ARCHIVED SAM - Special Bulletin 2008-004

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• Work Procedures for Compensation Advisors (Revised April 5, 2011)
• Roles and Responsibilities (Revised April 5, 2011)
• Contact Information Sheet

May 1, 2008 (Revised April 5, 2011)

SUBJECT: Spousal and Dependants Benefits Information

1. PURPOSE

1.1. The purpose of this bulletin is to inform compensation advisors of a new process for the provision of information to public service pension plan members in respect to pension benefits for spouses and dependants including the designation of a beneficiary under the Supplementary Death Benefit Plan and the forwarding of personal documentation.

1.2. In accordance with the new process, the booklet "Your Pension Plan", the Pensionfacts page, the Superannuation Administration Manual (SAM), the Superannuation Procedures Manual – Public Service Corporations (PSC), superannuation bulletins, compensation directives, national training courses, Treasury Board of Canada Secretariat's (TBS) standard benefit letters, Virtual Pay checklists and procedure guides and various forms have been amended. Organizations not using the TBS' standard benefit letters will need to amend their letters to reflect the changes. It should also be noted that adjustments may need to be made to the Human Resources systems in organizations that collect and maintain the designation of beneficiaries and personal documentation information in their systems.

1.3. This bulletin includes the Contact Information Sheet (also available on the "Your Public Service Pension and Benefits" Web portal), the new Work Procedures for Compensation Advisors and the new Roles and Responsibilities for the Public Service Pension Centre (PSPC), compensation advisors and plan members.

2. BACKGROUND

2.1. On June 13, 2007, the TBS granted approval to proceed with two transformations of pension administration initiatives namely the Pension Modernization Project and the Centralization of Pension Services Delivery Project. The objective of these initiatives is to renew Public Works and Government Services Canada's (PWGSC) nearly 40-year old pension administration system, transform business processes and centralize the delivery of pension services to a center of expertise within PWGSC, namely the Superannuation, Pension Transition and Client Services Sector (SPTCSS), in Shediac, New Brunswick.

2.2. Accordingly, the Centralization of Pension Services Delivery Project team has been established to develop and progressively implement pension services and business processes in accordance with the new model which allows for self-service options and access to pension expertise through various channels. The project, which will take place over the next few years, will bring about significant changes in the way pension services are delivered.

3. POLICY

3.1. Effective May 1, 2008, the PSPC will be responsible for providing pension information to plan members regarding spousal and dependants benefits and information concerning the designation of a beneficiary under the Supplementary Death Benefit (SDB) Plan. The PSPC will also be responsible to request personal documents from the plan members, their survivors or their representatives.

4. PROCEDURES/INSTRUCTIONS

4.1. A center of expertise has been established in Shediac, New Brunswick. This center will be responsible for providing individualized or general information for inquiries received from plan members, regarding spousal and dependants benefits. Spouses and dependants making inquiries will be provided with general information only.

4.2. When asked about spousal and dependants benefits information, designation of beneficiary for Supplementary Death Benefit and/or personal documents, compensation advisors will provide the contact information located on the "Your Public Service Pension and Benefits" Web portal, under "Contact Us" to plan members, spouses, dependants and/or their legal representatives. The contact information page includes the PSPC Web portal address (Your Public Service Pension and Benefits), the email address, the toll free number, the facsimile and the mailing address.

4.3. Until survivor pension benefit services are centralized, in March 2010, the process for death in service will remain mostly unchanged. Compensation advisors will still be the point of contact for death in service and will continue to provide death certificates to the PSPC. However, when completing the PWGSC-TPSGC 2014 form, they will also supply a contact name and the contact information. The PSPC is now responsible for contacting the beneficiary of the Supplementary Death Benefit directly to process the payment.

4.4. Please refer to the new Roles and Responsibilities and the new Work Procedures for Compensation Advisors for additional details.

5. COMMUNICATIONS

5.1. The project team will monitor the progress following implementation and will keep you apprised of the progress.

6. INQUIRIES

6.1. Any inquiries on the information contained in this document should be addressed to your PWGSC Compensation Services Office.

Original Signed by
B. Fortin

Brigitte Fortin
Director General
Compensation Sector
Accounting, Banking and Compensation