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, PSPC-SPAC 446-6 or PSPC-SPAC 446-7 (ESDC/EDSC).

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 the Pay Centre’s Intake Unit. Some of the more common examples are as follows:

Emergency Salary Advance (ESA) / Priority Payment (PP) (amendment 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, new hire, rehire, 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: These are individuals who have been named by a department to authenticate that the appropriately delegated manager’s approval and signature have been obtained, when required for that specific pay event. If your department offers a centralized Trusted Source and pay action request (PAR) form review service, you are encouraged to send your form to them first, as they will ensure that your request and documentation are fully complete and will then submit to the Pay Centre on your behalf. Such departments include the following:
- Fisheries and Oceans Canada
- Health Canada
- National Defence; Human resources (HR) Connect RH (1‑833‑RHR‑MDND): 1‑833‑747‑6363
- Public Health Agency of Canada
- Public Services and Procurement Canada; My HRResource: 1‑844‑641‑5882
- Royal Canadian Mounted Police

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.

Note: In certain or exceptional circumstances, paperwork may be required for the allowances listed above.

Abandonment of position

Abandonment of Position Sender

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

Abandonment of Position Mandatory documents

Pay action request form and termination letter

Abandonment of Position Trusted source required

Yes

Acting: Exception

Acting: Exception Sender

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

Acting: Exception 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: Exception Trusted source required

Yes

Acting—Exception—Ships’ Crews (SC) / Ships’ Officers (SO)

Acting—Exception—Ships’ Crews (SC) / Ships’ Officers (SO) Sender

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

Acting—Exception—Ships’ Crews (SC) / Ships’ Officers (SO) Mandatory documents

Pay action request form and one of the following:

Letter of offer
PSPC-SPAC 446-5 or PSPC-SPAC 262 form
Entitlements that cannot be derived from Human Resources Management System data

Acting—Exception—Ships’ Crews (SC) / Ships’ Officers (SO) Trusted source required

Yes

Acting to executive group

Acting to Executive group Sender

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

Acting to Executive group Mandatory documents

Pay action request form and documentation provided by Department

Acting to Executive group Trusted source required

Yes

Benefits: Disability Insurance (DI)/Long-Term Disability (LTD) Premiums – Request for income tax purposes

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

Benefits: Pension Plan

Benefits: Pension Plan Sender

Employee

Benefits: Pension Plan Mandatory documents

Pay action request form

Benefits: Pension Plan Trusted source required

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

Cancellation—Leave with Income Averaging (LIA)

Cancellation—Leave with Income Averaging (LIA) Sender

Section 34 or human resources delegated manager through trusted source

Cancellation—Leave with Income Averaging (LIA) Mandatory documents

Pay action request form and Leave with Income Averaging Application form (TBS 325-10)

Cancellation—Leave with Income Averaging (LIA) Trusted source required

Yes

Cancellation—Leave without Pay (LWOP) > 5 days

Cancellation—Leave without Pay (LWOP) > 5 days Sender

Section 34 or human resources delegated manager through trusted source

Cancellation—Leave without Pay (LWOP) > 5 days Mandatory documents

Pay action request form and Leave Application Form (GC 178) or departmental equivalent

Cancellation—Leave without Pay (LWOP) > 5 days Trusted source required

Yes

Cancellation—Pre-Retirement Transition Leave (PRTL)

Cancellation—Pre-Retirement Transition Leave (PRTL) Sender

Section 34 or human resources delegated manager through trusted source

Cancellation—Pre-Retirement Transition Leave (PRTL) Mandatory documents

Pay action request form and Application for Pre-Retirement Leave (TBS-SCT 325-9E)

Cancellation—Pre-Retirement Transition Leave (PRTL) Trusted source required

Yes

Change in hours

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

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

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 535, PSPC-SPAC 536 or PSPC-SPAC 540

Cheque: Lost or stolen cheques Trusted source required

Copy of pay file request

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

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 the Crown

Debt to the Crown Sender

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

Debt to the Crown Mandatory documents

Pay action request form and request to collect debt to Crown

Debt to the Crown Trusted source required

Yes

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: Charitable donations (start or stop)

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

Deductions: Parking

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

Deductions: Rent

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

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

Deductions: Objection to union dues

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

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

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: Exception

Deployment: Exceptions Sender

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

Deployment: Exceptions Documents required for exceptions

Pay action request form and letter of offer

Deployment: Exceptions 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 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

Emergency salary advance/priority payment: recovery or amendment

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

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 authoritative document

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:

Membership fees
Bilingual bonus
Boot and glove 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)

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

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 or 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, 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

