Pay Centre documentation requirements reference guide

Acting pay: Exceptions only Sender

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

Acting to Executive group or Ministers’ Exempt Staff Sender

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

Acting to Executive group or Ministers’ Exempt Staff Mandatory documents

Pay action request form and documentation provided by Department

Acting to Executive group or Ministers’ Exempt Staff Trusted source required

Yes

Benefits: DI/LTD Premiums – Request for Income Tax Purposes Sender

Employee

Benefits: DI/LTD Premiums – Request for Income Tax Purposes Mandatory documents

Pay action request form

Benefits: DI/LTD Premiums – Request for Income Tax Purposes Trusted source required

No

Benefits: Pension Plan Sender

Employee

Benefits: Pension Plan Mandatory documents

Pay action request form

Benefits: Pension Plan Trusted source required

No

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

No

Change in Hours Sender

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

Change in Hours Mandatory documents

Pay action request form and Work Schedule or Change in working hours for Non-Students (can be an email and/or comment on PAR)

Change in Hours Trusted source required

Yes

Change in Tenure Sender

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

Change in Tenure Mandatory documents

Pay action request form with Letter of offer OR HR Request with approvals

Change in Tenure Trusted source required

Yes

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

No

Cheque: Lost or stolen cheques Sender

Employee

Cheque: Lost or stolen cheques Mandatory documents

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

Cheque: Lost or stolen cheques Trusted source required

No

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 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: 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

No

Deductions: Charitable Donations (Start or Stop) Sender

Employee

Deductions: Charitable Donations (Start or Stop) Mandatory documents

Pay action request form and Government of Canada Workplace Charitable Campaign (GCWCC) form

Deductions: Charitable Donations (Start or Stop) Trusted source required

No

Deductions: Parking Sender

Security Unit or Security Unit Officer or Administrative Services Officer or Accommodation Officer or Facilities Officer or Trusted Source

Deductions: Parking Mandatory documents

Pay action request form and form or email to start or stop parking deductions

Deductions: Parking Trusted source required

No

Deductions: Rent Sender

Employee

Deductions: Rent Mandatory documents

Pay action request form and authoritative documentation

Deductions: Rent Trusted source required

Yes

Deductions: One-time tax exemption Sender

Employee

Deductions: One-time tax exemption Mandatory documents

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

Deductions: One-time tax exemption Trusted source required

No

Deductions: Objection to union dues Sender

Treasury Board Secretariat (TBS) approval: Sent by human resources through trusted source

Deductions: Objection to union dues Mandatory documents

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

Deductions: Objection to union dues Trusted source required

Yes

Deductions: Union dues Sender

Employee

Deductions: Union dues Mandatory documents

Pay action request form and request regarding union dues (email or comment on PAR)

Deductions: Union dues Trusted source required

No

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 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 Sender

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

Deployment: Exceptions only Documents required for exceptions

Pay action request form and Letter of Offer

Deployment: Exceptions only Trusted source required

Yes

Direct deposit: Exceptions only Sender

Employee

Direct deposit: Exceptions only Documents required for exceptions

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

Direct deposit: Exceptions only Trusted source required

No

Emergency salary advance: Recovery Sender

Can be either Finance through trusted source for new requests or from employees for amendment requests.

Emergency salary advance: Recovery Mandatory documents

Pay action request form and the ESA/PP request form (GC214 or GC215)

Emergency salary advance: Recovery Trusted source required

Yes – Recovery

No – Amendment

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 Sender

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

Entitlements: Performance pay Mandatory documents

Pay action request form and authoritative document

Entitlements: Performance pay Trusted source required

Yes

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:

• Membership Fees
• Bilingual Bonus
• Boot and Glove allowance
• Isolated post allowance
• Dangerous goods allowance
• Car allowance
• Rent allowance
• Commuting – Travel allowance
• Sea Duty allowance
• Department – Classification Group specific allowance
• Long-service award
• Foreign Services

Entitlements: Non automated allowances Trusted source required

Yes

Extension of Term (Exception) Sender

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

Extension of Term (Exception) Mandatory documents

Pay action request form and one of the following:

• Letter of Offer
• Federal and Provincial Tax forms
• Employee Questionnaire
• Direct Deposit

Extension of Term (Exception) Trusted source required

Yes

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 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 Sender

Department of Justice Compensation Sector

Garnishments or set-offs Mandatory documents

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

Garnishments or set-offs Trusted source required

No

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 Sender

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

Hire: Exceptions only Documents required for exceptions

Pay action request form, direct deposit form, employee questionnaire, TD1 form, provincial tax 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 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

No

Increment Correction Sender

Employee or Manager

Increment Correction Mandatory documents

Pay action request form – Would apply for increments that have been missed and pay not revised after the 1-year mark, or in situations whereby the increment step was incorrectly applied.

