HRMS Access Request Form Help

The HRMS Access Request Form is available in MS Word format. Although it may be completed by hand, we strongly encourage you to complete it electronically. Please do not enter paragraph returns or spaces, as this will cause the form to move onto 2 pages.

Once the form has been completed electronically, print it, have it signed, and email it to HRMS.Security@ubc.ca. Please ensure all necessary signatures are provided, along with all applicable fields. Missing information or signatures will result in paperwork being returned to the Department and/or Faculty and will delay the processing of the request for access.

FEEDBACK: If you have any questions regarding the use of this form, or any suggestions on how to improve it, please send an email to HRMS.Security@ubc.ca. All feedback is valued.

NOTE: We strongly recommend that you use either Mozilla’s Firefox or Apple’s Safari browser for the best user experience in HRMS.

HRMS Access Request Form Fields and Instructions

TOP RIGHT CORNER MANDATORY
CWL ID
  • All applicants for HRMS access must have a CWL ID before access can be granted.
  • Click here to get a CWL ID.
Yes
Access: New/Delete/Change
  • Select the appropriate check box.
  • In all cases, a CWL ID must be provided.
Yes

APPLICANT INFORMATION (for whom HRMS access is required) Section MANDATORY
Name
  • The applicant’s name.
Yes
Dept
  • The applicant’s department.
Yes
Position/Title
  • The applicant’s position or title.
Yes
UBC Employee ID
  • The applicant’s UBC employee ID.
Yes
Email Address
  • The applicant’s UBC email address. Contact your department administrator if you don’t know your UBC email address.
Yes
Dept (For Which
Access is Needed)
  • The department for which the applicant requires access.
Yes
Appt Start/End Dt
  • The start/end appointment date for which the applicant requires access.
Yes
Signature
  • The applicant’s signature. The applicant must read, and agree to, the Non-Disclosure agreement (page 2 of the form).
Yes
Date
  • The date the applicant signed the HRMS Access Request Form.
Yes
Phone Number
  • The applicant’s work phone number.
Yes

FACULTY/DEPARTMENT AUTHORIZATION Section MANDATORY
Name
  • The authorizer’s name.
Yes
Dept
  • The authorizer’s department.
Yes
Position/Title
  • The authorizer’s position or title.
Yes
Signature
  • The authorizer’s signature. The authorizer must read, and agree to, the Non-Disclosure agreement (page 2 of the form).
Yes
Date
  • The date the authorizer signed the HRMS Access Request Form.
Yes
Phone Number
  • The authorizer’s work phone number.
Yes

ACCESS REQUIREMENTS Section
Look for the module and type of access you require in this list and select all that apply. Note: The bulk of information in HRMS is available for inquiry access only.
Employee Data
  • Inquiry–Select this check box for inquiry access to employee data.
  • Update–Select this check box for update access to addresses, emails, and phone numbers only.
Early ID
  • Update–Select this check box to access the Early Employee ID Assignment screens. This module allows you to assign an ID immediately for new employees so they can apply for CWL, etc.
Position Management
  • Inquiry–Select this check box for inquiry access to Position Management information.
  • Initiator–Select this check box to create or update positions.
  • Approver–Select this check box for access to the Approvals screen. Note: To be added as an approver to a workflow, you will need to be added to the workflow rules.
eRecruit – Job Openings/Postings
  • Inquiry–Select this check box for inquiry access to eRecruit – Job Openings/Postings information.
  • Initiator–Select this check box to initiate job openings or postings.
  • Approver–Select this check box for access to the Approvals screen. Note: To be added as an approver to a workflow, you will need to be added to the workflow rules.
eRecruit – Applicants/Offers/Hires
  • Inquiry–Select this check box for inquiry access to eRecruit – Applicants/Offers/Hires information.
  • Initiator–Select this check box to initiate job applicants, offers, or hires.
  • Approver– Select this check box for access to the Approvals screen. Note: To be added as an approver to a workflow, you will need to be added to the workflow rules.
ePAF
  • Inquiry–Select this check box for inquiry access to ePAF information.
  • Initiator–Select this check box to initiate ePAF transactions.
  • Approver–Select this check box for access to the Approvals screen. Note: To be added as an approver to a workflow, you will need to be added to the workflow rules.
Sick Leave System
  • Update–Select this check box for update access to the Sick Leave System.

HRMS SECURITY ADMINISTRATOR USE ONLY Section
  • This section is for the use of Security Administration.

 

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