Manage scheduling

From Public Services and Procurement Canada

Extra duty pay

Extra duty pay refers to payments to employees for any hours worked beyond the regular hours defined in the employee’s schedule (for example: overtime).

Extra duty pay will be processed through employee and manager self-service in Phoenix.

References:  Common Human Resources Business Process 7.04 and time reporting code job aid.

Employee

Departments using time and labour module in Phoenix

  • Enroll in MyKey to access the self-service functionality
  • Record and save time entries regularly in the timesheet page using Phoenix self-service

Important: The entries should be made during the current pay period to avoid delays in getting paid. After Phoenix checks the time entries, they will be sent to the employee’s section 34 manager for approval.

Some employees may not be able to access Phoenix self-service (due to lack of internet connection or a remote location). In this case, their section 34 manager will be able to make entries on their behalf.

Departments not using time and labour module in Phoenix

Submit extra duty pay claim to their section 34 manager.

Extra duty compensatory leave (for example: time in lieu)

Follow departmental procedures.

Submit request directly to the delegated section 34 manager.

Note: For late submission of extra duty pay the employees will have 6 months to submit their time entries or make corrections to submitted time entries in Phoenix.

Manager

Departments using time and labour module in Phoenix

The section 34 manager:

  • Review and approve time entries for all employees they have section 34 responsibility for

Note: When an employees is unable to access Phoenix self-service, a section 34 manager will submit the extra duty pay on behalf of an employee.

For late submission of extra duty pay the manager will have 6 months to enter or correct time entries on behalf of employee.

Important:  Despite the delegated section 34 manager inputting the hours themselves, the time still needs to be approved by the delegated section 34 manager the day after they have inputted it on behalf of the employee.

Departments not using time and labour module in Phoenix

Section 34 manager:

  • Approve the request for extra duty pay and provide the request to the timekeeper (where applicable)

Late submission of extra duty pay (greater than 6 months)

Section 34 manager:

  • Sign the extra duty pay form and request authentication by the departmental trusted source. The extra duty pay form can then be submitted by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

View previously approved extra duty pay

Section 34 manager can view historical time submission under payable time summary tab in Phoenix.

Departments using timekeeper role in Phoenix

It's the department’s responsibility to ensure that the section 34 manager approves the request prior to its submission to the timekeeper and to maintain the necessary records.

The department is required to sign a letter of attestation that the timekeeper will only enter requests that have been approved for payment by the section 34 manager. The department must identify the individual(s) who will fill the role of timekeeper.

The department will establish its own internal procedures for requesting, approving and submitting data to the timekeeper and for records maintenance and will communicate this procedure to employees, the section 34 manager and financial officers (section 33).

Finance

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.

Trusted source

Upon receipt of extra duty pay late submission:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, 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)

Pay Centre

Late submission of extra duty pay

  • Check the trusted source list
  • Manually entering the late extra duty pay into Phoenix
  • Manually entering extra duty pay as leave in Human Resources Management System (where applicable)
Leave without pay (less than or equal to 5 days)

Leave without pay (less than or equal to 5 days) is entered into the system after approval is granted by the employee’s manager (with the exception of strike or suspension which do not require manager approval) and after the leave is actually taken.

Reference: Common Human Resources Business Process 7.04.04

Leave without pay (less than or equal to 5 days) Employee

Leave without pay (less than or equal to 5 days) Departments using time and labour module in Phoenix

(Government of Canada’s Human Resources Management System)

Must enroll in MyKey to access to self-service functionality.

Note:  Employees use Phoenix self-service to enter leave without pay of 5 consecutive days or less (after the leave is taken).

Some employees may not be able to access Phoenix self-service (due to lack of internet connection or a remote location). In this case, their section 34 manager will be able to make entries on their behalf.

Leave without pay (less than or equal to 5 days) Departments not using time and labour in Phoenix

Submit their leave without pay of 5 consecutive days or less to their section 34 manager.

Leave without pay (less than or equal to 5 days) Departments using My Government of Canada Human Resources

Enter leave without pay of 5 consecutive days or less in the absence management module of My Government of Canada Human Resources, you must also enter it in Phoenix.

Leave without pay (less than or equal to 5 days) Late submission of leave without pay

(My Government of Canada Human Resources and Government of Canada’s Human Resources Management System)

Leave without pay of 5 consecutive days or less is not submitted within 6 months of the leave being taken.

Complete a leave form and provide it to their section 34 manager or delegated manager for entry on their behalf.

