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OUTLINE
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Procedures to be followed on receipt
of "cash" (cheque or money order payable to the Receiver General
for Canada) and to be applied to the appropriate accounts.
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LEAVE WITHOUT PAY (LWOP) REGISTER: A
LWOP Register is maintained for both PSHCP and DENTAL cash receipts received
in the PAO. The PSHCP LWOP register is maintained on a PC Windows software
program which is updated by the PAO clerk from the information on the PWGSC-TPSGC
2278 ( PDF 335k) (all pay offices are updated to a database). The DENTAL LWOP register
is maintained on a Lotus program which is updated by the PAO clerk from
the information on the PWGSC-TPSGC
2278-1 ( PDF 355k).
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PROCEDURES
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Mail room clerk receives from pay and benefits
offices cash receipts (cheques) for moneys received from an employee, along
with any applicable forms indicating where the cheque should be deposited
ie: 2278's ( PDF 335k),
2278-1's ( PDF 355k),
transmittal etc. and proceed as follows:
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Mail Room Clerk
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- PASS by hand all cheques and applicable attachments to the
PAO cashier
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ON RECEIPT OF CASH PAYMENTS ( CHEQUES) proceed
as follows:
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PAO Cashier
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- SORT cheques by accounts ( ie: PSHCP, DENTAL , DI, CROWN etc.);
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- COMPLETE a separate GC 109 cash blotter on Lotus spreadsheet
for each account (maximum of 25 cheques per blotter) and LOG
each cash payment applicable;
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- PRINT two copies of each cash blotter and ATTACH applicable
forms (ie PWGSC-TPSGC
2278 [ PDF 335k]), transmittal etc.;
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- If a post-dated cheque is identified HI-LIGHT specific payment,
ADJUST totals on cash blotter copy. PRINT second copy
of cash blotter, ATTACH post-dated cheque and FILE for
future deposit;
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- PASS copies of cash blotters to PAO clerk responsible for accounts;
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- ENSURE applicable attachments are received in order to identify
and post to applicable LWOP Register system details of the cash payments,
(ie: PSHCP LWOP SYSTEM, etc.);
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- If any cash receipts unpostable re: insufficient information, INDICATE
on cash blotter to return cheque to Client department and ADJUST
totals.
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WHEN ALL CASH BLOTTERS HAVE BEEN UPDATED TO
APPLICABLE DETAIL SYSTEMS proceed as follows:
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- LOG ON to the Common Departmental Financial System (CDFS),
SELECT "RECEIPT" from the main menu;
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- CREATE and SAVE a receipt for total amounts (less post-dated
and unpostables) for each cash blotter and NOTATE CDFS Receipt
number on cash blotter;
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- EXIT RECEIPT and SELECT DEPOSIT from main menu;
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- COMBINE all RECEIPTS that have been updated to CDFS and SAVE.
NOTATE deposits' CDFS number on cash blotters;
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- RETURN Cash blotters grouped by batch and any applicable documents
to be returned for unpostables ( ie: 2278 forms) to PAO Cashier.
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Subject to operational conditions
this activity will be supplemented with desktop procedures.
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- PULL all cheques that are listed on returned cash blotters
(exclude those unpostable and post-dated) and TOTAL amounts.
BALANCE cheque amounts to cash blotters;
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- LOG ON to CDFS, SELECT DEPOSIT from the main menu and
FINALISE the deposit;
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