Rescinded [2017-10-18] - Guideline On Common Financial Management Business Process 5.1 - Pay Administration

This document, the 'Guideline on Common Financial Management Business Process for Pay Administration' or 'FM-BP/PA', defines the HR/Finance Pay Administration Model (referred hereafter as the Pay Administration Model or PAM), which documents common HR and finance pay-related processes, data, roles and responsibilities, and authoritative sources. The HR/Finance Pay Administration Model is a 'should be' model that reflects best practices and definitions under the current Government of Canada (GC) systems and policy frameworks, specifically identifying how financial policy and the Financial Administration Act (FAA) and other legislation apply to the pay administration process.
Date modified: 2013-03-15


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Pay-related activities begin when the responsibility centre manager reviews his or her operational plans at the beginning of the fiscal year. The  responsibility centre manager will update the forecast and commitments as part of Salary Management for the fiscal year, recognizing that the Deputy Head, subject to TB policy, determines the approach to recording commitments. The manager will also review the operational plan on an ongoing basis, adjusting forecasts and commitments as required, often in tandem with revising staffing plans.

In the next step, a specific event occurs that leads to the initiation of a pay-related action.  This can be initiated by the Manager, or Finance or by the Employee, or corresponds to Treasury Board authorizing a request. This corresponds to Expenditure Initiation.

In the third step, the Responsibility Centre Manager confirms the availability of funds in accordance with the framework established by the Deputy Head in his or her organization.

The responsibility centre manager then certifies the pay-related document. This could be the manager signing a letter of offer for a new hire or signing a request for payment of overtime. This is s. 34 FAA certification and transaction authority.

In the next step, the compensation advisor receives the pay-related document, confirms the employee is indeed eligible for the payment, performs any required calculations, and enters the transaction into RPS. Compensation refers to this step as "pay input."

The compensation advisor's transaction is then verified, as part of Compensation's "pay verification" process. This pay verification is the first part of s. 34 FAA account verification.

The next two steps constitute authorization under s. 33 FAA. Quality assurance of the adequacy of the s. 34 FAA verification occurs either before or after the s. 33 FAA payment requisition is applied. The s. 33 payment requisition step corresponds to Compensation's "pay authorization" step.

Once the pay transaction has been requisitioned, PWGSC processes pay for that pay cycle, issues payments, and then provides the pay register and detailed expenditure extract file to the department.

The department's compensation organization receives the pay register file in advance of payments being deposited directly into the employees' accounts. Compensation verifies the payments on the register. HR releases the payments.

In the final step, the manager reviews posted pay transactions for accuracy. This completes s. 34 FAA verification.

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