Increment Correction Trusted source required

No

Leave: Disability Insurance (DI) and long-term disability (LTD) claims forms Sender

Section 34: Human resources delegated manager through trusted source or employee

Leave: Disability Insurance (DI) and long-term disability (LTD) claims forms Mandatory documents

Pay action request form and Employer’s or Employee’s Statement

Leave: Disability Insurance (DI) and long-term disability (LTD) claims forms Trusted source required

Yes – if sending Employer’s Statement

No – if sending Employee’s Statement

Leave: Education Leave Sender

Section 34: Human resources delegated manager through trusted source

Leave: Education Leave Mandatory documents

Pay action request form and Leave Application form (GC-178)

Leave: Education Leave Trusted source required

Yes

Leave: Education Leave (with Allowance) Sender

Section 34: Human resources delegated manager through trusted source

Leave: Education Leave (with Allowance) Mandatory documents

Pay action request form, Leave Application form (GC-178) and Departmental documentation for allowance with a signed agreement by the employee to return to duty for a period equal to that of the Leave Without Pay.

Leave: Education Leave (with Allowance) Trusted source required

Yes

Leave: Workers compensation – Application and Earnings Requests Sender

Section 34 Manager

Leave: Workers compensation – Application and Earnings Requests Mandatory documents

Pay action request form

Leave: Workers compensation – Application and Earnings Requests Trusted source required

No

Leave: Workers compensation – Return from Injury on Duty Sender

Section 34: Human resources delegated manager through trusted source

Leave: Workers compensation – Return from Injury on Duty Mandatory documents

Pay action request form, notice of return from leave without pay and approved Workers' Compensation Board claim form

Leave: Workers compensation – Return from Injury on Duty Trusted source required

Yes

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 or Spreadsheet generated by the Mandatory Leave Cash-Out Automation tool (Mandatory Leave Cash-out – GCpedia (accessible only on the Government of Canada network)) containing list of employees, their Personal record identifier (PRI) number, and amount of leave to liquidate, forwarded to the Public Service Pay Centre’s Operational Support Triage Unit at soutiencentredepaye.paycentresupport@tpsgc-pwgsc.gc.ca via 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) 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 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 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:

• Government of Canada Maternity or Parental Leave Application
• Leave application form (GC-178) or departmental equivalent

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) 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

Modification to Letter of Offer – salary (with justification) Sender

Section 34 manager through trusted source

Modification to Letter of Offer – salary (with justification) Mandatory documents

Pay action request form and Amended Letter of Offer

Modification to Letter of Offer – salary (with justification) Trusted source required

Yes

Modification to Letter of Offer – start or end date(s) Sender

Section 34 manager through trusted source

Modification to Letter of Offer – start or end date(s) Mandatory documents

Pay action request form and Amended Letter of Offer

Modification to Letter of Offer – start or end date(s) Trusted source required

Yes

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 letter of offer

Promotion: Exceptions only Trusted source required

Yes

Promotion to Executive group or Minister’s Exempt Staff Sender

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

Promotion to Executive group or Minister’s Exempt Staff Documents required for exceptions

Pay action request form and Letter of Offer

Promotion to Executive group or Minister’s Exempt Staff Trusted source required

Yes

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 or equivalent

Reclassification Trusted source required

Yes

Recovery of overpayments Sender

Employee or Manager/Supervisor

Recovery of overpayments Mandatory documents

Pay action request form

Recovery of overpayments Trusted source required

No

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 Sender

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

Rehire: Exceptions only Documents required for exceptions

Pay action request form and 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 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

No

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

Revision correction Sender

Human resources delegated manager through trusted source

Revision correction Mandatory documents

Pay action request form – This should not be used prior to any deadlines associated with signing of any collective bargaining agreements

Revision correction Trusted source required

Yes

Review of pay file Sender

Manager/Supervisor; Human Resources or Labour Relations Representative

Review of pay file Mandatory documents

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

The manager is to include the postal mailing address, email address and contact phone number to where the copy of the employee's pay file will be sent.

Review of pay file Trusted source required

No

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 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

Secondment or assignment or interchange: Exceptions only Trusted source required

Yes

Termination – Retirement/Resignation Sender

Human resources delegated manager through trusted source

Termination – Retirement/Resignation 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 – Retirement/Resignation Trusted source required

Yes

Termination - Medical retirement Sender

Human resources delegated manager through trusted source

Termination - Medical retirement Mandatory documents

Pay action request form with ‘Effective start date of event/Pay action’ field populated and the following:

• Letter or email from the Employee/Client requesting the Medical Retirement
• Letter or email from the Manager accepting the Medical Retirement
• Either of the following stating Retirement on Medical Grounds (ROMG):
  • Letter signed by a PSOHP (Public Service Occupational Health Program) Officer on Health Canada letterhead
  • PWGSC-TPSGC 2012 Form - Interpretation of medical examination for pension purposes / Interprétation de l'examen médical pour fins de pension: Medical Practitioner Declaration and Section D (Page 3), along with the top 'For office use only' populated by the department (client's PRI and Pension Number).

Important notes:

Occupational Health Assessment Report (HC-SC 3312) / le rapport d'évaluation de la santé au travail (HC-SC 3312) is not an approved document.

Please refrain from including confidential health information, such as diagnosis or medical condition.

Termination - Medical retirementTrusted source required

Yes

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 Sender

Human resources delegated manager through trusted source

Transfer out Mandatory documents

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

Transfer out Trusted source required

Yes

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