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Authentication of signatures required under section 34 of the Financial Administration Act

This section describes the responsibilities of the various parties involved in processing the authentication of section 34 of the Financial Administration Act.

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Process

To ensure necessary control over pay actions, the trusted source within a department is normally a named manager or specified employees working in human resources or finance. The trusted source is appointed by the department and their role is to authenticate the manager’s authority/signature to approve the request, and then to submit the pay action request (PAR) form on the employee or manager’s behalf to the Pay Centre. Regardless of whether a generic trusted source email is used or not to transmit the PAR, the full name of the trusted source must always be on the PAR form.

Departments’ responsibilities

Departments are responsible for maintaining their own list of names and start/end dates for appointed departmental trusted sources for a period of 7 years and also for ensuring that the Pay Centre has a current trusted source email listing for their organization. Any departmental changes to the official list must be provided to the Pay Centre in the prescribed manner. Departments should not start using new trusted source email addresses until the Pay Centre has confirmed that the official list has been updated.

Trusted source responsibilities

The trusted source ensures that the section 34 signature on any pay action request forms and related documents is authenticated for all requests affecting financial results and/or manager’s budget before being sent to the Pay Centre. The trusted source ensures that a manager with delegated human resources or financial authority within that department has approved any pay actions requiring approvals. The trusted source then forwards the PAR and related documentation to the Pay Centre via an approved trusted source email address. This means that all trusted source authenticated PARs must arrive electronically, and cannot be sent via regular mail or facsimile.

Note

Certain pay requests such as changes to benefits or voluntary deductions or direct deposit arrangements can be submitted directly by employees to the Pay Centre, without any manager or trusted source involvement.

Pay Centre responsibilities

For any pay action request requiring trusted source authentication, the Pay Centre will verify that the request has arrived via an authorized trusted source email address for that department, before accepting and processing the request.

The Pay Centre will maintain the official list of trusted source emails, based on client departments providing timely updates in the requested manner on any changes to their trusted source email addresses.

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