| Compensation
Sector Web Site |
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PAO 3-3
| Section:
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ACCOUNTING AND REMITTANCE
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| Subsection:
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DAILY AND WEEKLY OUTPUT DISTRIBUTION
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OUTLINE
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Effective with April 1996 business, all daily and weekly output reports normally distributed in the Regional Accounting and Remittance Units will now be directed and received centrally in PAO. Daily and weekly output reports will be produced by all 7 pay offices based on the National Processing Schedule created for this purpose. On receipt of the daily and weekly reports, PAO will separate, distribute and file reports for all 7 pay offices to the assigned PAO clerks. It is recommended that this task be tightly controlled because of the volume of paper that will be received. Individuals assigned to this task must fully understand the requirements of this procedure so that confusion is at a minimum.
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Procedures have been written to provide direction and instruction for separation and distribution, within PAO, of the reports that will be received on a daily and weekly basis. For each office, the number of copies received must be the same. The following chart lists the report titles, programs, the number of copies per program, retention requirements and distribution matrix on a global basis.
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| Report
Title
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Program
#
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# of Copies
Received
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Receipt
Status
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Retention
Period
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Distribution
of Reports
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| Consolidated
Financial Controls
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PAG10, PAG32,
PAG34, PAH10, PAH12,
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1 Copy each
of Current Year and Previous Year
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Daily
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6 Fiscal Years
Working Copy
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All Financial
Controls to Tax Group
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| Assignment
Deduction
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PAH28
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1 Copy
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Daily and Weekly
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2 Calendar
Years --Working Copy
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RRSP PAO Clerk
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| Payroll Tax--Que.,
Man., Ont., Nfld and NWT
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PAH90
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1 Copy
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Daily
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2 Calendar
Years --Working Copy
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Tax Group
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| Regular Expenditure
Extract, EI Premium, Taxable Benefit in Kind and Control Tables
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PAH92
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1 Copy
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Daily
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2 Calendar
Years --Working Copy
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Tax Group
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| PAC 30 Report
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PAF28
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2 Copies
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Daily and Weekly
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6 Fiscal Years
Original
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Separate report
by element #'s---700's go to Tax Group and 800's go to RRSP Group.
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| Weekly Deduction
Tapes--CS COOP and ADANAC
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PAJ22
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2 copies
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Weekly
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1 Calendar
Year
Original
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Both copies
of report go to responsible PAO clerks for labelling prior to filing.
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| CS COOP and
other Credit Unions, Self Funded Leave
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PAJ12
PAJ16
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1 Copy
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Weekly
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2 Calendar
Years
Original
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Copy of the
report goes to the responsible PAO clerks for labelling prior to filing
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| Tax Arrears--
TA and TW
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PAJ16
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1 Copy
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Weekly
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2 Calendar
Years Original
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Separated CS
COOP and Credit Unions. The copy goes to the Tax Group --original
is labelled, prior to filing. Copy is mailed out.
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PROCEDURES
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UPON RECEIPT OF ALL DAILY AND WEEKLY REPORTS DESCRIBED above, the following procedures are to take place:
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1.
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SEPARATE and STACK copies of all reports per pay office on designated table;
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2.
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COMPLETE "checklist"
for each office to ensure all reports have been received prior to
separation and distribution;
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3.
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If reports are missing, CHECK "pull-list" received with shipment from King Edward to ensure all programs that should be processed as per processing schedule (Pay Office) are listed. If reports are not listed that should be included in the daily and weekly process, INFORM PAO Liaison Officers (they will contact the Systems Control Unit for that particular office and request re-running of those programs and reports that are missing);
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4.
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START separation process for each pay office. ENSURE adequate space is available on the table for distribution piles within the PAO;
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5.
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Financial Controls--as financial controls per program per pay office are received, SEPARATE the "consolidated" controls for both current and previous year from the departmental controls. These reports are located at the end of each set of departmental controls. BOX the portion not used by the Tax Group. LEAVE the banner page attached as it will indicate the pay type. PLACE in storage for 3 months. As a new month commences, DESTROY the oldest month's runs per pay office;
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6.
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DISTRIBUTE all reports after separation process is completed for all pay offices;
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7.
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FILE completed "checklist
and pull-list" together in assigned folder for each pay office.
| NOTE:
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Checklists
and pull-lists should be retained for a two (2) month retention
period.
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DAILY AND WEEKLY CHECKLIST
| Pay Office
Site:______________
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Processing
Week: #_________
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| DAILY
REPORTS RECEIVED:
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| Indicate
Check Mark ( )
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Program
#
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#
of Copies Received
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Report
Description
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PAG10
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1
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Financial
Controls
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PAG32
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1
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Financial
Controls
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PAG34
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1
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Financial
Controls
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PAH10
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1
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Financial
Controls
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PAH12
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1
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Financial
Controls
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PAH28
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1
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Assignement
Deduction Report
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PAH90
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1
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Payroll
Taxes--Que; Man; ont; Nfld and Nwt
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PAH92
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1
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Expenditure
Extract, EI Premiums, Taxable Benefit In Kind, Control Tables.
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PAF28
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1
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PAC 30 Report
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PAJ12-16
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1
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Deduction
Listing for Crowns--ONLY
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WEEKLY REPORTS RECEIVED:
| Indicate
Check Mark ( )
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Program
#
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# of
Copies Received
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Report
Description
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PAJ12--16
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1
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CS COOP and other Credit
Unions, Self-Funded, Leave, Tax Arrears--TA and TW
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PAJ22
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1
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Deduction Tapes--CS
COOP or ADANAC
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Reports received, separated and
distributed
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by:
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________________
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Date completed:
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_______________
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(signature)
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(dd/mm/yyyy)
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MISCELLANEOUS REPORTS CHECKLIST
| Pay Office
Site:_____________
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Processing
Week#_________
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| Indicate
Check Mark ( )
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Program
Number
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# of
Copies Received
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Report
Description and Distribution
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PAM14
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1
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Financial Controls --
consolidated Tax Group
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PAM16
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1
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Financial Controls --
consolidated Tax Group
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PAM18
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1
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Financial Controls --
consolidated Tax Group
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PAT54
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2
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Housing Benefit Report
-- Tax Group
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PAT56
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2
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T4 Summary Reports --
Tax Group
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Reports received, separated and
distributed
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by:
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_____________
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Date completed :
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_____________
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(signature)
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(dd/mm/yyyy)
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Last Update: March 1999
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