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How to Complete the UTSC Summer Work Study Setup Form: A Step-by-Step Guide for Students and Employers in Canada

The Summer Work Study Program at the University of Toronto Scarborough (UTSC) provides students with valuable work experience while helping them manage their financial needs. To participate in this program, students and employers must complete the Work Study Setup/Change of Information form accurately. This guide walks you through the process, ensuring that you submit the form correctly and on time. By following these steps, you can avoid delays and ensure a smooth start to your summer work study position.

Step-by-Step Instructions:

Step 1: Gather Necessary Documents

Before filling out the Work Study Setup form, gather all required documents. These include:

• Work Study Hiring Approval Form (email confirmation)
• Work Study Letter of Offer
• Verification of Social Insurance Number (SIN) for new hires
• Copy of Student/Work Permit (if applicable)
• Completed TD1/TD1ON tax forms
• Banking Authorization Form
• Safety Training Acknowledgement Form

Step 2: Complete the Personal Information Section

Start by filling out the personal information section of the form:

1. Title Selection: Choose your appropriate title (Mr., Ms., Mrs., Miss, Misc, Mx).
2. Name: Enter your last name and first and middle names exactly as they appear on your SIN document. Optionally, you can provide a name you are commonly known by.
3. SIN and Student Number: Enter your Social Insurance Number (SIN) and student number. Leave the Personnel Number blank if you are a new employee.
4. Address and Contact Information: Provide your current address, phone number, and email address. Indicate if any of this information is new.
5. Date of Birth and Gender: Fill in your date of birth and select your gender (Male, Female, or X).

Step 3: Review the Setup Checklist

Ensure that all items on the checklist are addressed:

1. Work Study Hiring Approval Form: Attach the email confirmation of the hiring approval.
2. Work Study Letter of Offer: Attach a copy of your offer letter.
3. Verification of SIN: Ensure that your SIN is verified if you are a new hire. Returning employees should check the appropriate box.
4. Student/Work Permit: If your SIN starts with a “9”, attach a copy of your student or work permit. Mark "N/A" if not applicable.
5. TD1/TD1ON Forms: Attach the completed federal and provincial tax forms or check if they are already on file.
6. Banking Authorization: Attach the form or confirm it is on file.
7. Safety Training Acknowledgement: Ensure this form is attached.

Step 4: Fill in the Setup Information

1. First and Last Day Worked: Indicate the first and last days of work, ensuring the start date is no earlier than May 6, 2024, and the end date is no later than August 16, 2024.
2. Type of Work: Confirm that the type of work is "Work Study."
3. Hourly Rate: The hourly rate for the work study position is $16.55/hr.
4. FIS Number and Accounting Codes: Enter the FIS number and any relevant accounting codes (CC, CFC, Fund, Order) necessary for payroll setup.

Step 5: Employer Information and Signature

1. Employer's Details: The employer must print their name and provide a contact phone number.
2. Signature and Date: The employer must sign and date the form to validate the setup.
3. Department Information: The department handling the work study must be indicated clearly.

Step 6: Submitting the Form

• Submit the completed form to Human Resource Services at UTSC (workstudy.utsc@utoronto.ca) in accordance with the Biweekly/Monthly Payroll Schedule.
• Remember to submit the first timesheet along with the setup forms to avoid any delays in payroll processing.

Troubleshooting Tips

• Incomplete Forms: Double-check that all sections of the form are completed and all necessary attachments are included. Incomplete forms will not be processed.
• Incorrect Information: Ensure that all information, especially SIN and student numbers, is entered correctly to prevent delays.
• Deadlines: Submit the form according to the payroll schedule. Late submissions may result in delayed payments.

FAQ Section

Q1: What happens if I submit an incomplete form? Incomplete forms will not be processed. Make sure to review all sections and attach the necessary documents before submission.

Q2: Can I start working before my form is submitted? No, you cannot start working until your form has been processed by Human Resource Services. Ensure you submit the form promptly to avoid delays.

Q3: What if my SIN starts with a "9"? If your SIN starts with a "9", you must attach a copy of your student/work permit to the form.

Q4: How do I know if my form has been processed? You will receive confirmation via your Lethbridge College email address once your form has been processed.

Q5: What should I do if I need help filling out the form? If you need assistance, contact Human Resource Services at workstudy.utsc@utoronto.ca.