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OUTLINE
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Payments made on behalf of Public
Service Employees for Returns of Contributions (ROC) transferring to a RRSP.
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PROCESS
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The client department requests payment for ROC
and forwards a TD2 or a ROC Letter to the pay office to transfer the payment
to a RRSP.
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The pay office inputs above payments on-line
with deduction code 583 (ROC) and FAXES the TD2 / ROC Letter to PAO.
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PROGRAM PAH 28 -- The Regional Pay System
(RPS) produces a listing of all deduction code 583 created by the pay office.
Program PAH 28 produces an assigned deduction listing which is forwarded
to the PAO for payment to the Third Party (Financial Institution). This
listing includes:
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- Employee Identification (ie: Department, Paylist, Name and PRI;
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- Payment number from which the deduction was taken;
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- Credited to Department 079 code 079 - PO - 000 - 583 (PO = Pay Office
#).
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PROCEDURES
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DAILY -- PAO Clerk responsible for RRSP's must
retrieve FAXES of TD2 and of ROC Letters.
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PAO Clerk
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- ENSURE all necessary information is present on TD2 and ROC
letter:
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- Financial Institution Name, Address and Postal Code.
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IF ANY INFORMATION IS MISSING, DETERMINE
IF INFO CAN BE DETERMINED IN HOUSE (IE: Central Index for SIN, etc.) IF
UNABLE TO OBTAIN INFO PASS TD2 TO LIAISON OFFICE TO CONTACT PAY OFFICE.
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UPON RECEIPT OF THE 583 LISTINGS (PAH28):
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- MATCH TD2 and ROC letters to listing.
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- VERIFY amount indicated on TD2's is equal to or greater than
amount on listing.
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- LOG ON TO COMMON DEPARTMENTAL FINANCIAL SYSTEM (CDFS) ACCOUNTS
PAYABLE SCREEN FOR ENTRY OF PAYMENT.
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| NOTE :
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A template has been set up
in CDFS for ROC payments. The template is accessed by the F6 key and
entering the applicable CDFS ID #.
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- COMPLETE the following fields:
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- Address : Financial Institution address from TD2 or ROC letter;
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- Invoice #: input supplementary number from listing;
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- Invoice date: input supplementary date from listing;
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- Receipt date: enter date created;
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- Invoice amount: enter amount from listing;
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- Payment amount: enter amount from listing;
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- Description: name and initials, Department P/L from listing and SIN
from TD2;
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- Return to start of description field and enter + from number pad;
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- Payment due date: enter next business day;
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- Accounts Payable (A/P) Line items: enter PO number in coding field,
enter "-" in description field to upload name, enter amount;
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- Stub description: enter Financial institution, policy #, and "-"
from number pad to impose SIN, department, paylist, etc. from description;
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- Press "Alt P" and SAVE AS (this is to maintain template)
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- Notate CDFS ID number on listing.
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- Once all payments on the listing are entered into CDFS (excluding
any payments requiring TD2 verification from Pay office) PASS
listing and TD2's to Quality Control Clerk for approval.
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PAYMENTS MUST BE APPROVED ON A DAILY BASIS TO
ENSURE PAYMENT IS FORWARDED TO FINANCIAL INSTITUTION IN A TIMELY MATTER.
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