A secondment has the following characteristics:
- A temporary move of an employee to another department or agency in the core public administration (Schedule I and Schedule IV of the Financial Administration Act), and other organizations for which the Treasury Board is the Employer
A temporary lateral movement of an employee to perform the functions of a position that already exists or to take on a special project, to another organization. The employee maintains his or her substantive position in the home organization, and is paid by the home organization. The secondment agreement is the instrument of acceptance on this arrangement and must clearly state that the employee returns to their substantive position on completion of the secondment.
Sign the secondment agreement.
Complete the extra duty pay or shiftwork report and authorization GC 179.
Complete the leave application and absence report GC 178.
Each organization, the secondment out (home) organization and the secondment in (host) organization:
- Advise human resources of the secondment on behalf of the seconded employee by following organizational procedures
Section 34 manager both the home and host organizations:
- Sign the secondment agreement
- Advise finance to ensure they transfer all salary payments between the home and the host organization
Authorized by the host delegated section 34 manager and forwarded to the substantive home delegated section 34 manager.
Authorized by the host delegated section 34 manager and forward to the substantive home delegated section 34 manager.
- Ensure accurate and timely completion of job and personal information rows in the Human Resources Management System and verification of that data
- Send the secondment agreement through a trusted source to the Pay Centre by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed.
- Prepare the secondment agreement
- Enter the information in the Human Resources Management System
Host and home organization
Reconcile interdepartmental settlements for salary payments.
Section 33 authorization of the transaction in Phoenix.
Note: If there are questions or concerns on a transaction requiring section 33 authorization, finance will contact the Pay Centre in accordance with procedures.
Upon receipt of secondment agreement :
- Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, for example:
- The section 34 signature is authenticated for all requests affecting financial results and/or manager’s budget before it is sent to the Public Service Pay Centre
- The human resources delegated signature is authenticated for all requests being submitted by departments (excluding direct from employees)
Note: Paper requests submitted directly by employees to Pay Centre, without any departmental signatory requirements are excluded from the trusted source scope.
- Check the trusted source list
- Make changes to union dues where required
If late in changing:
- Send, by encrypted email or fax, from GC 80-1 to inform finance that a payment must be made to the bargaining unit
- Recover amounts owing from the employee (refer to recovery of overpayments)
Note: Although Phoenix does not take into consideration the secondment out and in process, the pay action request form sent to the Pay Centre is used to identify if there are changes to the union and location of work.
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