Personal Data Form Help

The Personal Data Form (DOC) is available in MS Word format. Although it may be completed by hand, we strongly encourage you to complete it electronically so that you can take advantage of the built in dropdown boxes. 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 forward it to Financial Services. Please ensure all necessary signatures are provided, along with all applicable fields. Missing information or signatures will result in paperwork being returned to the employee and will delay processing.

Feedback: If you have any questions regarding the use of this form, or any suggestions on how to improve it, please contact UBC HR. All feedback is valued.

When complete, send this form to Financial Services.

IDENTIFICATION Section MANDATORY?

DROP DOWN LIST?

HYPERLINK LIST?

Employee ID

  • This is the UBC employee ID. For new hires, leave this field blank. An employee ID will be assigned when your appointment is entered into HRMS. In all other cases it is MANDATORY. You can find your employee ID on your pay stub, or ask your departmental administrator.
Yes (unless new hire)

Prefix Yes Yes
First & Last Name fields Yes
Suffix
  • Complete only if applicable.
Yes
Department name

  • Provide your department name.
  • If you are unsure of the exact name, click on the link to the right for a list of department codes, names and locations.
  • Copy and paste the information into the field boxes on the form.
  • Only locations that are officially associated with a specific department are listed.
Yes

Yes
Social Insurance Number

  • MANDATORY field unless the individual is new to Canada and has not yet received their SIN from HRSDC.
Yes

Student Number

  • Provide the Student number.
  • UBC student numbers only
Yes

Faculty

Staff

Student

  • Check one of these boxes depending on whether you have a faculty, staff or student appointment.
Yes

ADDRESS AND OTHER INFORMATION Section MANDATORY?

DROP DOWN LIST?

HYPERLINK LIST?

Current home address –

City

Province

Postal Code

Country

  • Address of local residence. For example, if you are a visiting professor, your local Vancouver address would go here.
  • These fields are MANDATORY for new appointments
  • In the case of a non-Canadian address, use the Province field for state, etc., and use the Postal field for Zip, etc,
  • The country field only needs to be completed for addresses outside of Canada.
Yes for new hires

Permanent home address –

City

Province

Postal Code

Country

  • Address of permanent residence. For example, if you are a visiting professor from the USA, then your USA address would go here.
  • These fields are MANDATORY for new appointments
  • In the case of a non-Canadian address, use the Province field for state, etc., and use the Postal field for Zip, etc,
  • The country field only needs to be completed for addresses outside of Canada.
Work Phone Number

  • Provide your UBC work phone number here.
Yes for new hires

Home Phone Number

  • Provide your home phone number here.
Yes for new hires

Alternate Phone Number

  • Provide an alternate phone number here.
  • For example, a cell number.
Yes for new hires

Email Address

  • Preferably work email, but other email addresses can be recorded here
Yes for new hires

Gender

  • MANDATORY field
Yes for new hires

Yes

Date of Birth

  • Must be in YYYY-MM-DD format
Yes for new hires

EMERGENCY CONTACT INFORMATION Section

MANDATORY?

DROP DOWN LIST?

HYPERLINK LIST?

Primary contact name

  • The primary person to be called in case of emergency.
Yes for new hires

Relationship

  • Spouse, father, etc.
Yes for new hires

Yes

Action Reason

  • A specific list of reasons exists for each Action.
  • Select one from the drop down list.
  • Click on the link to the right for a description of the reason codes.
Yes for new hires

Yes

Yes

Phone #

Type of phone

  • The phone number the emergency contact will most likely be reached at while you are at work.
  • Identify the type of phone number – home, work, etc.
Yes for new hires

Alternate Phone #

Type of phone

  • A phone number, other than the one provided in the previous box, where the emergency contact can be reached at while you are at work.
  • Identify the type of phone number – home, work, etc.
Yes for new hires

Current home address –

City

Province

Postal Code

Country

  • Address of the emergency contact.
  • In the case of a non-Canadian address, use the Province field for state, etc., and use the Postal field for Zip, etc,
  • The country field only needs to be completed for addresses outside of Canada.
Yes for new hires

Secondary Contact Name

  • A second person, other than the primary emergency contact, that can be reached in case of emergencies.
  • See the field explanations for primary contact.

SIGNATURE Section

MANDATORY? DROP DOWN LIST? HYPERLINK LIST?
Signature
  • Your signature goes here to authorize the information on this form to be entered into the HRMS system.
Yes

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