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1 |
PURPOSE |
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1.1 |
The purpose of this directive is to provide you with information concerning the printing of addresses on statements of remuneration (SORs) and the procedure to follow to request this new feature.
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2 |
BACKGROUND |
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2.1 |
Public Works and Government Services Canada (PWGSC) is responsible for printing and issuing SORs on behalf of all employers who process payments through the Regional Pay System (RPS). PWGSC issues SORs in February of each year for the previous taxation year. |
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2.2 |
Presently the following information appears through the window portion of the SOR envelope: |
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- recipient's surname and initial;
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- pay office code - department acronym - employee paylist; and
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PWGSC now has the capability of printing addresses on the following Canada Revenue Agency (CRA) and ministère du Revenu du Québec (MRQ) SOR forms: T4, T4A, T4A-RCA, T5, Relevé 1, Relevé 2 and Relevé 3. The address information will appear directly below the employee's surname and initial and will appear in the window portion of the envelope.
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3 |
POLICY |
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3.1 |
Commencing with the production of SORs for 2005, this new feature will be available to all clients on an as requested basis. However, if a client decides to take advantage of this new feature, they must agree to adhere to certain security and privacy requirements. |
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3.2 |
In accordance with the Access to Information Act, work addresses may appear on the SOR without the employee's consent. Clients that want to use an employee's personal address (e.g. home address) on the SOR must first obtain the employee's consent. It will be the client department's responsibility to obtain the consent, and to maintain records to this effect. |
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3.3 |
When a home address appears on a SOR, the SOR is then considered a Protected "A" document. It becomes the client's responsibility to maintain these documents in the proper manner. To obtain more information on Protected "A" documents, please refer to the following Web sites:
http://www.tbs-sct.gc.ca/pubs_pol/gospubs/
TBM_12A/gsp-psg_e.asp
http://www.tbs-sct.gc.ca/pubs_pol/gospubs/
TBM_12A/osps-nosm1_e.asp#transport
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4 |
PROCEDURES/INSTRUCTIONS |
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4.1 |
Clients who wish to take advantage of the address print feature must submit their request in writing to: |
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Manager
Pay Policies and Training Services Directorate
Portage III, 10A2, 11 Laurier Street
Gatineau, Quebec
K1A 0S5 |
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Requests must be made by the Director of Compensation for each individual client organization. |
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4.2 |
When requesting this new feature, clients must clearly state in their request that they will obtain the employee's written consent prior to inputting the home address in the RPS and that they will adhere to the security requirements for Protected "A" material. |
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4.3 |
All requests must be received no later than August 31, 2005, in order to be processed in time for the 2005 SORs. |
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4.4 |
All new requests must be received by August 31 for inclusion in the following year's SORs. Please note that this is for new requests only and that approved requests will be adhered to every year thereafter. |
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4.5 |
The address information will be taken from the "Mailing Address" field of the employee's Master Employee Record (MER). The client is responsible for updating this field by processing a "Mailing Address - Cheques" (MAC) transaction through the RPS for each eligible account. Whenever there is a change to any information in the "Mailing Address" field, another MAC transaction will be required. Please refer to Section 14-12-4 of the Personnel-Pay Input Manual (PPIM) to obtain additional information concerning MAC transactions. |
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4.6 |
It should be noted that the information reflected in the "Mailing Address" field of the MER will be printed on all cheques or statements of earnings that an employee will receive. Also, if there is no information contained in this field, there will be no address printed on the employee's SOR, regardless of whether or not the employee's department has requested this new feature.
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5 |
INQUIRIES |
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5.1 |
Any inquiries on the information contained in this document should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.
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