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ARCHIVED - Introduction to Pay Administration Information On-line

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Introduction to Pay Administration Information On-line

Table of Contents



The purpose of this introduction is to outline the objectives and use of the Pay administration information on-line and to describe the roles and responsibilities of the participants in the pay administration process.

Objectives and use of the Pay Administration Information On-line

The pay administration information on-line is provided for the use of departmental personnel in applying uniformly the various pay policies as contained in authorities such as the Public Service Terms and Conditions of Employment Regulations, the Retroactive Remuneration Directives, the Reclassification and Conversion Pay Regulations, Treasury Board Minutes and Collective Agreements. It is not a substitute for these or any other authorities.

The pay administration information on-line is intended as:

  • a reference tool for personnel employed in the preparation of pay-input transactions,
  • a training aid,
  • a reference guide for personnel not directly associated with the pay process.

It is important, when referring to this information, that the user first determine the status of an employee in relation to the system of collective bargaining. If the employee is in a bargaining unit, information concerning most of the employee's terms and conditions of employment are set out in the collective agreement to which the employee is subject. It should be noted that the collective agreement, by law, has precedence over most other personnel policies where the collective agreement is specific. If the employee is not in a bargaining unit, the user should refer to the relevant terms and conditions of employment covering the employees' occupational group and level.

Roles and Responsibilities

The policy and managerial framework for pay administration proposed in the Pay study task force phase 3 report and promulgated by Treasury Board Circular 1977-37 of July 28, 1977 recognized the primary interest of departments and agencies in the administration of the pay and benefits of their employees. The policy also clarified and confirmed the role of Public Works and Government Services Canada (previously named Supply and Services Canada) in pay administration, as the department responsible for the provision of pay processing systems and services in support of employing departments and central services agencies.

The policy and managerial framework further recognized the Treasury Board Secretariat's overall responsibility for pay administration, including responsibility for providing policies and regulations, interpreting such policies and regulations, and coordinating and monitoring the entire pay administration process.

The allocation of responsibilities within the managerial framework is outlined in the following circulars:

TB Circular 1977-37: Pay Administration

TB Circular 1979-35: Pay Administration


The Pay Administration Section of the Labour Relations Division is responsible for interpretations of those provisions of collective agreements that are not specific to a particular bargaining unit, and of regulations and directives cited in agreements. This includes all persons to whom the provisions of an agreement may apply, including excluded employees and some unrepresented employees.

Negotiators will continue to interpret clauses that are specific to the agreements assigned to them.

Interpretations on all aspects of executive compensation and performance pay plans for excluded employees will be provided by the Human Resources Management Division.

Interpretations on subjects that form part of collective agreements under the auspices of the National Joint Council will be provided by the appropriate policy area within the Human Resources Management Division.

Enquiries concerning pay administrative policies and programs should be referred to the Pay Administration Section of the Labour Relations Division.

Departments and agencies are asked to ensure that only senior compensation managers at the headquarters level contact these sections. Enquiries should be directed to the appropriate section at the following address:

Human Resources Branch
Treasury Board Secretariat
L'Esplanade Laurier
300 Laurier Avenue West
Ottawa, Ontario
K1A 0R5

Departments and agencies are requested to direct all enquiries relating to the operational aspects of the pay system (for example, input procedures, cheque issue, etc.) to their usual contacts within Public Works and Government Services Canada.

Senior Compensation Managers can also determine who is the responsible TB officer for a specific policy by referring to the TBS contacts list at the main menu of the HR Connexions on the Government Enterprise network.