ARCHIVED CD 2008-013

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ANNEX "A" Instructions to complete PWGSC-TPSGC 2006 form

May 21 , 2008

SUBJECT: Amendment to Procedures and Instructions for Completion of the PWGSC - TPSGC 2006

1. PURPOSE

1.1 The purpose of this directive is to provide compensation advisors and regional pay offices with new procedures and instructions for the completion of the revised PWGSC-TPSGC 2006 form (Election Form for Elective Pensionable Service). These changes are required due to the implementation of imaging technology by the pension operations, as part of the business transformation in advance of the Government of Canada Pension Modernization Project (GCPMP).

1.2 Additional instructions can be found in Annex "A" and in the PWGSC-TPSGC 2006 form.

2. CANCELLATION

2.1 This supersedes the Superannuation Procedures for Personnel Offices Serviced by the Regional Pay System (PER) Section 3-2-2006.

3. BACKGROUND

3.1 The Pension Imaging Initiative provides rapid access to key pension documents across the organization, and will help reduce the volume of paper that requires archiving. The imaging process consists of converting paper documents to a readable electronic format.

4. POLICY

4.1 The PWGSC-TPSGC 2006 form (Election Form for Elective Pensionable Service) is required when a public service pension plan member decides to buy back a period of elective pensionable service. When completed by the plan member and approved by the Superannuation, Pension Transition and Client Services Sector (SPTCSS), the election form constitutes a binding agreement between the pension plan member and the pension plan administration.

4.2 This form must not be used to request an estimate of cost.

4.3 If applicable, an election to surrender a benefit entitlement under either the Royal Canadian Mounted Police Superannuation Act (RCMPSA) or the Canadian Forces Superannuation Act (CFSA) must be made using form PWGSC-TPSGC 2092 (Election to Surrender Benefits).

5. PROCEDURES/INSTRUCTIONS

5.1 Effective immediately, compensation advisors are to use the revised electronic version PWGSC-TPSGC 2006 form available on the Compensation Sector Web site. The compensation advisor must complete Part "A" of the form using uppercase letters and then print the document on legal size paper (8 ½ x 14 in.).

5.2 Prior to forwarding the PWGSC-TPSGC 2006 form to a pension plan member, compensation advisors must first add the Personal Record Identifier (PRI) and Superannuation number in the "Member's Personal Information" section. Part "A" of the form continues to be completed by the compensation advisor.

5.3 The new section entitled "Member's Personal Information" should be completed by the pension plan member. This section was designed specifically for imaging purposes and must be completed properly, in uppercase letters, to ensure maximum efficiency for the imaging process.

Part "B" of the form should also be completed by the plan member. It should be noted that Part "B" now spans two pages (page 1 and page 2).

5.4 Once the form is returned to the personnel office, as in the past, Part "C" is completed by the compensation advisor.

5.5 The form, showing the pension plan member's original signature, is then sent to the PWGSC office in Matane, Quebec where it will be scanned. The images will be sent electronically to SPTCSS for processing. Therefore, as part of this new process, compensation advisors will no longer forward copies to SPTCSS in Shediac, New Brunswick. In addition, one copy of the form should be forwarded to the Pay Office, a second copy to the pension plan member, and a third copy should be retained in the employee's personnel file.

5.6 Instructions for printing are included with the instructions for plan members and personnel offices on the last page of the form.

NOTE: This form MUST be printed on legal size paper (8 ½ x 14 in.). If the form is initiated by the plan member and he does not have the legal size option on his printer, he must select the "Fit to Printer Margins" option from the "Page Scaling" drop-down menu.

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

ANNEX "A"

Election Form for Elective Pensionable Service

Instructions for public service pension plan members

Members should complete the section "Member's Personal Information" and Part "B". The "Member's Personal Information" should be completed in clear writing, using capital letters as it is critical that it be captured during the imaging process.

Please note that Part "B" begins on page 1 and continues on page 2. Please ensure that the service dates entered on the form are complete and accurate. Only include periods of service that you wish to count since an election is a binding, irrevocable agreement.

After completing the form, plan members should retain one copy and forward the original, within the time prescribed by legislation, to their personnel office. Hand delivery or use of registered mail to the personnel office is recommended. If sent by registered mail, the receipt of registration should be kept as proof of the date of mailing. The date on which this form is mailed must be indicated in the space provided in Part "B".

The legislation requires that if the election is made within one year from the date of issue of the member's Notice of Contributor Status, the completed form must be forwarded within that year.

An election made after the one year time limit must be forwarded within one month of signing the form.

Certain elections require a medical examination in order to be valid. Medical examinations must be undergone within 90 days prior to or 6 months after making the election. The required medical forms, completed by a physician, should be forwarded to the specified Regional Medical Services Office (Health Canada).

If plan members are asked to help in the official verification of their service, their cooperation is essential. The initiation of deductions does not indicate acceptance of this service.

When a plan member chooses to pay for the elective service in full by means of a lump sum payment, the legislation requires that the funds be received within 30 days of the signing of the election; otherwise monthly instalments become due and payable. Transfers from other registered pension plans or registered retirement savings plans require the completion of the T2151 or T2033 forms respectively. The completed forms should be mailed without delay to:

Public Works and Government Services Canada
P.O. Box 8000
Matane QC G4W 4T6

If required, the Superannuation, Pension Transition and Client Services Sector (SPTCSS) will authorize the commencement of deductions at the minimum monthly instalment.

If the plan member chooses to pay for the election by means of monthly deductions, please note that interest and mortality charges will be applicable and will be included in the cost.

Instructions to the personnel office

The PRI and Superannuation number in the "Member's Personal Information" section, as well as Part "A", should be completed.

The date of receipt, registration number and initials must be recorded in the space provided in Part "C" once the form is received from the plan member.

Deductions from salary, as authorized by the member, should be started and the month in which the first deductions are taken should be indicated.

Certify the authorized salary on the most recent occasion of becoming a contributor and the authorized salary at the date the election is signed.

Do not report non-superannuable allowances.

Elections for full-time and part-time individuals will be based on the full-time equivalent salary.

A copy of this form, with your signature and the employee's original signature, must be forwarded within 60 days of receipt by the personnel office to:

Public Works and Government Services Canada
P.O. Box 8000
Matane QC G4W 4T6

Retain one copy, send one copy to your regional pay office and another copy to the plan member.