Pay Centre documentation requirements reference guide

Overview

This reference guide is designed to assist employees, managers, human resources, finance and the Pay Centre identify the documentation requirements for pay events that will always require or may require documentation to be sent to the Pay Centre in order for the pay event to be processed and completed in the new pay system, Phoenix. It is important to remember that any request sent to the Pay Centre will always require a pay action request form: PSPC-SPAC 446-5 or PSPC-SPAC 446-6.

Documentation requirements

This section provides an overview of the different types of documentation requirements for various pay events.

No documentation required

There are some pay events that do not require documentation to be sent to the Pay Centre in order to complete the transaction. The information can be entered into either: Departmental Human Resources Management System by human resources and will flow through integration to Phoenix; or, directly into Phoenix through employee or manager self-service. Some of the more common examples include the following:

extension of term (submitted on time), end of term or early end of term
voluntary deductions entered through employee self-service (e.g. recreational association)
extra duty pay (submitted on time)
leave without pay less than or equal to 5 days (submitted on time)
extension of acting

Documentation always required

There are certain pay events that can only be completed upon receipt of specific documentation at the Pay Centre. If the Pay Centre does not receive all the required documentation, the pay event cannot be processed in Phoenix and will be rejected by Cheque Redemption Control Directorate. Some of the more common examples are as follows:

emergency salary advance (request and recovery)
entitlements that are non-automated allowances in phoenix
hire
leave without pay greater than 5 days
return from leave without pay greater than 5 days
termination
transfer out

Documentation may be required

There are certain pay events that may require documentation to be sent to the Pay Centre if there is an exception. Some of the more common examples include the following:

acting pay, deployment, promotion and transfer in when there is a salary exception such as a merit increase, salary based on education or ab initio
secondment, assignment or Interchange when there is a change in work location or bargaining unit

Pay Centre documentation requirements

Set out in Appendix A is a Pay Centre documentation requirements that specifies the documentation requirements for pay events that will require or may require documentation to be sent to the Pay Centre for the pay event to be processed and completed. This section includes the following information:

Pay event: Acting pay, benefits (voluntary), change to tax data
Sender: The person responsible for sending the documentation
Mandatory documents: The mandatory documents that must be submitted for that particular pay event
Documents required for exceptions: The documents that may be required for that particular pay event if there is an exception
Trusted source: The pay events that require authentication of the documentation by a trusted source prior to submission to the Pay Centre (this would include either Section 34 authentication or human resources delegation authentication)

Automated allowances

In addition, set out below is a list of automated allowances that can be entered directly into PeopleSoft by human resources and will not require documentation in support of the allowances to be sent to the Pay Centre to process directly into Phoenix:

bilingual bonus allowance
EG group annual allowance
inmate training differential
premium pay in lieu of statutory holidays
recruitment and retention allowance
supervisory differential
terminable retention allowance
vacation pay in lieu

All other allowances will be triggered through paperwork sent to the Pay Centre, including the pay action request form.

Acting pay: Exceptions only

Acting pay: Exceptions onlySender

Section 34 manager approval: Sent by human resources through trusted source

Acting pay: Exceptions only Documents required for exceptions

Pay action request form and one of the following:

Letter of offer
PSPC-SPAC 446-5 or PSPC-SPAC 262 form
Email from expresslane or fast track staffing
Departmental acting form will be required for salary exceptions such as merit increase, salary based on education, ab initio, translators, judges, Governor in Council, minster's staff, lieutenant governors, ranges and steps, fixed amounts and salary protection
Entitlements that cannot be derived from Human Resources Management System data

Acting pay: Exceptions only Trusted source required

Yes

Benefits: Voluntary

Benefits: VoluntarySender

Employee

Benefits: Voluntary Mandatory documents

Pay action request form and applicable benefit program forms such as:

Public Service Management Insurance Plan
Dental Care Program, major medical and provincial medical

Benefits: Voluntary Documents required for exceptions

Pay action request form and employee application form (TBS-SCT-006491) for Public Service Health Care Plan when one of the following applies:

when one of the employee's dependents becomes an employee of the public service and receives their own coverage
when you want to add a dependent who used to work for the public service and who used to have their own Public Service Health Care Plan coverage
when you want to switch from supplementary to comprehensive coverage
when you want to switch from comprehensive to supplementary coverage
while on unpaid leave

Benefits: Voluntary Trusted source required

Cheque: Cash payments

Cheque: Cash payments Sender

Employee

Cheque: Cash payments Mandatory documents

Pay action request form and cash payment (cheque, money order)

