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COMPENSATION DIRECTIVE: 2006-021

September 19, 2006

SUBJECT:

Government of Canada Workplace Charitable Campaign for 2006 -- Payroll Deductions

PURPOSE

1.1

The purpose of this directive is to provide information concerning payroll deductions for the Government of Canada Workplace Charitable Campaign (GCWCC) which will take place in September 2006.

CANCELLATION

2.1

This supersedes Compensation Directive 2005-013 dated July 27, 2005.

PROCEDURES/INSTRUCTIONS

3.1

Charitable Organizations

3.1.1

All United Way agencies authorized for payroll deductions and their corresponding payroll identification numbers are listed in Annex A.

3.1.2

Also included in Annex A is the corresponding payroll identification number for deductions donated to Healthpartners. This identification number "01555" is the same for the whole of Canada.

All "other" charities will be coded to the payroll identification number "01001". The particular charities that will receive the funds will be designated on the gift form and the distribution of funds will be controlled through the campaign reporting process.

3.2

Gift Form

3.2.1

The three-ply gift form will be distributed as follows: one copy each for payroll (personnel office), the United Way (manager of the campaign) and the donor. Canvassers should be available to assist with the completion of the form.

3.2.2

Because the gift form is not pre-printed, employees will be required to clearly complete the "Payroll Identification" portion of their form.

It should be noted that the Personal Record Identifier (PRI) is to be completed only if a payroll deduction is requested. The PRI will only appear on the first copy of the form that will be retained in the personnel office after commencement of the deduction. It will not be copied onto the remaining pages of the gift form.

3.2.3

The gift form is divided into three sections to allow for contributions to:

(A) United Way,

(B) Healthpartners, and

Employees are to complete the appropriate sections as desired. For those wishing payroll deductions, the portion of each applicable section must be completed by indicating the amount to be deducted per pay as well as the five-digit payroll identification number. The form must also be signed and dated.

Please note that those electing to make a contribution through section A of the gift form should write the appropriate five-digit payroll identification number clearly and exactly to ensure that the funds are remitted to the proper agencies (see Annex A).

3.3

Campaign Coordinators

3.3.1

The departmental campaign coordinator should ensure that the white payroll copies of all completed gift forms requesting payroll deductions are forwarded to the personnel office. The forms should be sent with sufficient lead time to allow the deductions to be commenced in the pay system for the first pay period in January 2007.

3.3.2

Should an employee wish to contribute to more than one United Way agency or Canadian registered charity, an additional gift form for each must be properly completed, signed and dated as described in Section 3.2. All completed forms for each employee must be attached together.

3.3.3

Should an employee wish to increase a contribution after the original form has been submitted, a new gift form for the revised amount must be completed. The employee must indicate that the new form supersedes the previous one. Adjustments must not be made to any amounts already deducted.

3.3.4

The departmental campaign coordinator should ensure that the appropriate payroll identification numbers are reflected on section A of the gift forms prior to submitting them to the personnel office.

3.4

Personnel Offices

3.4.1

Personnel offices will only receive the white payroll copy of the gift form if a payroll deduction is authorized. It should be verified that the box authorizing a payroll deduction has been marked and that the form has been signed and dated.

3.4.2

To commence a deduction for the total amount pledged and to identify the charity or charities to which it is donated, the compensation advisors will be required to review the form and input the following information using deduction code 790:

The payroll identification located at the top of the form.

The authorization of a payroll deduction for the specified amount per pay located at the bottom of sections A, B and/or C, as applicable.

The corresponding five-digit payroll identification number located in the top right-hand corner of each applicable section (to be completed by the employee for section A and already prefilled for sections B and C). These numbers must be correct on input to ensure that the funds will be remitted to the appropriate agencies.

The on-line pro forma feature described in Compensation Directive 2001-016 and in the job aid available at the following Internet site http://www.pwgsc.gc.ca/compensation/proforma/
proforma-e.html can be used to enter the transactions in the Regional Pay System (RPS). If employees currently have a United Way, a Healthpartners or another Canadian registered charity deduction on their master file, entering the deduction/entitlement (DEDENT) Code 790 on the Pro Forma (PRF) Selection screen prior to December 12, 2006, will create a list of accounts. Only part of the missing information will need to be entered on each screen. If the PRF screen is used after December 12, 2006, or if the accounts do not have one of the deductions mentioned above, the on-line pro forma cannot be used because the deductions will not be on the employee's master file and therefore, the employee's name will not appear on the list.

After the list has been created, all of the accounts that currently have a 790 deduction code are displayed. The users select the deduction commence (DEC) transaction and the accounts that require a transaction. The users then "save" the DEC 790 transaction for the first account, with the correct "Effective from" and "Effective to" dates, the correct amount of the biweekly deduction and the correct contract number (same as payroll identification number). When the second account is displayed, all of the information is brought forward from the previous account, including the biweekly deduction. If the second transaction is to be created with all of the same information except that the deduction is for a different amount, that amount is to be changed and the transaction "saved". When the next account is displayed (third account), it will bring forward all of the information from the previous account (second account). That third account can then be modified, if necessary, before "saving" the third transaction.

