Part-time research positions (Fund 50).

Please visit the RTH webpage for detailed instructions on how to complete the RTH form. This must be done prior to the EIF being submitted.

To ensure all EIFs have an approved RTH, please indicate the RTH number in the EIF. Please note that EIFs without a corresponding RTH will be returned.

After you have completed the RTH process you must send the corresponding EIF(s) to formsubmission.hr@lakeheadu.ca for intake.

Completing the Employee Information Form:

Enter the following information as it pertains to the employee:

  • Date you are preparing the form (YYYY/MM/DD)
  • Start and end date of the position (YYYY/MM/DD)
  • Hiring period cannot exceed 1 year.
  • Example: If your start date is May 1, 2023, the end date must be April 30, 2024 if hiring for one year. As we approach the end date, if you are looking to extend them for longer than a month, please complete the processes on this page again.
  • Surname (last) and Given Name(s) (first)
  • Student/Employee ID (if they already have one)
  • Current address
  • Date of Birth
  • Social Insurance Number (SIN)
    • Under “Foreign Worker”, include the eligibility to work in Canada (yes or no) 
    • If SIN begins with 9 and “Foreign worker” is checked yes, a copy of the study/work permit must be included in the hiring package
  • Current phone number
  • Indicate if the employee is currently registered at Lakehead University as a student.
  • If yes, indicate the year they are currently enrolled in. Options include: Year 1,2,3,4, Masters, or PHD.

Enter the following information as it pertains to the position (must match the RTH, if applicable)

  • RTH Request Number(if applicable)
    • Can be found when you receive this email after the RTH is complete:
  • Department
  • Position title
    • If this is a WSP position, please insure to include this in the position title (ie: WSP LUWSP ID#, “WSP”)
  • Union: Non-union should be checked off unless the employee is a student and is working under a CUPE position as a marker, tutor, lab demo, Teaching Assistant, or Research Assistant (NOT Fund 50)
  • Rate of pay
    • Enter either the hourly rate or the salary
      • If salary, enter either a monthly or annual rate of pay. Also, include regular work schedule (i.e. 10 hours/week) in the Remarks section.
  • Budget Code: Full 17-digit budget code MUST be included
  • Foreign Worker: if yes, include a copy of the study/work permit
  • Indicate the vacation pay - choose between the following 2 options:
    • 4% in addition to the quoted rate of pay
    • Vacation pay to be included in quoted rate
  • Time Card Approvers: If hourly, indicate the primary and alternate time card approvers
  • Markers etc: Indicate if the employee is currently registered at Lakehead University as a student.
    • If yes, indicate the year they are currently enrolled in. Options include: Year 1,2,3,4, Masters, or PHD.
  • Include the digital signature of the employee
  • Include the digital signature of the budgetary approver

Employer costs are NOT included in the rate of pay. Please ensure you have reviewed your rate of pay/payment amount prior to submitting to ensure that it is in line with this.

➔   NOTE: Mandatory Employer Related Costs (MERCs) is current ~14.512% for part-time (2023)

➔   Minimum Wage is currently $16.55 (October 1, 2023)