New Employee Documentation Process
This page provides information on the documentation process required to get you set up and paid as a new Carleton employee.
- For New Casual Employees (including Teaching Assistants and Student Staff)
If this is your first employment assignment at Carleton University, please submit your information and necessary documentation using our Online Employee Intake Form.
Before you start, make sure you have the following:
- A Carleton University login: You will need to sign in using your Carleton MC1 credentials. If your MC1 username or @cmail account does not work, please try logging in with your cunet account (email@example.com). If you do not have a login, contact your department for assistance.
- A Canadian bank account: you will need to log into your bank account during the employee intake process to set up your direct deposit payment. Note that this bank account must be set up in your name.
- Your SIN number: the nine-digit number that you need to work (and get paid) in Canada
- International students or academic employees only: you will also need to provide a copy (PDF) of your valid immigration status document (i.e. Study Permit or Work Permit) indicating your eligibility to work. For more eligibility requirements see the below section “Important Note for all International Students and Temporary Workers”
You will also be required to fill out the government TD1 and TD1ON. For more information on how to fill out these forms visit the Government of Canada.
If you are having trouble using this application or have any questions, please contact firstname.lastname@example.org.
Timing of Submissions
Once you submit the intake form, it will be confirmed within our system within 2 business days of the 1st or 15th day of the month – whichever comes first. Any delays in receiving the documentation submission will result in a delay in pay.
- For New Continuing and Term Employees
For new continuing and term employees, our Pension & Benefits Administrator will provide you with the required new hire forms and documentation requests via email. Please complete and return the forms by the deadline specified in your email.
Optional Assistance: If you would like assistance filling out the forms or have any questions about your benefits or taxes, please let us know and our team will happily set up a virtual office hours session to go over everything with you.
If you have been hired from an international location you must also provide the information detailed below.
If you have any questions, please don’t hesitate to contact us.
- Important Note for all International Students and Temporary Workers (either Casual, Continuing, or Term)
BEFORE STARTING WORK international students and international academic appointments must also submit:
- Confirmation of their Social Insurance Number (SIN), the nine-digit number that you need to work (and get paid) in Canada
- A photocopy of your valid immigration status document (i.e. Study Permit or Work Permit) indicating your eligibility to work.
- A photocopy of your passport
For students: Working under the conditions of a study permit means that you MUST remain enrolled in school (except during scheduled breaks) with full-time status. If these conditions are not being met, you may no longer be eligible to work.
For all international workers: If you fall out of status, you are no longer eligible to work. In order to continue working you MUST have a valid SIN and a valid immigration status document. If you apply for an extension before your status expires, you must provide us with proof of implied status.
Confirm your eligibility to work in Canada at the Immigration, Refugees and Citizenship Canada website or by consulting the International Student Services Office.
- Opening a bank account:
- There is a branch of the Bank of Nova Scotia right on campus which is convenient. However, you can use any bank that you want in Canada. For more information please visit the Government of Canada’s information regarding opening a bank account.
- Applying for a Social Insurance Number (SIN):
- In order to get paid you need to have a SIN. Please visit the Government of Canada’s instructions on how to apply for a SIN.
- Applying for Ontario Health Insurance Plan (OHIP):
- You are also required to have health insurance. To apply for please visit the Government of Ontario’s instructions on applying for OHIP.
For international employees with work permits under the Temporary Foreign Worker Program and the International Mobility Programs:
- Temporary foreign workers: Your rights are protected: This document explains the rights of workers hired under the TFWP. It is also available in six other languages, including Spanish. Please note these may be amended from time to time.
- International Mobility Program: Get to know your rights while working in Canada: This document explains the rights of workers hired under the IMP. Please note these may be amended from time to time.
For the following international academic appointments, please contact: