ARCHIVED CD 2009-017

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September 8, 2009

SUBJECT: Recovery of Emergency Salary Advances from Supplementary Payments.

1. PURPOSE

1.1 The purpose of this directive is to provide compensation advisors with information concerning an enhancement to the Regional Pay System (RPS) to allow for the recovery of emergency salary advances from supplementary payments.

2. BACKGROUND

2.1 Under circumstances defined in the Directive on Terms and Conditions of Employment, when an employee's regular pay is not available to him/her on the official pay day, the Treasury Board policy provides for an emergency salary advance to be issued to the employee until such time as the regular pay can be issued through the RPS.

2.2 Until now, recoveries of emergency salary advances could only be made from salary paid on a regular pay run. In cases where a regular payment has been missed and an emergency salary advance has been issued, the adjustment for the missed regular pay is issued on a supplementary pay run.

3. POLICY

3.1 Where an employee received an emergency salary advance, it is considered as an "accountable advance" and, as such, in accordance with Section 38 of the Financial Administration Act, it must be recovered from the first available monies being issued to the employee.

This directive should be read in conjunction with the Directive on Terms and Conditions of Employment.

4. PROCEDURES/INSTRUCTIONS

4.1 Effective with the supplementary pay run update of September 30,2009, compensation advisors will be able to recover an emergency salary advance from a supplementary payment being issued using an entitlement adjustment (EAJ/PAC71), by reporting a supplementary deduction (SDD/PAC77), with deduction code 819.

4.2 For instances where the emergency salary advance can not be recovered from the first available funds, it must then be recovered from the next regular pay, using a deduction commence (DEC/PAC16C819), or by means of a money order or personal cheque.

4.3. REMINDER

4.3.1 Before attempting to recover an emergency salary advance, compensation advisors should always verify that the amount being recovered is not greater than the employee's net pay being issued, taking into consideration other mandatory recoveries, such as overpayments. Should the recovery be greater than the net pay, the transaction will be rejected and, therefore, compensation advisors will be required to enter a DEC/PAC16C819 to recover the advance from the next regular pay.

5. PAY OFFICE RESPONSIBILITIES

5.1 There are no new responsibilities to be assigned to the pay offices as a result of this change. Current pay office procedures remain in effect.

6. INQUIRIES

6.1 Any request for information regarding the foregoing should be addressed to Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Original Signed by
B. Fortin

Brigitte Fortin
Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): CJA 9015-19