First Account:

0001 / 12 345 678	J SMITH	99 SVC SEQ: 0337/ 001234
DED CD: 790	EFF FR: 28 12 06 1	EFF TO: 26 12 07 2
	RATE BASE: 7	RATE: 4.000
	CONTRACT NUM: 01001	EMPL SHARE: .000

Second Account:

0001 / 12 345 678	J DOE	99 SVC CHR: 0337/ 001244
DED CD: 790	EFF FR: 28 12 06 1	EFF TO: 26 12 07 2
	RATE BASE: 7	RATE: 2.000
	CONTRACT NUM: 01001	EMPL SHARE: .000

Please note that, when completing Section C on the gift form, the employee will be asked, by the canvasser, to fill in the "Business Number". This number is the charity's registration number assigned by the Canada Revenue Agency (CRA) and is not to be used when commencing the payroll deduction. The amount pledged to all "other" charities should be commenced using the prefilled payroll identification number "01001" for the United Way agencies. The distribution of funds will be controlled through the campaign reporting process.

3.4.3

Deductions

Deductions must be commenced for the first pay of January 2007. The deduction will continue for a maximum of one year and the final deduction will be taken from the last pay in December 2007.

The first two digits of the payroll identification numbers reflect the month in which the deductions will commence (01 = January).

The payroll identification numbers are listed on the back of the gift form and in Annex A of this directive.

3.4.4

The cut-off date for input for the GCWCC is the regular RPS close-out date for the first pay period in January 2007. Since the time frame for input will be short, compensation advisors are encouraged to save the transactions ahead of time. The transactions can then be replaced after the year-end rollover.

3.4.5

Employees may make a pledge to more than one United Way agency or Canadian registered charity by submitting an additional fully completed gift form. The forms should all be attached together. Each United Way agency must be clearly identified.

3.4.6

A deduction can be increased after it has been submitted provided the employee completes a new gift form for the revised amount and indicates that the new form supersedes the previous one. Adjustments must not be made to any amounts already deducted.

3.4.7

Please note that the white payroll copies of the gift forms are to be retained in the personnel office.

3.4.8

Employees that will be retiring and that will be receiving an annuity or an annual allowance may, if they wish, continue their charitable deduction for the remainder of the calendar year.

If the employee wishes to continue the deduction, compensation advisors should indicate the following on the "Deductions from Annuity or Annual Allowance" (PWGSC-TPSGC 1422):

On line 9, fill in the applicable organization payroll identification number(s) in the column "Policy Account or Certificate No.".

Complete the appropriate amount for each payroll identification number in the column "Amount of Monthly Deduction From Annuity".

GCWCC Address

4.1

Employees and former employees who wish to donate directly to the GCWCC while on leave without pay (LWOP), after their resignation or during their retirement, may forward their donations to the following address:

Government of Canada Workplace Charitable Campaign
363 Coventry Road,
Ottawa, Ontario K1K 2C5

Telephone: (613) 228-6700

Facsimile: (613) 228-6730

Compensation advisors should ensure that the above information is reflected in the letter sent to employees at the time of their termination of employment or commencement of LWOP.

INQUIRIES

5.1

Any inquiries concerning the campaign or the gift form should be addressed to the departmental campaign coordinator.

5.2

Any request for information regarding the commencement of payroll deductions should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Original Signed by
B. Fortin

Brigitte Fortin
Acting Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): CJA 1065-3-1

