CD 2013-014

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Subject: Differentiating between Duplicate Names in the Regional Pay System

October 7, 2013

1. Purpose

1.1. The purpose of this directive is to advise compensation advisors of an option available to differentiate between two or more employees with the same last name and initial(s) in the Regional Pay System (RPS).

2. Background

2.1. Employees paid through RPS are identified by their initial(s) and last name. In cases where there are two or more employees with the same initial(s) and last name working in the same department or agency and/or in the same location, there have been instances where printed copies of their pay-related documents (e.g. pay stubs, tax slips) have mistakenly been distributed to the wrong person.  In addition to the inconvenience this causes, it also raises privacy concerns since personal information could be accidentally shared with a third party without the employee's consent.

2.2. This situation is avoided in cases where employees do not receive printed pay-related documents but rather access their pay information via the Compensation Web Applications (CWA).

3. Procedures and Instructions

3.1. Compensation advisors who are made aware of two or more employees with the same initial(s) and last name, should mitigate the potential for distribution errors by adding information in the title field to further differentiate between the individuals.

3.2. This may be done by performing a Pay Action Code (PAC) 34 transaction on each of the accounts in question and adding the employees' first and middle name(s), up to a maximum of 20 characters (e.g. John Charles / James Carl). Please refer to sections in the Personnel-Pay Input Manual (PPIM) sections PPIM 4-4-34 and PPIM 14-12-2 for further instructions.

4. Inquiries

4.1. Any inquiries on the information contained in this directive should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Original Signed by
Carrie E. Roussin

Carrie E. Roussin
Director General
Compensation Sector
Accounting, Banking and Compensation

Information Notice to Employees

Ensuring Only You Get Access to Your Compensation Data

The purpose of this Information Notice is to advise those employees with similar names as others, of a means by which to ensure they receive their own pay-related documents (e.g. pay stubs, tax slips). Since you are identified in the Regional Pay System by your initial(s) and last name, you will want to ensure that individuals with the same name as you, do not mistakenly receive printed copies of pay documents belonging to you.

If this has ever happened to you, or if you are aware that you have the same initial(s) and last name as another employee in your department or agency, please advise your compensation advisor, who will be able to add a further identifier (i.e. your first and middle name(s)) to your record within RPS to differentiate between you and others, thereby ensuring you receive only your own pay information, your Pension and Insurance Benefit Statement, your tax slips, etc.

Please note that the Compensation Web Applications (CWA) provides you with direct and secure electronic access to all your pay-related documents. You can also suppress the printing of your pay stub to ensure that no one other than you can receive your pay information.