ARCHIVED CD 1994-035

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• Annex A - Adding Data on the Paylist-Address File
• Annex B - Changing Data on the Paylist-Address File

September 2, 1994

Ottawa, Canada
K1A 0S5

SUBJECT: New Standards for Adding or Changing Data on the Paylist-Address File

1. PURPOSE

1.1 The purpose of this directive is to provide information to Compensation Clients in regards to the new procedures to add or change data on the Paylist-Address File. This directive amends the instructions provided in the Personnel Pay Input Manual (PPIM) Section 5.5.

2. BACKGROUND

2.1 As part of the preparation for the transition to Public Service Compensation System (PSCS) the format used to input addresses must be standardized across all Paylist-Address Files. This will facilitate the transition to the Public Service Compensation System (PSCS). Without standardization, PSCS will be unable to read existing files for the conversion of addresses.

2.2 The procedure to follow when an address is added or amended to the Paylist -Address File will remain essentially the same. A memorandum addressed to your pay office is necessary for notification. For the purpose of standardization, a Compensation Client Address Form must be completed for both the creation of a new Paylist -Address File and the amendment of an existing Paylist-Address File.

3. POLICY

3.1. Create a New Paylist File

To add a new Paylist Number to the system a memorandum, based on the "Record Content", must be prepared. Please refer to the sample memo given in Annex "A" to view the correspondence format used for the creation of a new Paylist-Address File.

A Compensation Client Address Form DSS-MAS 2719 must be completed and attached to the above memorandum. An example of the form is given in Annex "C".

Both the memorandum and the Compensation Client Address Form must be sent to the Supervisor, Data Control, of the Pay Office which serves your department.

NOTE: Unique paylist numbers by Department must be maintained. Contact your Regional Pay Office to obtain appropriate paylist numbers.

3.2. Amend a Paylist-Address File

To change an address or any other relevant data on the Paylist-Address File, a memorandum, based on the "Record Content", must be completed. Please refer to the form illustrated in Annex "B" to view the correspondence format used to change a Paylist-Address File.

A Compensation Client Address Form DSS-MAS 2719 must be completed and attached to the above memorandum. An example of the form is shown in Annex "C".

The memorandum and the Compensation Client Address Form must be sent to the Supervisor, Data Control located at the Pay Office which serves you.

3.3. Multiple Addresses

If more than one address is involved, the pay office must be advised as to which reports will be sent to each address. This is accomplished by checking off one of the boxes located at the top of the Compensation Client Address Form DSS-MAS 2719 (Annex "C"). The options include "Error Analysis Reports", "Cheque Distribution", "Expenditure Reports" and "Pay Action Analysis Report".

4. INQUIRIES

4.1 Any queries on the foregoing may be directed by telephone to Domenic Crupi at 819-956-2047 or Louise Mailloux at 819-956-5595 or by facsimile at 819-956-2098.

Original Signed by
P. Charko

P. Charko
Director General
Compensation Sector
Government Operational Service

Reference: CJA 9020-36-7

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Annex A

ADDING DATA ON THE PAYLIST-ADDRESS FILE

Supervisor, Pay and Pension Operations (Applicable Pay Office) UNCLASSIFIED

Supervisor, Pay and Benefits (Departmental title and address, as applicable) (current date)

REQUEST TO CREATE A NEW PAYLIST

Please create the paylist as per the following format and the attached Annex C address:

• Paylist: 0492
• Expedite Cycle: 7 days
• Report Sort Key: 0
• Departmental Code: EIC
• Pay-Cycle Code: 7C
• Create On-Line: No
• Departmental Accounting Office Code: If applicable
• (Signature Block)

Note: It would be appropriate to advise the Pay Office of the mailing address for "Pay Office Bulletins" in the same correspondence updating the Paylist-Address File.

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Annex B

CHANGING DATA ON THE PAYLIST-ADDRESS FILE

Supervisor, Pay and Pension Operations (Applicable Pay Office) UNCLASSIFIED

Supervisor, Pay and Benefits (Departmental title and address, as applicable) (current date)

REQUESTING A PAYLIST-ADDRESS FILE CHANGE

Please amend the paylist-address file from the following old address and the attached Annex C address, and format as stated below:

Old mailing address for (applicable output, report, etc.):

Personnel Office
Canada Immigration Centre
441 University Ave., West
Windsor, ON
N9A 6K1

• Paylist: 0492 (applicable change)
• Expedite Cycle: 7 days (applicable change)
• Report Sort Key: 0 (applicable change)
• Departmental Code: EIC (applicable change)
• Pay Cycle Code: 7C (applicable change)
• Create On-Line: No (applicable change)
• Departmental Accounting Office Code: If applicable (applicable change)
• (Signature Block)

Note: Enter (applicable change) only if required. It would be appropriate to advise the Pay Office of the mailing address for "Pay Office Bulletins" in the same correspondence updating the Paylist-Address File.