ARCHIVED CD 1999-013
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March 11, 1999
SUBJECT: RE-EMPLOYMENT WITH SAME DEPARTMENT/REVISIONS TO RETIRING ALLOWANCES
1.1 The purpose of this directive is to advise clients of the procedures and codes to be used to report adjustments (revision) to Retiring Allowances (severance pay and/or Work Force Adjustment [WFA] lump sums or Executive Employment Transition Policy [EETP]) for former employees who are now re-employed and in active or Temporarily struck-off-strength (T-SOS) status in the same department and same Pay Office (PO).
1.2 In this text, use of the masculine is generic and applies to both men and women.
2.1 With the new round of collective agreements, adjustments to retiring allowances are to be paid to former eligible employees. If these employees have since been re-employed in the same department and PO, the Regional Pay System (RPS) does not permit the reporting of the adjustments using the existing codes. The existing codes can only be used for Struck-off-strength (SOS) accounts.
2.2 Previously these accounts were reported manually and PO's produced manual cheques as per the departments'requests. With the implementation of the Standard Payment System in June 1998, the facility to produce manual cheques was eliminated therefore new procedures are required.
3.1 Former employees whose SOS date is after the effective date of a new collective agreement for their group are entitled to adjustments to the retiring allowances that were originally paid to them.
4.1 Two new entitlement codes have been created to pay these adjustments to retiring allowances for former SOS employees who have since been re-employed in the same department and PO. These codes will be in production on March 1, 1999.
4.2 The two new entitlement codes are:
- 369 - Retiring Allowances - Adjustment / eligible (RA - Adj. eligible)
- 370 - Retiring Allowances - Adjustment / non-eligible (RA - Adj. non-eligible)
4.3 These codes are to be reported as lump sum using the from and to dates of the service for which the allowance is to be paid using an "EAJ" On-line screen. (For non On-line clients reference should be made to a Pay Action Code (PAC) 71) As these payments are subject to lump sum income tax, "SS" must be inserted in the Pay Period field of the transaction.
4.4 Deductions from the payment for amounts to be transferred to a Registered Retirement Savings Plan (RRSP) are to be reported using the "TED" On-line screen (for non On-line clients reference should be made to a PAC 77) with the deduction code 582. If a tax waiver is received to reduce the amount of tax withheld from the payment, this amount is to be reported using the "EAJ" On-line screen (for non On-line clients reference should be made to a PAC 71) with entitlement code(s) 395 and/or 396 as applicable. Both of these transactions must also reflect "SS" in the Pay Period field to ensure processing as a group. No other deductions may be input with these payments.
4.5 These transactions will automatically update the T4A/Relevé 1 elements appropriately.
4.6 If a new or separate line object is to be assigned by a department in its accounting records to identify payments made with codes 369 or 370, the Financial and Reporting Products Directorate Client Liaison Officer (address below) must be advised of the line object allocated in order for the pay expenditure control file to be updated accordingly.
Financial and Reporting Products Directorate
11B1, Phase III
Place du Portage
5.1 Any request for information regarding the foregoing should be addressed to your Public Works and Government Services Canada Compensation Services Office.
Original Signed by
Government Operational Service
Reference: CJA 3400-1
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