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

Income Tax—Change in Province

Income Tax—Change in Province Sender

Employee

Income Tax—Change in Province Mandatory documents

Pay action request form and Provincial Tax form

Income Tax—Change in Province Trusted source required

Increment correction

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

IPGHD Travel (Non-VTA)

IPGHD Travel (Non-VTA) Sender

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

IPGHD Travel (Non-VTA) Mandatory documents

Pay action request form and Travel Expense Document and/or request for reimbursement document

IPGHD Travel (Non-VTA) Trusted source required

Yes

Isolated Post Allowance (IPA)—Adjustment

Isolated Post Allowance (IPA)—Adjustment Sender

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

Isolated Post Allowance (IPA)—Adjustment Mandatory documents

Pay action request form and Isolated Post and Government Housing form (PWGSC-TPSGC 7631)

Isolated Post Allowance (IPA)—Adjustment Trusted source required

Yes

Isolated Post Allowance (IPA)—Decrease notification

Isolated Post Allowance (IPA)—Decrease Notification Sender

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

Isolated Post Allowance (IPA)—Decrease Notification Mandatory documents

Pay action request form and written notice sent to the employee indicating decrease

Isolated Post Allowance (IPA)—Decrease Notification Trusted source required

Yes

Isolated Post Allowance (IPA)—Start

Isolated Post Allowance (IPA)—Start Sender

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

Isolated Post Allowance (IPA)—Start Mandatory documents

Pay action request form and Isolated Post and Government Housing form (PWGSC-TPSGC 7631)

Isolated Post Allowance (IPA)—Start Trusted source required

Yes

Isolated Post Allowance (IPA)—Stop

Isolated Post Allowance (IPA)—Stop Sender

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

Isolated Post Allowance (IPA)—Stop Mandatory documents

Pay action request form and Isolated Post and Government Housing form (PWGSC-TPSGC 7631) or notification of cancellation of Isolated Post (can be an email and/or comment on PAR)

Isolated Post Allowance (IPA)—Stop Trusted source required

Yes

Lay-off

Lay-Off Sender

Section 34: Human resources delegated manager through trusted source

Lay-Off Mandatory documents

Pay action request form and notice of Lay-off or termination letter

Lay-Off Trusted source required

Yes

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

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

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)

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

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

Leave: Workers compensation—Return from Injury on Duty

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)

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)

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 - Maternity / Parental

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 (TBS-SCT 925-E)
Leave application form (GC-178) or departmental equivalent

Leave without pay greater than 5 Days 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

Maternity-Parental amendment

Maternity-Parental Amendment Sender

Section 34 manager or human resources delegated manager through trusted source

Maternity-Parental Amendment Mandatory documents

Maternity or Parental Leave Application or leave application form (GC 178) or departmental equivalent

Maternity-Parental Amendment Trusted source required

Yes

Modification to letter of offer—salary (with justification)

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)

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

Parking—Reimbursement

Parking—Reimbursement Sender

Section 34 manager through trusted source

Parking—Reimbursement Mandatory documents

Pay action request form and request for reimbursement and/or regional parking Documentation

Parking—Reimbursement Trusted source required

Yes

Promotion: Exception

Promotion: Exception Sender

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

Promotion: Exception Documents required for exceptions

Pay action request form and letter of offer

Promotion: Exception Trusted source required

Yes

Promotion to Executive group

Promotion to Executive group Sender

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

Promotion to Executive group Documents required for exceptions

Pay action request form and letter of offer

Promotion to Executive group 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 or equivalent

Reclassification Trusted source required

Yes

Recovery of overpayments

Recovery of overpayments Sender

Employee or manager/supervisor

Recovery of overpayments Mandatory documents

Pay action request form

Recovery of overpayments Trusted source required

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 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

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

Revision correction

Revision correction Sender

Employee or manager/supervisor

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

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

Secondment or assignment or interchange: Exceptions only Trusted source required

Yes

Student resignation

Student Resignation Sender

Human resources delegated manager through trusted source

Student Resignation Documents required for exceptions

Pay action request form and the following:

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

Student Resignation Trusted source required

Yes

Termination—Retirement/Resignation

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

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

Termination payments—Other

Termination Payments—Other Sender

Employee

Termination Payments—Other Mandatory documents

Pay action request form and timesheet and/or attendance and EDP report

Termination Payments—Other Trusted source required

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 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 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

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

Workers’ Compensation Boards—Paid injury on duty (data change line required)

Workers’ Compensation Boards—Paid Injury on Duty (data change line required) Sender

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

Workers’ Compensation Boards—Paid Injury on Duty (data change line required) Mandatory documents

Pay action request form

Workers’ Compensation Boards—Paid Injury on Duty (data change line required) Trusted source required

Yes

From:

Public Services and Procurement Canada

Page details

2025-09-29