ARCHIVED SERVICES PAY DIRECTIVE : 1987-035 (17)
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April 13, 1987
SUBJECT : Direct Deposit - Pay Duplicate Payments
1.1 The purpose of this directive is to clarify for departments the action to be taken when funds have not been credited to an employee's account on the due date.
2.1 In the event that an employee advises that the payment has not been deposited on the due date and it has been determined that the payment has not been reported as an intercept, recall or reject, departments/agencies must initiate a Trace Request to determine why the employee's account was not credited (refer to Volume 14, Chapter 7-5 of the Personnel Management Manual).
Currently, if the Trace Request is actioned without success, a duplicate payment may be issued in the same amount as the original payment. If the payment is returned by the financial institution as rejected, recalled or unpostable, a Series 422 Replacement Cheque will be produced by the Pay Office. In the case of a recall or unpostable a Returned Item voucher (RIV) must be received by DSS from the financial institution prior to the paying office producing the replacement cheque.
2.2 Due to the time required to trace a payment and/or have it returned to the Pay Office, departments have been unable to provide replacement funds to employees on a timely basis.
3.1 It is the policy of the Treasury Board that employees receive the compensation to which they are entitled in a timely fashion.
3.2 For situations such as that described in Paragraph 1 of Section 2.1, Section 9(b) of the Direct Deposit Regulations provides for the issuance of a "duplicate payment" provided that:
- an Undertaking and Indemnity Form (DSS 536) is completed by the employee; and
- a requisition for the "duplicate payment'is raised by the department.
An Emergency Salary Advance (ESA) must not be requested for this purpose.
3.3 Accordingly, immediate action should be taken to requisition a duplicate payment on an emergency basis, whenever necessary.
4.1 It is not necessary to await the final results of the Trace Request prior to requesting a duplicate payment. The requisition to be raised is the GC 80 (as used for an ESA) and this will be processed through the Accounts Payable Section in the same manner as an ESA. The requisition should be raised and processed as quickly as possible in order that the payment to the employee is not delayed.
4.2 Should it occur that the original payment was actually deposited to the employee's account, recovery will be made by the department/agency either from subsequent salary or directly from the employee based on From DSS 536. In this event, the department/agency will provide written notification to the employee.
5.1 Any queries on the foregoing should be addressed to Mr. R. O'Grady at 997-9040.
Original Signed by
Personnel Products Branch
Accounting, Banking and Compensation Directorate
Reference: CPS 8003-36
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