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OUTLINE
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Discussion with regards to Canada
Savings Bonds are currently underway to address the impact of the changes
to the transfer of responsibility from PWGSC to the Bank of Canada. Therefore,
desktop procedures will be developed concurrently with these changes.
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Canada Savings Bonds (CSB) may be purchased
by employees through payroll deductions. Deductions are updated to the Master
Employee Record (MER) on receipt of subscription forms that are completed
by subscribers during the annual bond campaign. Deductions appropriate to
the subscribed denominations and payment plan are taken from each regular
pay except from pay period plus pay runs. The deducted amounts are recorded
and summarized on the 788/CS remittance listing produced at month-end. The
pay office does not collect deficiencies or issues refunds as a consequence
of the pay actions created in the pay system. Instead the PWGSC-TPSGC 565
form is forwarded to the CSB unit for appropriate action. Cash payments
and refunds are processed ONLY by the CSB unit. Canada Savings Bond deductions
are remitted to the CSB Section on a monthly basis throughout the bond year.
Each month, a deduction tape is created as a result of the month-end process
and is released by the Systems Control Unit to the CSB Section.
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QUARTERLY REPORTS: On a quarterly basis
(April, July and September), a special report, in addition to the monthly
remittance, is produced. This report includes the department, paylist, SIN
number, name and initials as well as the denomination that has been purchased.
A tape file associated with this report is also produced and released by
Systems Control. There is no remittance required. A copy of the report is
retained in PAO until the next bond year starts.
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PROCEDURE
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UPON RECEIPT OF THE MONTHLY LISTINGS FOR CSBs,
the following procedures are to take place:
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With each listing produced
from each pay office, COMPLETE the attached worksheet.
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One copy of the list
is received for mailing and microfiche is available for historical/information
purposes.
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PREPARE remittance for Canada Savings
Bonds, by completing the worksheets for each pay office. RECORD
the total that appears on each current listing on the worksheet for
that pay office. From the Common Departmental Financial System (CDFS),
PULL-OFF a report to ensure amounts posted to CDFS from the
Regional Pay System (RPS) are in balance. The selection criteria for
the report is as follows:
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- pay office;
- allotment 450;
- deduction code 788;
- remittance month.
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REPEAT the above step until all
offices have been done on the worksheet.
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ENTER on CDFS through Accounts
Payable screen and CREATE an Interdepartmental Settlement (IS)
060 payment for CSB. ENTER grand total of remittance from worksheet
as the grand total of the IS 060. One (1) line of coding is required
for each pay office. The following list provides creditor account
codes (CAC) for each pay office that must appear on the stub portion
of the IS:
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| Pay Office
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Account Code
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| Halifax
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X008
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| Montreal
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X025
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| House of Commons
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X022
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| Toronto
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X034
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| COD
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X036
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| Edmonton
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X062
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| Vancouver
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X066
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The dollar value for each pay office is
to be included on the stub portion.
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| NOTE :
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The second character
of the creditor account code is the figure ZERO, not the letter
"O".
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STUB INFORMATION: The following
is to appear on the cheque stub portion for each remittance of CSBs:
"Remittance for the month of _________(month and year)".
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Include the breakdown for each pay office.
Reference the dollar value and tape file #.
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COMPLETE Control Log Sheet(s) with
the following information:
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- Accounts Payable # from CDFS.
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SUBMIT Control Log Sheet(s) to
PAO Quality Control Clerk for audit and approval.
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PREPARE a copy of listings for
mailing. INDICATE on each listing per office the associated
tape file number. PLACE mail-out copy in envelopes and AFFIX
label.
Canada Savings
Bonds
Wing 2500 Main Bldg
Tunney's Pasture
Ottawa, Ontario
K1A 0S5
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HOLD envelopes until control log
sheet(s) are returned.
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Upon receipt of Control Log Sheet, if
all have been approved, PLACE envelopes in outgoing mail basket.
ATTACH control log sheets to working copies of listings and
file.
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QUARTERLY REPORTS
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PROGRAM PAP16--(April, July and September)
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Upon receipt of report, LABEL one (1)
copy from all pay offices with associated tape number and MAIL to
the above address.
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| NOTE :
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All tape numbers for both
monthly and quarterly listings are to be retrieved from E-mail box
"PAO-DEDTAPES". Tapes can be identified as follows:
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- Monthly Deduction Tapes=dataset name
---PAY. PROD._ _.PAJ2209.G1111V00
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- Quarterly Deduction Tapes=dataset name
---PAY.PROD._ _.PAP1601.G1111V00
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CSB WORKSHEET
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Accounting Month and Year:____________________
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| Pay Office
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CDFS Total
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Current Month's Listing
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Tape #'s
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| Halifax
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$
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$
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| Montreal
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$
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$
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| House of Commons
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$
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$
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| Toronto
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$
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$
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| COD
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$
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$
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| Edmonton
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$
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$
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| Vancouver
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$
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$
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| Totals
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$
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$
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Total "Previous Month's Financial Controls"
minus total "Current Month's Financial Controls" equals "Current
Month's Listings".
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IS Remittance amount $____________
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Less Difference $____________
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IS Adjusted Remittance
$____________
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