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1
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PURPOSE
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1.1
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The purpose of this directive is to provide you with instructions regarding the
replacement of the Social Insurance Number (SIN) by either the Personal Record
Identifier (PRI) or the Individual Agency Number (IAN) in the administration of
the Public Service benefit plans.
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2
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BACKGROUND
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2.1
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In June 1988, the federal government announced that the use of the Social
Insurance Number would be restricted to instances specified in legislation.
Consequently, a new federal government employee number, the Personal Record
Identifier (PRI), was introduced. As the PRI is an internal government
identifier, it cannot be released to those outside of the federal government.
For this reason, the SIN has to be replaced by the Individual Agency Number
(IAN) as the identifier for federal government insurers and
administrators.
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2.2
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Currently, the SIN is used as the plan reference number and for forms
completion in the administration of the Disability Insurance (DI) Plan, the
Public Service Management Insurance Plan (PSMIP), the Long-term Disability
(LTD) Insurance Plan and the Public Service Health Care Plan (PSHCP). The
identity number for the Public Service Dental Care Plan (DCP) is a SIN
derivative.
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2.3
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Initial instructions regarding the use of the PRI in the administration of the
Public Service Health Care Plan (PSHCP) were issued in Compensation Directive
1995-026 dated June 28, 1995. (It should be noted that the Superannuation
Directorate is still receiving PSHCP application forms that include the SIN
instead of the PRI. Personnel offices are to insert only the PRI and not the
SIN.)
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3
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POLICY
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3.1
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Effective September 18, 1995, except where specified for income tax purposes,
the SIN should no longer be provided on insurance forms. Either the PRI or the
IAN will be used.
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3.2
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The IAN will be the employee's reference number, or identifier, for
communication purposes under the Disability Insurance Plan, the Public Service
Management Insurance Plan (including the Long-term Disability Insurance Plan)
and the Public Service Dental Care Plan.
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3.3
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The certificate number will be retained as the employee's reference number
under the Public Service Health Care Plan.
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3.4
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As a result of these changes, client departments and agencies will be required
to stop using the SIN on any pay input to the Regional Pay System effective
September 18, 1995.
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4
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PROCEDURES/INSTRUCTIONS
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A
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Disability Insurance (DI) Plan
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4.1
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Personnel offices should use the IAN instead of the SIN when completing the
following forms:
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- PWGSC 2026 - Application (Full-time);
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- PWGSC 2026-1 - Application (Part-time);
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- PWGSC 2229 - Declaration of Personal Insurability (English);
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- PWGSC 2229-1 - Declaration of Personal Insurability
(French).
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When providing the Declaration of Personal Insurability to an employee for
completion, the personnel office should insert the IAN in the space allotted
for the SIN.
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4.2
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Personnel offices will have to provide both the IAN and the SIN (for tax
purposes) on the Disability Insurance claim forms, PWGSC 2043 and 2044 - Sun
Life Claim for Disability. These forms will be amended at a future date since
there are quite a number currently in stock.
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PWGSC 2043
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The personnel office should provide the IAN as the certificate number on both
the Employee's Claim and the Statement by personnel officer.
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PWGSC 2044
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The employee's SIN should continue to be provided on the Employee's statement
of disability Part "A". The personnel office will have to indicate
the employee's IAN above the SIN in order to facilitate matching with the
related claim documents (PWGSC 2043) for that employee once the PWGSC 2044
reaches the Insurer.
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B
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Public Service Management Insurance Plan (PSMIP) and Long-term Disability
(LTD) Insurance
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4.3
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Personnel offices should use the IAN instead of the SIN when completing the
following forms:
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- PWGSC 2027 - LTD application (Full-time);
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- PWGSC 2027-1 - LTD application (Part-time).
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- PWGSC 2028 - PSMIP application (Full-time);
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- PWGSC 2028-1 - PSMIP Change of Name or Beneficiary;
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- PWGSC 2028-2 - PSMIP Statement of Health;
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- PWGSC 2028-5 - PSMIP application (Part-time);
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- PWGSC 2028-7 - PSMIP application (Members entitled to government-paid
coverage).
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4.4
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Personnel offices will have to provide the IAN and the SIN (for tax purposes)
on PSMIP claim forms (Life and LTD). The Long-term Disability Insurance form is
currently being revised and will be available for ordering from National Life
in the near future. Instructions for ordering these forms are contained in the
PSMIP chapter of the Insurance Administration Manual. In the interim, old forms
should continue to be used and the IAN should be indicated in the appropriate
space above the SIN.
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Claim for LTD Benefit - Form 424
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The employee's SIN should continue to be provided on Part 1 of the form for tax
purposes. The personnel office will have to provide the employee's IAN above
the SIN on Part 4 of the form in order to facilitate matching with the related
claim documents.
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Claim for Death Benefit - Form 425
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The employee's IAN and SIN (for tax purposes) should be provided on this
form.
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4.5
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The PSMIP Certificates of Insurance (forms PWGSC 2029 and PWGSC 2029-1) that
have already been issued with the SIN will not be reissued to members. These
certificates will be treated as historical records. However, in future new
certificates issued to PSMIP members will reflect the IAN instead of the
SIN.
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C
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Public Service Health Care Plan (PSHCP)
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4.6
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Personnel offices should use the PRI when completing the following
forms:
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- PWGSC 2243 - Application (Employees);
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- PWGSC 2243-1 - Application (Pensioners);
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- PWGSC 2278 - Premium Remittance for LWOP;
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- PWGSC 2397 - Notice of Cancellation.
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4.7
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Personnel offices should use the PSHCP certificate number only when completing
the PWGSC 2028-8 - Application for Designation of Additional Dependants for
comprehensive coverage.
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D
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Public Service Dental Care Plan (DCP)
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4.8
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Personnel offices should use the PRI when completing the PWGSC 2278-1 -
Contribution Remittance for LWOP, as the DCP certificate number is a SIN
derivative. This will also apply once the DCP certificate number is changed to
the IAN.
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Note: The DCP certificate number will be converted to the IAN. Another
Compensation Directive will be issued to provide instructions on this change
and the issuance of replacement DCP identity cards for all
members.
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E
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Form Amendments
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4.9
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All forms are being amended to reflect the correct reference number to be used.
(As mentioned, the Disability Insurance claim forms, PWGSC 2043 and 2044 will
be amended at a future date.)
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4.10
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A Forms Advice will be issued to provide ordering instructions.
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F
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Communications
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4.11
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Effective October 1, 1995, all client personnel offices and PWGSC paying
offices are to use an employee's PRI or IAN when dealing with the Insurance
Unit of the Superannuation Directorate on DI, LTD and PSMIP issues. For PSHCP,
the PRI, IAN or certificate number may be referenced.
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4.12
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When client personnel offices contact Sun Life or National Life, the employee's
IAN must be used as the identifier. When client personnel offices contact
Mutual Life, the certificate number or the IAN must be used.
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5
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INQUIRIES
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5.1
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Any request for information regarding the foregoing should be addressed to your
PWGSC Client Services Centre as per Compensation Directive 1994-039 dated
October 6, 1994.
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P. Charko
Director General
Compensation Sector
Government Operational Service
[Print Version]