PPIM 4-4-12-2

Section: PAY ACTION CODE 12

Subsection: DIRECT DEPOSIT PAYMENTS

DEFINITION

To commence, amend or stop a direct deposit payment (DFT) of a regular or supplementary net pay to an employee's bank account.

COMPLETE MANDATORY fields (PWGSC-TPSGC 2517-1 ). SEE NOTES for explanation.

FIELDS	NOTES
01	Mandatory.
05	Mandatory.
06	Mandatory.
09	Mandatory.
10	Mandatory.
11	Mandatory.
12	Mandatory. INPUT the employee's Personal Record Identifier (PRI). USE a leading zero to fill all nine space.
13	Mandatory.
14	Mandatory.
15	Mandatory.
18	LEAVE blank.
60	Mandatory. INPUT PAC "12".
61	Mandatory. INPUT Modifier "A" to commence, amend or stop the DFT. The value input in Field 71 will define the status of the payment.
62	Mandatory. INPUT the appropriate element (950, 951, 979 or 980). REFER to remarks for additional information.
63	Mandatory. INPUT the "EFFECTIVE FROM, AM/PM" date (start of the current pay period).
71	Mandatory. INPUT the bank account identification number for elements 950 or 979. INPUT the status of payment for elements 951 or 980. REFER to remarks for additional information.
72	INPUT remarks as appropriate to clarify - or LEAVE blank. Note: INPUT the information in free form text (FFT) when working with the On-Line Pay System.
73	Mandatory.
74	Mandatory.
75	Mandatory.
76	Mandatory.

REMARKS

ENROLMENT FOR DIRECT DEPOSIT

• PWGSC-TPSGC 8437

| PURPOSE

This special form, designed to conform to a common standard for direct deposit payment, is the only form that may be used at the departmental level to COMMENCE OR AMEND a direct deposit of a regular and/or supplementary net pay to a bank account. Direct deposit for regular pay is available to all employees paid current, 7C, and for employees paid in arrears, 7A and 7B. Direct deposit for supplementary pay is available to all employees, with the exception of employees under MPA and MPR. The PWGSC-TPSGC 8437 and the voided cheque are to be filed in a secure area within the Pay and Benefits area.

MER DATA ELEMENTS FOR DIRECT DEPOSIT PAYMENT

MASTER EMPLOYEE RECORD (MER)

The MER file includes the following data elements:

• Element 950 - Regular Pay Direct Deposit Routing Number
• Element 951 - Regular Pay Direct Deposit Status Code
• Element 979 - Supplementary Pay Direct Deposit Routing Number
• Element 980 - Supplementary Pay Direct Deposit Status Code

ELEMENTS 950 and 979

These data elements, representing the bank account identification number are comprised of 21 characters, i.e.:

• Branch No. - 5 numeric characters
• Financial Institution No. - 4 numeric characters (This field allows 4 numeric characters but only 3 numeric characters are input as a leading 0 is imposed by the system.)
• Account No. - up to 12 alphanumeric and/or special characters

The Direct Deposit Routing Number is established on the MER by means of a PAC 12A950 and/or a PAC 12A979.

ELEMENTS 951 and 980

These data elements, indicating the status of payment, are comprised of one character, i.e.:

• Code "1" - meaning YES (direct deposit active) - net pay is being deposited electronically to the employee's bank account.
• Code "2" - meaning NO (direct deposit inactive) - direct deposit is not in effect.
• Code "3" - meaning temporarily suspended, due to strike.
• Code "4" - meaning suppress the pay stub - direct deposit remains active.

The Direct Deposit Status Code is established on the MER by means of a PAC 12A951 and/or a PAC 12A980.

NOTE: Special characters included on form PWGSC-TPSGC 8437 must be input on the pay action as requested.

TO COMMENCE A DIRECT DEPOSIT

PROCEDURES

When an employee of a department/agency that is participating in direct deposit requests that his net pay be deposited directly to a bank account, proceed as follows:

• PROVIDE the employee with form PWGSC-TPSGC 8437 .
• INSTRUCT the employee to:
  • complete the entire form correctly and legibly;
  • complete the regular and/or supplementary pay direct deposit fields (branch no., account no. and institution no.) or provide a voided cheque indicating whether it is for regular and/or supplementary direct deposit; and
  • sign and date the form under the Authorization Section.