Leave without pay (less than or equal to 5 days) Manager

Leave without pay (less than or equal to 5 days) Departments using time and labour module in Phoenix

(Government of Canada’s Human Resources Management System)

Section 34 manager:

  • Authorize entries in Phoenix manager self-service

Note:  When an employees is unable to access Phoenix self-service, a section 34 manager is required to enter the leave without pay on behalf of the employee in Phoenix manager self-service.

Important: If the employee has not entered their leave without pay within 8 weeks of the leave being taken, section 34 managers can enter the leave without pay for up to 6 months of the leave being taken on behalf of the employee.

Leave without pay (less than or equal to 5 days) Departments not using time and labour in Phoenix

(Government of Canada’s Human Resources Management System)

Section 34 manager:

  • Approve the request for leave without pay and provide the request to the timekeeper (where applicable)

Leave without pay (less than or equal to 5 days) Departments using My Government of Canada Human Resources

Delegated manager:

  • Approve the leave without pay of 5 consecutive days or less in the Absence management module of My Government of Canada Human Resources

Important: If the employee has not entered their leave without pay within 6 months of the leave being taken, the delegated manager can enter the leave without pay for up to 6 months of the leave being taken on behalf of the employee. After 6 months, only compensation advisors will be able to enter time entries in Phoenix on behalf of employees.

Leave without pay (less than or equal to 5 days) Late submission of leave without pay

(My Government of Canada Human Resources and Government of Canada’s Human Resources Management System) (Greater than 6 months)

The section 34 manager or delegated manager:

  • Sign the leave form and request authentication by the departmental trusted source. The leave form can then be submitted by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Leave without pay (less than or equal to 5 days) Trusted source

Upon receipt of leave form:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, 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)

Leave without pay (less than or equal to 5 days) Pay Centre

Leave without pay (less than or equal to 5 days) Departments using Government of Canada’s Human Resources Management System

Enter the leave without pay into Human Resources Management System (leave balances).

Late submission of leave without pay

(My Government of Canada Human Resources and Government of Canada’s Human Resources Management System)

  • Check the trusted source List
  • Enter the leave without pay into Phoenix and into Human Resources Management System (leave balances)
Return from leave without pay (greater than 5 days)

The re-commencement of basic pay for an employee who has returned to full-time or part-time duty following a period of leave without pay where their pay and other entitlements had been temporarily stopped.

Return from leave without pay (greater than 5 days) Employee

Advise their manager that they have returned to work.

Return from leave without pay (greater than 5 days) Manager

Upon receipt of written approval from the insurance:

  • Confirm with employee that he or she will return to work on agreed upon day

The section 34 manager:

  • Obtain trusted source authentication on the notification of return from leave without pay for the employee
  • Submit a notification by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Note: The Notification can only be sent on or after the date the employee returns to work.

Return from leave without pay (greater than 5 days) Finance

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.

Return from leave without pay (greater than 5 days) Trusted source

Upon receipt of notification of return from leave without:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, 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)

Return from leave without pay (greater than 5 days) Pay Centre

Check the trusted source list.

Upon receipt of notification from the trusted source of the return from leave:

  • Process the employee’s return from leave in Human Resources Management System
  • Re-enroll employee for time reporter
  • Send the compensation standard benefits letter to the employee
  • Reconcile maternity or parental top ups with proof of Employment Insurance or Québec Parental Insurance Plan

Important: If there is a leave without pay deficiencies balance (deduction code 52) in Phoenix (when an employee’s first starts a period of leave without pay after November 28, 2011):

  • Fax the balance owing by deduction code to Pension Centre

If the employee makes an option to not count a period of leave without pay:

  • Upon receipt of option not to count leave without pay from the Pension Centre
  • Adjust the leave without pay in Phoenix

Return from leave without pay (greater than 5 days) Pension centre

  • Calculate LWOP and supplementary death benefit deficiencies for the employee
  • Send the LWOP letter to the employee

Note: An automated interface manages the withholding, the changes and the stop of the LWOP deductions.

If the employee has reached the 5 year tax limit:

  • Send the member’s version of the Income Tax Act letter to the employee
  • Send the employer’s version of the Income Tax Act letter to the Pay Centre

If the employee has opted not to count a period of LWOP:

  • Determine if the choice to not count a period of LWOP is valid
  • Send the employer’s version of the letter concerning the option to not count a period of LWOP to the Pay Centre
Return from leave without pay (greater than 5 days): Rehabilitation schedule

A rehabilitation program is designed to assist disabled plan members to regain an acceptable level of employment. It may be a program of vocational training or a reduced period of work for the purpose of rehabilitation.

The re-commencement of basic pay for an employee who has returned to work as part of a rehabilitation.