Cheque: Cash payments Trusted source required

Cheque: Lost or stolen cheques

Cheque: Lost or stolen cheques Sender

Employee

Cheque: Lost or stolen cheques Mandatory documents

Pay action request form and PSPC-SPAC 446-5 or PSPC-SPAC 535, PSPC-SPAC 446-5 or PSPC-SPAC 536 and PSPC-SPAC 446-5 or PSPC-SPAC 540

Cheque: Lost or stolen cheques Trusted source required

Classification conversion

Classification conversion Sender

Section 34 manager approval: Sent by human resources through trusted source

Classification conversion Mandatory documents

Pay action request form and notification of conversion for all employees impacted (Bulk)

Classification conversion Trusted source required

Yes

Debt to Crown

Debt to Crown Sender

Section 34 manager approval: Sent by section 34 manager or finance through trusted source

Debt to Crown Mandatory documents

Pay action request form and request to collect debt to Crown

Debt to Crown Trusted source required

Yes

Deductions

Deductions Sender

Employee

Deductions Mandatory documents

Pay action request form and deduction information forms that cannot be entered into employee self service. Examples include:

Additional tax form
Charitable donations
Parking

Deductions Trusted source required

Deductions: Change to tax data or additional tax

Deductions: Change to tax data or additional tax Sender

Employee

Deductions: Change to tax data or additional tax Mandatory documents

Pay action request form and additional tax forms (TD1, provincial tax form, etc.)

Deductions: Change to tax data or additional tax Trusted source required

Deductions: One-time tax exemption

Deductions: One-time tax exemption Sender

Employee

Deductions: One-time tax exemption Mandatory documents

Pay action request form and letter of authority from Canada Revenu Agency or ministère du Revenu

Deductions: One-time tax exemption Trusted source required

Deductions: Union dues

Deductions: Union dues Sender

TBS approval: Sent by human resources through trusted source

Deductions: Union dues Mandatory documents

Pay action request form and affidavit: Objection on grounds of conscience to union dues check-off

Deductions: Union dues Trusted source required

Yes

Demotion

Demotion Sender

Section 34 manager approval: Sent by human resources through trusted source

Demotion Mandatory documents

Pay action request form and letter of offer

Demotion Trusted source required

Yes

Denial of increment

Denial of increment Sender

Section 34 manager through trusted source

Denial of increment Mandatory documents

Pay action request form and authoritative document

Denial of increment Trusted source required

Yes

Deployment: Exceptions only

Deployment: Exceptions only Sender

Section 34 manager approval: Sent by human resources through trusted source

Deployment: Exceptions only Documents required for exceptions

Pay action request form and one or more of the following:

Letter of offer may be required for salary exceptions or entitlements such as:
- Merit increase, salary based on education, ab initio, translators, judges, Governor in Council, minster's staff, lieutenant governors, ranges and steps, fixed amounts and salary protection
- Entitlements that cannot be derived from Human Resources Management System data

Deployment: Exceptions only Trusted source required

Yes

Direct deposit: Exceptions only

Direct deposit: Exceptions only Sender

Employee

Direct deposit: Exceptions only Documents required for exceptions

Pay action request form and authoritative document, in cases when an employee cannot change their direct deposit information online, through Phoenix self-service

Direct deposit: Exceptions only Trusted source required

Emergency salary advance: Recovery

Emergency salary advance: Recovery Sender

Finance through trusted source

Emergency salary advance: Recovery Mandatory documents

Pay action request form and GC80-1 Form

Emergency salary advance: Recovery Trusted source required

Yes

Emergency salary advance: Request

Emergency salary advance: Request Sender

Section 34 or human resources delegated manager through trusted source

Emergency salary advance: Request Mandatory documents

Pay action request form and emergency salary advance request

Emergency salary advance: Request Trusted source required

Yes

Entitlements: Membership fees

Entitlements: Membership fees Sender

Section 34 manager approval: Sent by human resources through trusted source

Entitlements: Membership fees Mandatory documents

Pay action request form and request for reimbursement of membership fees

Entitlements: Membership fees Trusted source required

Yes

Entitlements: Performance pay

Entitlements: Performance pay Sender

Section 34 manager approval: Sent by human resources through trusted source

Entitlements: Performance pay Mandatory documents

Pay action request form and performance pay spreadsheet

Entitlements: Performance pay Trusted source required

Yes

Entitlements: Non automated allowances

Entitlements: Non automated allowances Sender

Section 34 manager approval: Sent by human resources through trusted source

Entitlements: Non automated allowances Mandatory documents

Pay action request form and the relevant entitlements form for any entitlement that cannot be derived from human resources data. Examples include:

Isolated Post allowance
Dangerous Goods allowance
Environment allowance
Car allowance
Rent allowance

