ARCHIVED CD 2007-012: Information Notice to Employees

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Information Notice to Employees Royal Canadian Mint Commemorative Coins Campaign for the 2010 Olympic Winter Games -- Payroll Deduction

The purpose of this notice is to provide you with information concerning a new payroll deduction program for the 2010 Olympic Winter Games that will be held in Vancouver, British Columbia.

To commemorate the games, the Royal Canadian Mint (the Mint) is offering federal public servants the opportunity to purchase a series of gold and silver coins through regular payroll deductions.


The deduction payroll program will be open to all federal organisations paid through the Public Works and Government Services Canada (PWGSC) Regional Pay System (RPS). Indeterminate employees and employees appointed for terms of more than six months are eligible to participate in the payroll deduction program.

Casual employees (including casuals with more than six months of service), students, and employees on leave without pay (LWOP) or temporarily struck off strength (T- SOS) status during the enrollment period are not eligible to participate through payroll deduction, but may purchase coins as direct customers of the Mint.

This notice does not apply to Royal Canadian Mounted Police (RCMP) members and Canadian Forces (CF) members.

Enrollment Period

The enrollment period runs from July 11, 2007, to September 14, 2007.

To obtain the payroll enrollment form and general information on the campaign, visit the Mint's Web site during the enrollment period at, or contact the Mint via the toll free telephone number 1-877-242-9066.

Enrollment Form

To purchase coins, log in to the Mint's Web site at during the enrollment period. Enter the appropriate information on the data capture screen. This information will automatically be captured on both pages of the enrollment form. Once you insert the information, print a copy of the enrollment form, insert the remaining information, sign and date the form. Please note that the enrollment form itself is not Web-fillable. You will need to know your current pay office (PO), Personal Record Identifier (PRI), and pay list (P/L) number. These can be found on your most recent payment statement (your pay stub), in the upper left corner of the Statement of earnings box.

The enrollment form is divided into two pages. Complete pages 1 and 2 and submit both pages of the form to your compensation advisor as soon as possible, but no later than September 14, 2007. Please ensure that you sign and date the form. You should also keep a photocopy for your records. The compensation advisor will retain page 1 of the form for data input and forward page 2 to the Mint.

If you do not have Internet access or have a disability that prevents you from using the Mint's Web site, you may contact the Mint directly to request a hard copy of the enrollment form. You will find the contact information at the end of this notice.

A complete price list with calculations for biweekly rates, including sales tax for each province, is available on the Mint's Web site. The provincial sales tax will be determined based on your delivery address at the time of purchase.

A separate table of rates for First Nations employees is also provided on the Mint's Web site.

It should be noted that the enrollment form will be removed from the Web site at the close of business on September 14, 2007, the last day of the enrollment period.

First Nations Employees

Please note that sales tax is not applicable for First Nations employees who are registered under the Indian Act . For this reason, First Nations employees are required to contact the Mint directly to provide proof of their Indian status prior to submitting the enrollment form to their compensation advisor. Once this has been done, employees are to submit the enrollment form to the compensation advisor, along with written confirmation that they have provided this information to the Mint.

Employees who wish to know more about the registration process under the Indian Act should refer to the following Web site for Indian and Northern Affairs Canada: You Wanted to Know - Federal Programs and Services for Registered Indians.

Payroll Deductions

Payroll deductions will commence effective November 1, 2007, and continue until October 28, 2009. Deductions will be based on the total cost of all coin sets purchased, including applicable sales tax, and payments will be proportioned over the deduction period.

The remittances will be forwarded to the Mint and credited towards employees'accounts.

Subscription Changes or Cancellations

The number of coin sets purchased may only be increased or decreased during the enrollment period.

You may cancel a subscription at any time by submitting a request, in writing (e-mail acceptable), to your compensation advisor and to the Mint. The cancellation request must include the employee's full name, home address, department, pay list, number of coin sets being cancelled and the effective date of the cancellation. The Mint will issue a refund of any amounts paid up to the date of cancellation for coins not shipped. It is important to note that refunds will not be issued via the RPS .

Please note that if you subscribed to more than one set of coins and wish to cancel part of the purchase, it will be necessary to cancel all subscriptions and make arrangements directly with the Mint for the outstanding balance.

Once a payroll deduction has been cancelled, it cannot be restarted.

Employee Change of Address

Purchases will be shipped by the Mint to the delivery address provided on the enrollment form. It is your responsibility to inform the Mint immediately of any address changes that occur during the campaign. The information provided should include your full name, new address, department, pay list and the effective date of the address change.

Termination from the Payroll Program

When moving between different organisations where Treasury Board Secretariat is not the employer, going on leave without pay, struck off strength and temporarily struck off strength, your payroll deduction will be automatically stopped, and you will not be permitted to restart the deduction. You must contact the Mint directly to make arrangements for outstanding payments.


Any request for information regarding the foregoing should be addressed to your compensation advisor.

For individual inquiries concerning existing coin purchases contact the Mint directly at its toll free number, 1-877-242-9066, and at the following mailing and e-mail addresses:

Royal Canadian Mint
320 Sussex Drive
Ottawa, Ontario
K1A 0G8
Attention: Federal Payroll Program Officer