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TA Hire eForm

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Effective August 6, 2024, TA employee hire and payment information for the 2024/2025 academic year will be submitted via the new TA Hire eForm in replace of JIRA Service Desk.  

The TA Hire eForm was designed to streamline the submission of TA hire and payment information for Class B Teaching Assistants.  

Class A Teaching Assistants, Research Assistants in-lieu and Graduate Research Scholarship payments will continue to be submitted through the SGS database following the same process as before for the 2024/2025 academic year. After the database closure (August 22, 2024), late submission Class A Teaching Assistant and RA in-lieu hire and payment information can be submitted via the new TA Hire eForm.   

After the employee’s hire has been set up in Mosaic, the individual will receive notification via their McMaster email address to access the Employee Self Service portal for validating/submitting the required personal and payroll information on file with Mosaic HR, in replace of the paper-based submission process.   

Additionally, all changes to active or future-dated TA and RA in-lieu payments will now be processed via the existing Stop/Modify SPP Request eForm. Late submission or changes to Graduate Research Scholarship Payments will continue to be processed via SGS.  

The TA Hire eForm can accept hire and payment information for one or multiple employees and should be used regardless of if the employee already actively occupies the position in Mosaic to facilitate the setup of new payments. 

The TA Hire eForm is restricted to the following job codes:  

  • 001183 – Class A Teaching Assistant 
  • 001184 – Research Assistant in-lieu  
  • 001185 – Class B Teaching Assistant 

While this eForm has been designed to streamline the submission of TA hire & payment information for Class B Teaching Assistants, the eForm can accept late submission Class A TAs and RAs in Lieu that missed the SGS database closure.  

Graduate Research Scholarship Payments are out of scope of the eForm. All Graduate Research Scholarship setups, late submissions, & stops are filtered through SGS. 

All requests submitted via the TA Hire eForm have a direct impact to employee pay, and form initiators should therefore be mindful of the HRIS Pay Schedules when submitting these requests. It is critical that TA Hire eForms are submitted and received by HR by the applicable HR Transaction – Department Submission Deadline. 

TA Hire and Payment information will automatically feed and write to Mosaic with no manual data entry required. As such, submission is subject to lockout windows driven by pay processing activities. 

There is no department or finance approval workflow for the TA Hire eForm. Upon submission, the TA Hire eForm is considered final for processing. The eForm cannot be withdrawn. 

As there is no department or finance approval, there is no eForm approval delegations for the TA Hire eForm. 

HR Operations will perform final approval of the TA Hire eForm after the hire and payment information has been successfully written and validated in Mosaic HR. The eForm submitter will receive a notification once the eForm has been completed. 

The department is responsible for validating hire documentation (i.e. SIN), and for retaining the source offer letter in a secure and private location.  

The TA Hire eForm can be accessed by logging into Mosaic, clicking on the HR Finance eForms dropdown at the top of the page, and then by clicking on the TA Hire eForm tile. Refer to the Resources tab at the top of this page to view detailed How to Guides for more information about how to use the TA Hire eForm 

The following HR security profiles have been granted access to initiate a TA Hire eForm: 

  • Manager/Administrator 
  • Finance Manager/Administrator 
  • Graduate Administrator (*new) 

To view the HR Position Security information in Mosaic, run the HR Position Security query in the HR Reporting Hub. If you require access to submit TA Hire eForms, please submit:  

  • Position Data Update eForm to update the HR Security on a vacant position 

Existing HR Security permissions will determine which TA position codes a user is able to submit a TA Hire eForm for.  

Learn More About the TA Hire eForm

TA Hire eForm

The TA Hire eForm can accept payment information for one or multiple employees (up to a maximum of 100 rows) on the same eForm. The TA Hire eForm should be used regardless of if the employee already actively occupies the position in Mosaic to facilitate the setup of new payments.  

On the TA Hire eForm, all payees must be hired onto the same position code for the same academic year. The TA Hire eForm is restricted to position codes tied to the following job codes: 

  • 001183 – Class A Teaching Assistant 
  • 001184 – RA in Lieu  
  • 001185 – Class B Teaching Assistant 

Eligibility

The TA Hire eForm was designed to streamline the submission of TA hire and payment information for TA Class B Teaching Assistants. 

*For the 2024/2025 academic year, Class A Teaching Assistant, RA in Lieu, and Research Scholarship payments will continue to be submitted via the SGS Database. 

If required, the TA Hire eForm can be used for the late submission of Class A Teaching Assistant and RA in Lieu payments that missed the SGS database deadline.

Stop Payments / Changes

To facilitate a Stop Payment or Modify (Increase/Decrease) an existing Teaching Assistant or RA in Lieu payment, please utilize the SPP Stop/Modify Request eForm. 

All Graduate Research Scholarship (GSR) setups, stops, or changes must be coordinated with the School of Graduate Studies (SGS).