Reference: Common Human Resources Business Process 7.04.05 and job aids for compensation advisors’ Rehabilitation Program processing located under Phoenix support GCpedia page.

Return from leave without pay (greater than 5 days): Rehabilitation schedule Employee

Advise their manager that they have returned to work and will be on a rehabilitation.

Departments using time and labour module in Phoenix

During a return to work on a rehabilitation schedule:

  • Enter hours worked (including paid leave) Phoenix self-service time management module to be paid. The leave without pay request must be then be submitted by encrypted email, fax or mail to the Pay Center: Mail facility, including a pay action request form PSPC 446-5E duly completed
  • Contact the Pension Centre regarding contributions to the pension plan and supplementary death benefit

Important: The entries should be made during the current pay period to avoid delays in getting paid. After Phoenix checks the entries, they will be sent to the employee’s section 34 manager for approval.

Note: Some employees may not be able to access Phoenix self-service (due to lack of internet connection or a remote location). In this case, their section 34 manager will be able to make entries on their behalf.

Return from leave without pay (greater than 5 days): Rehabilitation schedule Departments not using time and labour in Phoenix

Submit time to their section 34 manager who will in turn provide to the departmental timekeeper.

Return from leave without pay (greater than 5 days): Rehabilitation schedule End of rehabilitation program

Advise their section 34 manager that a rehabilitation schedule is no longer required.

Note: The employee is no longer required to complete timesheet at the end of rehabilitation program.

Manager

Upon receipt of the written approval of the insurance:

  • Confirm with employee that he or she will return to work on agreed upon day

The section 34 manager:

  • Provide in writing the return from leave without pay and the effective date of commencing the rehabilitation program to the trusted source
  • Obtain trusted source authentication on the notification of return from leave without pay and date of commencing the rehabilitation program. The notification must  then be sent by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Return from leave without pay (greater than 5 days): Rehabilitation schedule Departments using time and labour module in Phoenix

The section 34 manager:

  • Review and approve time entries for all employees they have section 34 responsibility for
  • May report time on behalf of an employee when an employee is unable to access Phoenix self-service

Return from leave without pay (greater than 5 days): Rehabilitation schedule Departments not using time and labour in Phoenix

The section 34 manager:

  • Approve the request and provide it to the timekeeper for entry

Return from leave without pay (greater than 5 days): Rehabilitation schedule End of rehabilitation program

The section 34 manager:

  • Request authentication by the trusted source that the employee is no longer on a rehabilitation schedule. The notification can then be submitted by encrypted email, fax or mail to the Pay Centre: Mail facility, including a pay action request form PSPC 446-5E duly completed

Important: The manager must not allow timesheets effective the date the rehab ended.

Return from leave without pay (greater than 5 days): Rehabilitation schedule Finance

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.

Return from leave without pay (greater than 5 days): Rehabilitation schedule Trusted source

Upon receipt of notification of end of rehabilitation schedule:

  • Ensure that signatures on paper requests transmitted from a departments to Pay Centre are authenticated, 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)

Return from leave without pay (greater than 5 days): Rehabilitation schedule Pay Centre

  • Check the trusted source list
  • Process the employee’s return from leave and a start rehabilitation in Human Resources Management System and the start of a rehabilitation schedule after he has received confirmation from the insurance company
  • Enroll employee to the rehabilitation work group in Phoenix time and labour
  • Enroll employee for time reporter data in Phoenix
  • Send earnings reports on a monthly basis to the relevant insurer while the employee remains on a rehabilitation schedule including paid and non-paid leave days
  • Send the Compensation standard benefits letter to the employee
  • Notify the employee by email that he or she needs to enter the hours worked in time and labor (timesheets) each week
  • Modify the pension, supplementary death benefit and disability insurance or long-term disability insurance in Phoenix with the proper effective date

Return from leave without pay (greater than 5 days): Rehabilitation schedule End of rehabilitation program

Upon receipt of notification from the trusted source and insurance company that the employee is no longer on rehabilitation:

  • Enters the end of rehab in the human resources system
  • Change the code for pension, supplementary death benefit and disability insurance or long-term disability insurance in Phoenix
  • Notify the employee by email that he or she needs to stop entering the hours worked in time and labor (timesheets), effective the date the rehab ended
  • Send the PWGSC 140 notification of rehabilitation leave, education leave (with allowance) or dual employment: same pay office, same department to the Pension Centre

Return from leave without pay (greater than 5 days): Rehabilitation schedule Pension Centre

  • Calculate the employee’s leave without pay pension and Supplementary death benefit deficiencies
  • Send the ADM 312 return from leave without pay to the employee. The leave without pay deductions will be started, amended and stopped via an automated interface
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