Entitlements: Non automated allowances Trusted source required

Yes

Extra duty pay: Compensatory leave

Extra duty pay: Compensatory leave Sender

Section 34 manager through trusted source

Extra duty pay: Compensatory leave Mandatory documents

Pay action request form and extra duty pay form: GC 179

Extra duty pay: Compensatory leave Trusted source required

Yes

Extra duty pay: Submitted 6 months after extra duty pay earned or later

Extra duty pay: Submitted 6 months after extra duty pay earned or later Sender

Section 34 manager through trusted source

Extra duty pay: Submitted 6 months after extra duty pay earned or later Mandatory documents

Pay action request form and extra duty pay form GC 179

Extra duty pay: Submitted 6 months after extra duty pay earned or later Trusted source required

Yes

Garnishments or set-offs

Garnishments or set-offs Sender

Department of Justice Compensation Sector

Garnishments or set-offs Mandatory documents

Notice of garnishment sent by Department of Justice notice of set-off (Canada Revenue Agency)

Garnishments or set-offs Trusted source required

Grievance support

Grievance support Sender

Human resources through trusted source

Grievance support Mandatory documents

Pay action request form and authoritative documentation

Grievance support Trusted source required

Yes

Hire: Exceptions only

Hire: Exceptions only Sender

Section 34 manager approval: Sent by human resources through trusted source

Hire: Exceptions only Documents required for exceptions

Pay action request form and letter of offer is always required for students and may be required if special benefits and/or entitlements are required. Examples include the following:

rate below minimum
appointed above minimum and below maximum but not in a rate in the range
appointed above maximum
appointed above minimum
entitlements that cannot be derived from Human Resources Management System data

Hire: Exceptions only Trusted source required

Yes

Hire: Standard

Hire: Standard Sender

Section 34 manager approval: Sent by human resources through trusted source

Hire: Standard Mandatory documents

Pay action request form and the following:

direct deposit form
employee questionnaire
TD1 form
provincial tax form

Hire: Standard Trusted source required

Yes

Leave: Workers compensation

Leave: Workers compensation Sender

Section 34: Human resources delegated manager through trusted source

Leave: Workers compensation Mandatory documents

Pay action request form and approved Workers' Compensation Board claim form

Leave: Workers compensation Trusted source required

Yes

Liquidate Leave (mandatory) (Government of Canada Human Resources Management System Departments only)

Liquidate Leave (mandatory) (Government of Canada Human Resources Management System Departments only) Sender

Section 34 manager through trusted source

Liquidate Leave (mandatory) (Government of Canada Human Resources Management System Departments only) Mandatory documents

PeopleSoft report (in excel format) or excel spreadsheet to the Public Service Pay Centre (Pay Centre) Business Support Services Group (soutiencentredepaye.paycentresupport@tpsgc-pwgsc.gc.ca) through a trusted source

Liquidate leave (mandatory) (Government of Canada Human Resources Management System Departments only) Trusted source required

Yes

Liquidate leave (voluntary) (Government of Canada Human Resources Management System Departments only)

Liquidate leave (voluntary) (Government of Canada Human Resources Management System Departments only) Sender

Section 34 manager through trusted source

Liquidate leave (voluntary) (Government of Canada Human Resources Management System Departments only) Mandatory documents

Pay action request form and leave cash out request (single)

Liquidate leave (voluntary) (Government of Canada Human Resources Management System Departments only) Trusted source required

Yes

Leave without pay greater than 5 Days

Leave without pay greater than 5 Days Sender

Section 34 or human resources delegated manager through trusted source

Leave without pay greater than 5 Days Mandatory documents

Pay action request form and leave without pay form based on the type of leave requested such as:

Application form for pre-retirement leave (TBS-SCT 325-9E)
Application for self-funded leave (TBS-SCT 330-109)
Leave application form (GC 178) or departmental equivalent
Leave with income averaging application form (TBS-SCT 325-10)

leave without pay greater than 5 Days Trusted source required

Yes

leave without pay less than or equal to 5 days: Late (submitted greater than 6 months of leave without pay being taken)

leave without pay less than or equal to 5 days: Late (submitted greater than 6 months of leave without pay being taken) Sender

Section 34 manager through trusted source

leave without pay less than or equal to 5 days: Late (submitted greater than 6 months of leave without pay being taken) Mandatory documents

Pay action request form and leave application form (GC 178) or departmental equivalent

leave without pay less than or equal to 5 days: Late (submitted greater than 6 months of leave without pay being taken) Trusted source required

Yes

Promotion: Exceptions only

Promotion: Exceptions only Sender

Section 34 manager approval: Sent by human resources through trusted source

Promotion: Exceptions only Documents required for exceptions

Pay action request form and one or more of the following:

Letter of offer may be required for salary exception or entitlements such as:
- merit increase, salary based on education, ab initio, translators, judges, Governor in Council, minster's staff, lieutenant governors, ranges and steps, fixed amounts and salary protection
- Entitlements that cannot be derived from Human Resources Management System data.

