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PURPOSE |
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The purpose of this document
is to provide the Payroll Accounting Division (PAD) with detailed
instructions and procedures for the remittance and reconciliation
of Department 079. |
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OUTLINE |
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An Overview of the responsibilities
of the PAD for Department 079. |
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BACKGROUND |
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PAYROLL ACCOUNTING DIVISION (PAD) |
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On April 1st, 1996, the responsibility
for Remittance and Reconciliation of Department 079 was transferred
from each Regional Pay Office to the Payroll Accounting Division
(formerly known as Payroll Accounting Office). The PAD, located
at the Regional Services Directorate (RSD), Ottawa, is responsible
for the majority of payroll functions on behalf of all seven pay
offices. Each pay office will re-route applicable accounting documentation
and reports to the PAD for action. |
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MAIL |
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PAD PRIORITY POST |
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An E-Mail box (Payroll Accounting)
was set up in the PAD for communicating with the Regional Pay Offices.
As well a dedicated facsimile is available (1-613-952-2426). All
mail for the PAD must be forwarded Priority Post and identified
on the envelope as follows: |
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Public Works and Government Services Canada
Pay Operations and Service Management Directorate
Payroll Accounting Division
1451 Coldrey Avenue
Ottawa, Ontario K1A 0S5
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PAD RESPONSIBILITIES |
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| GENERAL: |
The Payroll Accounting
Division is responsible for the following remittance and
accounting activities: |
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- REPORT and RECONCILE to Cheque Redemption Control
Directorate (CRCD) the number of cheques issued and the amounts
reported to CRCD and the Central Accounting System (CAS) for
each pay office.
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REMITTANCE |
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- UPDATE the Payroll System General Ledger (PSGL) with
manual adjustments as a result of cash payments;
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- GENERATE remittance output by accounting month for
dollar value of payroll deductions;
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- CREATE remittance payments and interdepartmental settlements
(IS) to government and non-government agencies;
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- COORDINATE remittance and accounting activities as
they pertain to Department 079;
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- RECONCILE remittance accounts;
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- RECOVER employer share of benefits and payroll advances;
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CONTROL canceled payments and
the subsequent correction of expenditures. |
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ACCOUNTING |
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- MONITOR and RESOLVE differences between the
Standard Payment System (SPS) Return Files and the Payroll
Control Accounts;
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- RESOLVE out of balances in the expenditure extract
process;
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- MAINTAIN the Regional Pay System Expenditure Control
Database (RPSECDB) Departmental Header Records for day to day
activities and the annual changes;
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- PREPARE Department 079 monthly trial balance and COMPLETE the
necessary Journal Vouchers (JV) for the suspense accounts;
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- MANAGE the Chart of Accounts for Department 079;
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- MANAGE the new year setup of the General Ledger (GL)
as well as the rollover activities;
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- CREATE and ISSUE accounting processing schedules
and directives;
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- ACCEPT and COORDINATE the implementation of
periodic new versions of the PS-GL on behalf of Department
079;
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- RESOLVE issues with the Central Financial Management
Reporting System (CFMRS), the Receiver General General Ledger
(RGGL), FCI, CRCD and the Regional Pay System (RPS) as they
pertain to the PSGL;
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- ANSWER inquiries and PROVIDE support to client
departments in the reconciliation of payroll control accounts.
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CDFS REMITTANCE CONTROL
LEDGER |
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The Common Departmental Financial System
(CDFS) will be the tool used by the PAD office to control and maintain
Department 079 accounts. CDFS is updated via an extract file received
from the RPS, and by transactions created by the PAD. |
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DEPARTMENT 079 FINANCIAL
CODING BLOCK |
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The RPS will generate a Department
079 financial coding block (FCB) for each transaction to be reported
to the PSGL and will append the FCB to each extract record. |
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This FCB will determine the handling
of the transaction information. The following is the Department
079 FCB description: |
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| Responsible
Department |
Pay Office |
Originating
Department |
DEDENT. Code |
| 0 |
7 |
9 |
3 |
6 |
0 |
0 |
1 |
A |
0 |
1 |
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RESPONSIBLE DEPARTMENT (RESDPT) (CDFS=
Activity Code) represents the three-digit department indicator,
079. |
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PAY OFFICE (PO) (CDFS=Organization)
represents the two-digit pay office and derives the General Ledger
Entity ( values as follows: 08, 22, 25, 34, 36, 62 and 66). |
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ORIGINATING DEPARTMENT (ORIDPT) (CDFS=
Project) represents the three-digit originating department, ie:
001 (AGR), 000 (079). |
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DEDENT (CDFS=Line Object) represents
the 3 digit DEDENT code generated by the RPS and derives the General
Ledger Account and the Allotment. |
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| NOTE : |
Code Vote has been
eliminated from the Department 079 FCB and Originating Department
has been identified. The Originating Department will determine
the departmental sub-ledger for the payroll control account
and has been redefined as the project code. |
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DEDENT A01 represents
the Accounting Indicator Code (AIC) 1s and 5s. |
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Desk top procedures
will be provided in the event that source codes in CDFS remain
as part of the document process reference. (ie: 0948 = RPS
Transmission, 0051= coding correction etc.) |
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CDFS SCREENS |
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From the main menu of CDFS, the PAD
clerk can select the following screens for creating and posting
accounting transactions. |
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ACCOUNTS PAYABLE
RECEIPT
DEPOSIT
GENERAL JOURNAL VOUCHER
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PAD ACTIVITIES |
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In the PAD, the accounting responsibilities
on behalf of the seven pay offices are divided as follows: |
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RRSPs, Deduction
Code 740; |
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Insurance, CSB Cash Receipts; |
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Credit Unions, Union Dues, UA,
MISC., Rent, Parking, Medicare, Mail and Distribution; |
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Federal and Provincial Tax, Payroll
Tax, Tax Reconciliation , A/T4s; |
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NWT Tax, 503 UC,
Crowns, IS Undistributed Accounts; |
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Monitoring PSSA PAC 30s; |
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Cheque Issue Reporting / Reconciliation
and Cashiers. |
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Each responsibility is assigned to
a PAD Quality Control Clerk for approval of CDFS and hard copy
transactions. |