ON RECEIPT OF THE COMPLETED DIRECT DEPOSIT ENROLMENT FORM AND THE VOIDED CHEQUE:

• ENSURE that all sections are completed and are legible.
• COMPLETE the financial banking information for regular pay and/or supplementary pay direct deposit from the voided cheque (if applicable).
• COMPLETE PAC 12A950 and PAC 12A951 lines for regular direct deposit and/or PAC 12A979 and PAC 12A980 lines for supplementary direct deposit.
  • the start of the current pay period in Field 63.
  • in Field 71 for PAC 12A950 and PAC 12A979, TRANSCRIBE the banking information from the PWGSC-TPSGC 8437 form.
  • in Field 71 for PAC 12A951 and PAC 12A980, INPUT code "1" left justified (direct deposit active).

  NOTE: After the above pay actions have been processed by the pay office, regular pay direct deposit will start in the first pay period following the last issue of regular pay by cheque and supplementary pay direct deposit will start when the next supplementary payment is issued. The date in Field 63 is NOT critical but it must NOT be a future date.

• BATCH separately and SUBMIT to the pay office for processing.

TO AMEND A REGULAR AND/OR SUPPLEMENTARY PAY DIRECT DEPOSIT ROUTING NUMBER

PROCEDURES

When an employee on regular pay and/or supplementary pay direct deposit wishes to change his financial institution and/or bank account number, proceed as follows:

• PROCEED as for commencing direct deposit.
• ENSURE appropriate sections have been completed.
• COMPLETE PAC 12A950 and/or PAC 12A979 lines as for any other PAC 12. In Field 71 TRANSCRIBE the financial banking information from the PWGSC-TPSGC 8437 form or the voided cheque.
• BATCH separately and SUBMIT to the pay office for processing.

  NOTE: Advise the employee that the old account should not be closed prior to monies being deposited into the new account.

TO STOP THE DIRECT DEPOSIT OF NET PAY

PROCEDURES

When an employee requests that regular pay and/or supplementary pay direct deposit be stopped, proceed as follows:

• COMPLETE PAC 12A951 and/or PAC 12A980 lines using code "2" (direct deposit inactive) in Field 71.
• BATCH separately and SUBMIT to the pay office for processing.

NOTE: Advise the employee that the account should not be closed prior to receiving a paper cheque.

TO SUPPRESS THE PAY STUB OF A PAYMENT MADE VIA DIRECT DEPOSIT FOR EMPLOYEES WITH ACCESS TO THE COMPENSATION WEB APPLICATIONS (CWA)

PROCEDURES

When an employee requests that the pay stub for the regular pay and/or supplementary pay made via direct deposit be suppressed, proceed as follows:

• COMPLETE PAC 12A951 and/or PAC 12A980 lines using code "4" (direct deposit active, do not print pay stub) in Field 71.
• BATCH separately and SUBMIT to the pay office for processing.

The suppression of the pay stub for payments made via direct deposit will be in effect for the first pay or the next supplementary payment following the processing of the change request.

NOTE: The date in Field 63 is NOT critical but it must NOT be a future date.

The suppress print of the pay stub, code "4" (active do not print pay stub), should only be permitted for employees who have access to the CWA.

The employee with access to the CWA can also suppress the print of the pay stub by following the instructions provided on CWA. The employee's payments must be on direct deposit before the suppress print function can be accessible on the Web.

TO SUSPEND TEMPORARILY A REGULAR AND/OR SUPPLEMENTARY PAY DIRECT DEPOSIT PAYMENT

PROCEDURES

Upon notification from Treasury Board that a certain group of employees is subject to work disruption, the pay office will BULK CHANGE the Direct Deposit Status Code (MER elements 951/980) from "1" (active) or "4" (direct deposit active, do not print pay stub) to 3 (temporarily suspended) to ensure that the identified group of employees is reverted back to "cheque issue" during the period of work disruption.

Last Update: April 2012

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