Promotion: Exceptions only Trusted source required

Yes

Reclassification

Reclassification Sender

Section 34 manager, accredited classification specialist, or equivalent sent by human resources through trusted source

Reclassification Mandatory documents

Pay action request form and letter of offer

Reclassification Trusted source required

Yes

Recovery of overpayments

Recovery of overpayments Sender

Section 34 manager approval: Sent by section 34 manager or finance through trusted source

Recovery of overpayments Mandatory documents

Pay action request form and approved financial hardship claim and repayment schedule

Recovery of overpayments Trusted source required

Yes

Return from leave without pay: Rehab

Return from leave without pay: Rehab Sender

Section 34 manager through trusted source

Return from leave without pay: Rehab Mandatory documents

Pay action request form and Notice of approval and return from work under rehab program or notice of completion of rehab program

Return from leave without pay: Rehab Trusted source required

Yes

Rehire: Exceptions only

Rehire: Exceptions only Sender

Section 34 manager approval: Sent by human resources through trusted source

Rehire: Exceptions only Documents required for exceptions

Pay action request form and one or more of the following:

letter of offer may be required if special benefits and/or entitlements are required
rate below minimum
appointed above minimum and below maximum but not in a rate in the range
appointed above maximum
appointed above minimum
entitlements that cannot be derived from Human Resources Management System data.
employee questionnaire

Rehire: Exceptions only Trusted source required

Yes

Rehire: Standard

Rehire: Standard Sender

Section 34 manager approval: Sent by human resources through trusted source

Rehire: Standard Mandatory documents

Pay action request form and the following:

TD1 form
Provincial tax form

Rehire: Standard Trusted source required

Yes

Return from leave without pay

Return from leave without pay Sender

Section 34 manager through trusted source

Return from leave without pay Mandatory documents

Pay action request form and notice of return from leave without pay

Return from leave without pay Trusted source required

Yes

Review of pay file

Review of pay file Sender

Human resources through trusted source

Review of pay file Mandatory documents

Pay action request form and request for review of employee pay file

Review of pay file Trusted source required

Yes

Salary maintenance for Executives

Salary maintenance for executives Sender

Section 34 manager approval: Sent by human resources through trusted source

Salary maintenance for executives Mandatory documents

Pay action request form and letter of offer

Salary maintenance for executives Trusted source required

Yes

Secondment or assignment or interchange: Exceptions only

Secondment or assignment or interchange: Exceptions only Sender

Section 34 manager approval: Sent by human resources through trusted source

Secondment or assignment or interchange: Exceptions only Documents required for exceptions

Pay action request form and secondment or assignment or interchange agreement may be required if there is a different work location or bargaining unit

Secondment or assignment or interchange: Exceptions only Trusted source required

Yes

Termination

Termination Sender

Human resources delegated manager through trusted source

Termination Mandatory documents

Pay action request form and the following:

Letter of resignation or retirement or notice of departure from employee
Letter of acceptance from a manager, including the date and reason for termination

Termination Trusted source required

Yes

Timesheets (submitted 6 months after time worked or later)

Timesheets (submitted 6 months after time worked or later) Sender

Section 34 manager through trusted source

Timesheets (submitted 6 months after time worked or later) Mandatory documents

Pay action request form and time sheet schedule of hours worked (PSPC-SPAC 446-5 or PSPC-SPAC 1392-1) or equivalent

Timesheets (submitted 6 months after time worked or later) Trusted source required

Yes

Transfer out

Transfer out Sender

Human resources delegated manager through trusted source

Transfer out Mandatory documents

Pay action request form and notice of departure, including the date and reason for termination (including acceptance from manager)

Transfer out Trusted source required

Yes

Transfer-in: Exceptions only

Transfer-in: Exceptions only Sender

Section 34 manager approval: Sent by human resources through trusted source

Transfer-in: Exceptions only Documents required for exceptions

Pay action request form and one or more of the following:

Letter of offer may be required if exception or entitlements such as:
- Merit increase, salary based on education, ab initio, translators, judges, Governor in Council, minster's staff, lieutenant governors, ranges and steps, fixed amounts and salary protection
- Entitlements that cannot be derived from Human Resources Management System data.
- TD1 form
- Provincial tax form
- Employee questionnaire

Transfer-in: Exceptions only Trusted source required

Yes