Pay Centre processing times

Find out about the prerequisites employees, managers, human resources and staffing must fulfill to allow the Pay Centre to meet its service standards.

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Service standards by work type

Select a work type to identify the timelines the Pay Centre has set to receive and process the supporting documents required in each case.

Hiring

Documents to submit to the Pay Centre:

  • letter of offer
  • direct deposit form
  • employee questionnaire

Responsibility: human resources, staffing, manager, trusted source, employee

Date of receipt: first day of work if oath is required / earlier if no oath is required

Pay Centre service standard: pay employee for work completed during the initial pay period at the end of the following pay period

Termination of employment: Indeterminate positions

Documents to submit to the Pay Centre:

  • resignation or retirement letter, signed by the employee
  • letter of acceptance, signed by the manager

Responsibility: human resources and staffing, manager, employee, trusted source

Date of receipt: at least 20 business days before the termination date

Pay Centre service standards:
  • avoid overpayment
  • issue the record of employment within 5 calendar days of the end of the pay period during which the employment was terminated
  • issue the final cheque or payment within 20 business days of the termination date

Termination of employment: Final entitlements

Document to submit to the Pay Centre: severance pay annex (if applicable)

Responsibility: employee

Date of receipt: as soon as possible

Pay Centre service standard: pay severance within 30 days of receipt of severance pay annex

Termination of employment: Casual and term positions

Document to submit to the Pay Centre: N/A

Responsibility: N/A

Date of receipt: N/A

Pay Centre service standards:
  • avoid overpayment
  • issue the record of employment within 5 calendar days of the end of the pay period during which the employment was struck off strength
  • issue final salary payment within 20 days of the struck-off-strength date

Extensions: Casual, term, student and acting positions

Document to submit to the Pay Centre: none (internal human resources is responsible for implementing extensions), unless an exception applies

(in case of exception: pay action request form via trusted source [Worktype: Change in employment, Subtype: Extension of term (Exception)] and updated letter of offer)

Responsibility: human resources and staffing, manager, employee and trusted source

Date of receipt: 2 weeks before the contract end date (in case of exceptions)

Pay Centre service standards: take steps to prevent a break in pay between consecutive contract periods

Note: conditional upon employee continuing in same position, same department, with no break in service

Leave without pay, leave with income averaging, pre-retirement transition and self-funded leave

Documents to submit to the Pay Centre:

Responsibility: human resources and staffing/completed by employee and approved by manager and trusted source

Date of receipt: at least 20 business days before the salary reduction date

Pay Centre service standard: avoid overpayment

Return from leave

Document to submit to the Pay Centre: message sent through the trusted source confirming that the employee has been re-taken on strength on the day the employee returns to work

Responsibility: manager/trusted source

Date of receipt: re-taken-on-strength date

Pay Centre service standard: pay employee for work completed during the initial pay period at the end of the following pay period

All other changes to pay

Document to submit to the Pay Centre: refer to Pay process roles and responsibilities

Responsibility: human resources and staffing, manager, employee and trusted source

Date of receipt: as soon as possible

Pay Centre service standards:
  • change in pay rate takes effect in the second pay period following the period during which the Pay Centre receives the approved documents
  • make changes requested via the client contact Centre within 15 business days of receipt
    • within 20 business days if the request requires a search to review the pay file

Service standards for overtime

Overtime is processed through employee and manager self-service in Phoenix.

Exception: The Pay Centre will process late submissions, that is, submissions made more than 6 months after the time the employee worked the overtime.

To request overtime as compensatory leave, the employee must enter the request in the Human Resources Management System, and the manager must approve the request.

Late submission (after 6 months)

If the employee does not make an overtime entry within 6 months of working it, the employee must complete an extra duty pay form. The section 34 manager must sign the form and is responsible for requesting authentication by the departmental trusted source. The form may then be submitted by encrypted email, fax or mail to the Pay Centre’s Mail facility, accompanied by a pay action request form.

