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OUTLINE
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Effective with the month-end process for April 1996, all monthly accounting and remittance reports normally distributed in the Regional Offices will now be re-routed and received in the PAO. Month-end reports will be produced by all 7 pay offices based on the National Processing Schedule that has been developed. On receipt of the month-end reports, the assigned PAO Clerks will separate and distribute all reports for the 7 pay offices to the assigned accounting and remittance groups within the PAO.
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Procedures have been written to provide direction and instruction as to what reports are required by the individual groups. For each office, the number of copies received must be the same. Listed below are the report titles, programs, the number of copies per program to be received as well as the retention and distribution matrix on a global basis.
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TABLE
| Report Title
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Program #
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# of Copies Received
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Retention
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Distribution
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| Consolidated Deduction Listing
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PAJ16
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1
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File Microfiche
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Separate copy and distribute to assigned groups
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| Month-End Deduction Tapes
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PAJ22
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1
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File Microfiche
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Separate copy and distribution to assigned group
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| Alberta Medicare
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PAJ42
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1
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File Microfiche
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Copies distributed to assigned group
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| PSMIP
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PAP42
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1
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File Microfiche
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Copies distributed to assigned group
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| CSB (Report#3) Quarterly (April, July and Sept)
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PAP16
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2
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File Original
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Copy distributed to assigned group
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| Pay Inquiry PSMIP--LWOP
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PAM52
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1
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File OriginalWorking Copy
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Distribute report to assigned group
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| Parking Deductions
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PAJ67
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1
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File Original Working copy
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Distribute report to assigned group
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PROCEDURES
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UPON RECEIPT OF ALL MONTH-END REPORTS described above, the following procedures are to take place:
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SEPARATE and STACK
(1) one copy of all reports for filing and (1) one copy for distribution
by Pay Office.
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COMPLETE "checklist"
for each office to ensure all reports have been received as you are
separating and stacking reports for filing and distributing.
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If reports are missing, CHECK "pull
list" received with shipment of reports from King Edward to ensure
all programs that are processed for the month-end are listed. If reports
are not listed that should be included in the month-end process, INFORM
PAO Liaison Officers (they will contact the Systems Control Unit for
that affected office and request re-running of those programs or reports
that are missing).
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LABEL reports (original) with the
subject matter and accounting month.
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PLACE original reports for filing
on designated tables by pay office (all 7 offices).
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With the distribution copies of all reports,
START separation process. It is recommended that you start by separating
the smaller reports first. Those reports include the following programs:
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| - PAM52--
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Pay Inquiry (Monthly:
PSMIP, LWOP for Executives),
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| - PAJ22--
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Month-End Deduction
Tape Reports,
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| - PAJ42--
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Alberta Medicare
(note****not all offices will produce this report)
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| - PAP42--
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PSMIP (2 copies for
distribution),
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| - PAP16--
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CSB--Report#3, PRI
X/Reference for Security Deposits at King Edward, processed
on a quarterly basis (April, July and Sept), Bond Year End,
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| - PAJ67--
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Parking Deductions
(one (1) copy received).
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CHECK OFF on the "checklist"
created, to ensure each pay office has re-directed their process of
the above reports or programs.
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DISTRIBUTE the smaller reports
to responsible groups within PAO.
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SEPARATION OF MONTH END DEDUCTION LISTING (PAJ16--Consolidated Deduction Report): Because of the volume and size of this report, separate each listing, one pay office at a time, as not to cause confusion if deductions required for remitting or reconciling have or have not been pulled from the listing.
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The following procedure has been written to provide direction and instruction for splitting of this report (PAJ16):
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ENSURE adequate space is available to make distribution stacks for all groups on the table before you start splitting the deduction listing.
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COMPLETE the "checklist" for the office you are starting with by checking off the individual deductions as you separate and PLACE the portions of the report into the assigned group stacks.
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INITIAL and FILE the completed checklist for each pay office as each consolidated listing is split and distributed.
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DISTRIBUTE all separated reports.
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BUNDLE the balance of the deduction listing reports by pay office. INDICATE on top page the pay office ID and the accounting month and year. PLACE this bundle in shredding boxes and STORE for three (3) months. At the end of the third month, THROW out the oldest month.
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This process is to be repeated for each office. It is recommended that all checklists be filed by pay office and maintained by the Liaison Officers for PAO. It is suggested that folders be established for each office for filing of the monthly checklists.
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