Copy of pay file (formally Review of pay file)
This section describes the roles and responsibilities of the various parties involved in requesting a copy of an employee's pay file for review. Please note, this process is not intended to request an end-to-end review of an employee's pay account and/or cases by a Compensation Agent. This type of review will be announced at a later date.
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Process description
Upon written request, an employee may, in accordance with some collective agreements, request a copy of their pay file once per calendar year. Although some collective agreements stipulate that an authorized representative of the employer must be present during the review, and all copies be destroyed following the review, the Pay Centre no longer enforces these requirements.
At this time, only a physical paper copy of the Pay File will be sent by the Pay Centre to ensure proper privacy and safeguarding is adhered to.
NOTE: The Pay File differs from the Personnel File that is administered by Human Resources Branch of the respective client departments. The Pay File does not contain copies of paystubs, copies of T4s/R1s, performance reviews, discipline/suspension letters or personnel matters. As some pay actions do not require copies of Letters of Offer or Acting Authorization Forms, they may be absent from the Pay File.
Employee responsibilities
Employees who wish to request a copy of their pay file should contact their direct manager/supervisor or departmental human resources representative. The request will then be submitted to the Pay Centre for action.
To facilitate the request, the employee should specify if they are seeking a specific document, or date range, especially if the entire file is not required.
The Employee may retain the copy of the pay file for their own reference, and there will be no requirement to destroy or return to the Pay Centre or to their respective manager/supervisor.
Employees are reminded that documents within the Pay File may contain Protected B information and proper handling and safeguarding should be respected for personal security and privacy purposes.
Manager responsibilities
This action can be completed by the employee's direct manager or supervisor, and no longer needs to be received via a Trusted Source, Representative of Labour Relations, or Representative of Human Resources.
Upon receiving an employee's request to review their pay file, managers are responsible for validating the request, and submitting it by encrypted email, fax or postal mail to the Pay Centre's Intake Facility, along with a Pay Action Request form 446-5, using the Work Type: Copy of Pay File; and Sub Type: Copy of pay file.
The manager is to include the postal mailing address and contact phone number to where the copy of the client's pay file will be sent.
Upon action by the Pay Centre, the completed copy of the pay file will be sent to the client's direct manager/supervisor, who will then give to employee. In exceptional circumstances (whereby employee works abroad, remotely, or in another region separate from their direct manager/supervisor), the copy can be sent to the employee directly upon written request of the manager.
The Employee may retain the copy of the pay file for their own reference, and there will be no requirement to destroy or return to the Pay Centre or to their respective manager/supervisor.
Pay Centre responsibilities
Upon receiving request by the client's manager to receive a copy of the pay file, the Operational Support Triage and Records Management Units at the Pay Centre will work collaboratively to ensure the case is processed in a timely manner, and that all paper and electronic versions (excluding those deemed Archived) are copied and sent to the mailing address provided by the manager.
The Pay Centre will ensure that no information regarding other clients has been included inadvertently in the client's pay file, and names of other clients are redacted prior to being sent.
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