ANNEX A

GOVERNMENT OF CANADA WORKPLACE CHARITABLE CAMPAIGN -- 2006

CHARITIES AUTHORIZED FOR PAYROLL DEDUCTIONS

	ALL OF CANADA
	01555	Healthpartners
	01001	Other Canadian Registered Charities
	01350	United Way of Canada - Centraide Canada
	NEWFOUNDLAND AND LABRADOR
	01404	United Way of Avalon
	NEW BRUNSWICK
	01005	United Way of Greater Saint John Inc.
	01016	United Way/Centraide (Central N.B./Région du Centre du N.-B.) Inc.
	01017	United Way of Greater Moncton and Southeastern New Brunswick Region Inc.
	PRINCE EDWARD ISLAND
	01015	United Way of Prince Edward Island
	NOVA SCOTIA
	01008	United Way of Cape Breton
	01025	United Way of Halifax Region
	01034	United Way of Cumberland County
	01046	United Way of Colchester County
	01081	United Way of Pictou County
	01406	United Way of Lunenburg County
	QUEBEC
	01002	Centraide Outaouais
	01003	Centraide du Grand Montréal
	01022	Centraide Québec
	01052	Centraide Richelieu-Yamaska
	01060	Centraide Mauricie
	01083	Centraide Estrie
	01084	Centraide Laurentides
	01085	Centraide Portage-Taché
	01086	Centraide Centre-du-Québec
	01145	Centraide Haute-Côte-Nord/Manicouagan
	01149	Centraide Abitibi-Témiscamingue et Nord du Québec
	01152	Centraide Gatineau-Labelle-Hautes-Laurentides
	01162	Centraide Duplessis
	01337	Centraide Lanaudière
	01343	Centraide Saguenay-Lac-Saint-Jean
	01346	Centraide Bas-Saint-Laurent
	01347	Centraide Sud-Ouest du Québec
	01360	Centraide Gaspésie-Iles-de-la-Madeleine
	ONTARIO
	01001	United Way/Centraide Ottawa
	01010	United Way of Thunder Bay
	01011	United Way of Niagara Falls
	01018	United Way of Quinte
	01019	United Way of London and Middlesex
	01020	United Way of Sarnia-Lambton
	01021	United Way of St. Catharines and District
	01027	United Way of Greater Toronto
	01031	Brant United Way
	01032	United Way of Kingston, Frontenac, Lennox and Addington
	01033	United Way of Burlington and Greater Hamilton
	01035	United Way of Greater Fort Erie
	01037	United Way of Sault Ste. Marie
	01038	United Way of Stormont, Dundas and Glengarry
	01039	United Way of Chatham-Kent
	01040	United Way of Windsor-Essex County
	01041	United Way Community Services of Guelph and Wellington
	01044	United Way of South Niagara
	01045	United Way of Peterborough and District
	01047	United Way of Oshawa Whitby Clarington Brock and Scugog
	01051	United Way of Kitchener-Waterloo and Area
	01058	United Way Greater Simcoe County
	01059	Kirkland Lake and District United Way
	01063	United Way of Peel Region
	01064	Deep River District United Way
	01067	United Way of Oakville
	01068	Porcupine United Way
	01072	United Way of Oxford
	01073	Northumberland United Way
	01074	United Way of Cambridge and North Dumfries
	01076	United Way/Centraide Upper Ottawa Valley, Inc.
	01078	Elgin-St. Thomas United Way Services
	01087	United Way of South Georgian Bay
	01099	United Way of Ajax-Pickering-Uxbridge
	01120	United Way of Leeds and Grenville
	01121	United Way for the City of Kawartha Lakes
	01123	The United Way of Perth County
	01164	Huron United Way
	01322	United Way of Haldimand and Norfolk
	01336	United Way of York Region
	01344	United Way/Centraide Sudbury and/et District
	01351	United Way of Milton
	01357	United Way of Halton Hills
	01359	United Way of Lanark County
	01400	Centraide-United Way Prescott-Russell
	01401	United Way of Bruce Grey
	MANITOBA
	01014	The United Way of Winnipeg
	01042	United Way of Brandon and District Inc.
	01066	United Way of Morden and District
	01069	Portage Plains United Way
	01132	Winkler and District United Way
	01150	United Way of Thompson
	01155	The Pas and District United Way
	01163	Carberry and North Cypress United Way
	01169	Neepawa and District United Way
	01403	Carman and Community United Way Incorporated
	SASKATCHEWAN
	01012	United Way of Regina
	01030	United Way of Saskatoon
	01049	Weyburn and District United Way
	01056	United Way of Estevan
	01061	Swift Current United Way
	01075	Yorkton and District United Way
	01112	Elrose and District United Appeal
	01114	Eston United Way
	01330	Battlefords United Way Inc.
	ALBERTA
	01013	United Way of The Alberta Capital Region
	01023	United Way of Lethbridge and South Western Alberta
	01026	United Way of South Eastern Alberta
	01028	United Way of Central Alberta
	01036	United Way of Calgary and Area
	01134	United Way of Grande Prairie and Region
	01158	Lakeland United Way
	01165	United Way of Slave Lake Society
	01167	Lloydminster and District United Way
	01168	Hinton United Way
	01340	United Way of Fort McMurray
	BRITISH COLUMBIA
	01024	United Way of the Lower Mainland
	01029	United Way of Greater Victoria
	01043	Thompson, Nicola, Cariboo United Way
	01048	United Way of Nanaimo and District
	01050	United Way of the Central and South Okanagan/Similkameen
	01062	United Way of Trail
	01071	United Way of Cranbrook
	01077	Prince George United Way
	01098	Cowichan United Way
	01103	United Way of North Okanagan Columbia Schuswap
	01139	Powell River and District United Way
	01153	United Way of The Fraser Valley
	01304	Castlegar District United Way
	01306	Nelson and District United Way
	01308	Comox Valley United Way
	01354	Campbell River and District United Way
	01402	Boundary Communities United Way
	YUKON
	01166	United Way Society of the Yukon
	NORTHWEST TERRITORIES
	01405	United Way of Yellowknife

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