The Pay Centre sets its service standards according to the relevant collective agreement. Select your pay group from the dropdown menu for the timelines the Pay Centre has set to receive and process overtime payment requests.

More information

Group

AC: Actuarial science

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

AG: Agriculture

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

AI: Air traffic control

Pay Centre service standard: with timely submission, pay employees in the month following the month during which the employee worked the overtime

AO: Aircraft operations

Pay Centre service standard: with timely submission, pay employees 2 pay periods after the one during which the Pay Centre receives the forms

AR: Architecture and town planning

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

AS: Administrative services

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

AU: Auditing

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

BI: Biological sciences

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

CH: Chemistry

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

CM: Communications

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

CO: Commerce

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

CR: Clerical and regulatory

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

CS: Computer systems administration

Pay Centre service standard: with timely submission, pay employees in the month following the month during which the employee worked the overtime

CX: Correctional services

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

DA: Data processing

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

DE: Dentistry

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

DS: Defence scientific service

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

EC: Economics and social science services

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

ED: Education

Pay Centre service standard: with timely submission, pay employees in the month following the month during which the employee worked the overtime

EL: Electronics

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

EN: Engineering and land survey

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

EU: Educational support

Pay Centre service standard: with timely submission, in the month following the month during which the employee worked the overtime

FI: Financial administration

Pay Centre service standard: pay employee no more than 2 months following the end of the period in which the employee worked overtime

FO: Forestry

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

FR: Firefighters

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

FS: Foreign services

Pay Centre service standard: pay employee within 8 weeks of receiving the forms

GL: General labour and trades

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

GS: General services

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

HE: Home economics

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

SV (including HP) Operational services

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

IS: Information services

Pay Centre service standard: with timely submission, pay employee no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

LA: Law

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

LI: Lightkeepers

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

LS: Library science

Pay Centre service standard: with timely submission, pay employees in the month following the month during which the employee worked the overtime

MA: Mathematics

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

MD: Medicine

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

MT: Meteorology

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

ND: Nutrition and dietetics

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

NU: Nursing

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

OE: Office equipment

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

PC: Physical sciences

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

PG: Purchasing and supply

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

PH: Pharmacy

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

PM: Program administration

Pay Centre service standard: pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the overtime report

PR or PR (NS): Printing operations (non-supervisory)

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

PR: Printing operations (supervisory)

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

PS: Psychology

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

HR: Historical Research

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

SE: Scientific Research

Pay Centre service standard: pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

RO: Radio operations

Pay Centre service standard: with timely submission, pay employees in the month following the month during which the employee worked the overtime

SG: Scientific regulation

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

SG-PAT: Patent Examination

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

SC: Ships crew

Pay Centre service standard: pay employee 2 pay periods after the one during which the Pay Centre receives the forms

SP: Service and program group

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

SR(C): Ship Repair (All Charge hand and Production Supervisor Employees Located on the East Coast)

Pay Centre service standard: pay employee 2 pay periods after the one during which the Pay Centre receives the forms

SR(E): Ship Repair (East)

Pay Centre service standard: pay employee 2 pay periods after the one during which the Pay Centre receives the forms

SR(W): Ship Repair (West)

Pay Centre service standard: pay employee 2 pay periods after the one during which the Pay Centre receives the forms

ST: Secretarial, stenographic, typing

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

SW: Social work

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

TR: Translation

Pay Centre service standard: with timely submission, pay employees in the month following the month during which the employee worked the overtime

UT: University teaching

Pay Centre service standard: with timely submission, pay employee 2 pay periods after the one during which the Pay Centre receives the forms

VM: Veterinary medicine

Pay Centre service standard: pay employees no more than 6 weeks following the end of the period for which the employee requests overtime payment

WP: Welfare programs

Pay Centre service standard: with timely submission, pay employees no more than 6 weeks following the end of the pay period during which the Pay Centre receives the forms

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