Guideline on Completing the Recipient Electronic Payment Registration Request Form

INTRODUCTION

Recipients now have the option to receive payments from the Department of Justice Canada (DOJ) by cheque or by electronic payment. If you choose to sign up for electronic payments please print and complete the Recipient Electronic Payment Registration Request form. Please note, electronic payments will be made in Canadian dollars and can only be deposited into Canadian bank accounts.

There are two electronic payment modes available:

  • Direct Deposit (DD) - Once payments are deposited, DOJ will send the following information by e-mail: amount of payment, date of payment, invoice number, DOJ reference number, and brief description of the payment. This e-mail notification will act in lieu of a cheque stub.
  • Electronic Data Interchange (EDI) - To enrol in EDI you must contact your financial institution to ensure that the account is EDI-capable. There may be a fee for this service, as the financial institution notifies its clients according to its own criteria.

Changes to bank account used

If you wish to make any changes to the bank account used for payments (change of address, financial institution, branch, account number, etc.) you must complete a new Recipient Electronic Payment Registration Request form. When you request one of these changes, DO NOT CLOSE the present account until you receive your payment in accordance with that change.

COMPLETING OF FORM

There are three sections of the Recipient Electronic Payment Registration Request form that must be completed by the recipient.

1 - Types of Request

Please complete this section by filling out one of the three request types described below.

New request
If you choose to sign up for electronic payments with DOJ, please check the "New request" box and indicate which mode of payment you wish to use: DD or EDI.

Change
If you are already registered for electronic payments with DOJ, however, wish to modify your banking information or mode of electronic payment, please select the "Change" box and mark all other boxes that apply to your change request.

Cancellation
If you wish to opt out of the DOJ's electronic payments and return to receiving payments by cheque, you must select the "Cancel" box and complete only the second section of the form.

2 - RECIPIENT INFORMATION AND AUTHORIZATION

This section must be completed, signed and dated by the appropriate person (or persons) in order to authorize the electronic payment enrolment request, or to modify or cancel electronic payments.

If the recipient is an individual
Please enter your name, address and telephone number AS WELL AS AN E-MAIL ADDRESS so that DOJ can send e-mail notices and confirm receipt of payment. Also, you must sign the form in this section in order to authorize your request.

If the recipient is an organization
Please enter the name and address of your organization and make sure to complete the "Name of payment contact" field with the name of the contact person from your organization. Please also include the contact person's telephone number AND E-MAIL ADDRESS so that DOJ can send e-mail notices and confirm receipt of payment.

Also, authorized representative(s) must include their name, position, telephone number and signature, in order to authorize the request.

This section allows for up to two people to sign the form, in cases where the recipient requires two signatures for authorization, to receive, modify or cancel electronic payments.

3 - BANKING INFORMATION

If you attach a void cheque
Please attach a void cheque and complete fields 1, 2, 3 and 4 of this section. The void cheque must be from the account you wish to use for electronic payments. A sample of a void cheque is provided below identifying where the transit, bank and account numbers are located.

Image of Void Check
If you do not attach a void cheque
If you do not provide a void cheque, the financial institution must validate the banking information by completing fields 5, 6 and 7 of the form. The financial institution must provide the name, address and telephone number of the financial institution, bank stamp and sign the form.

4 - FOR DEPARTMENT OF JUSTICE CANADA ONLY

This section is strictly reserved for DOJ's use only.

SENDING YOUR REQUEST TO THE DEPARTMENT OF JUSTICE CANADA

Please send the duly completed form with original signature(s) to the following address:

Manager, Grants and Contributions Financial Services Directorate
Room 6248, East Memorial Building
Department of Justice Canada
284 Wellington Street
Ottawa, Ontario
K1A 0H8

Please write the following on the envelope: "To be opened by addressee only".

The information is required by the Department of Justice Canada for the purpose of collecting data to permit electronic payments. This information will be protected under the provisions of the Privacy Act.

Important:

  • Must be a Canadian recipient holding a bank account in Canadian $.
  • For Electronic Data Interchange (EDI), compliancy must be confirmed by your financial institution and you may be charged EDI service fees.
  • Note that Direct Deposit payments carry no stub information.

1 - TYPE OF REQUEST

  • New request
    • Direct Deposit (DD)
    • Electronic Data Interchange (EDI)
  • Change
    • to banking information (provide a new blank cheque)
    • from Direct Deposit (DD) to Electronic Data Interchange (EDI)
    • from Electronic Data Interchange (EDI) to Direct Deposit (DD)
  • Cancel electronic payment and revert to cheques

2 - RECIPIENT INFORMATION AND AUTHORIZATION

Name of Organization or Name of Individual (recipient)

Address:

Name of Payment Contact (please print):

City:

Telephone:

Fax:

Province:

Postal Code:

E-mail for Payment Notifications (please print):

Name(s) and Title(s) of Authorized Representative(s) and Signatory(ies), for organizations only (please print)

Telephone:

I, as an authorized representative of the above mentionned organization or as an individual entitled to receive payment from the Government of Canada,authorize the Receiver General for Canada to deposit the payment directly into the account below and to receive payment advices electronically until furthernotice.

Signature:

Date:

Signature:

Date:

3 - BANKING INFORMATION

Please attach a blank cheque from your bank account with "Void" written on it and complete fields 1, 2, 3 and 4 below with your banking information.

  • 1 Branch Number (transit):
  • 2 Financial Institution Number:
  • 3 Account Number:
  • 4 Name(s) of Account Holder(s):

If you do not attach a void cheque, your financial institution must confirm your banking information by completing fields 5, 6 and 7 below.

  • 5 Financial Institution Name, Address and Telephone Number:
  • 6 Signature of Financial Institution Representative:
  • 7 Financial Institution Stamp :

4 - FOR DEPARTMENT OF JUSTICE CANADA ONLY

PROCESSED BY
Name (please print):
Vendor Code:
Signature:
Date:

VERIFIED BY
❏ Payment Method Changed
Name (please print):
Signature:
Date: