|
|
OUTLINE
|
|
|
|
Procedures for handling a return
of contributions cheque that is undeliverable.
|
|
|
POLICY
|
|
|
|
Receiver General Directive 1980-6 outlines the
policy and procedures for undeliverable cheques.
|
|
|
|
All undeliverable return of contributions cheques will be forwarded to
the PAO office from client departments. The PAO will retain the cheque
for 6 months. If it is not delivered by that time, it is stamped cancelled
and forwarded to the responsible department along with a duplicate list
of the cheque. The department will acknowledge by signing and returning
one copy of the list to the PAO.
|
|
|
|
The PAO cashier is required to maintain an Undeliverable
ROC cheque register with the following details:
|
|
|
|
| -
|
department;
|
| -
|
paylist;
|
| -
|
PRI;
|
| -
|
employee name and initials;
|
| -
|
payment cheque series and number;
|
| -
|
date of payment;
|
| -
|
amount of payment;
|
| -
|
disposition of cheque.
|
|
|
|
PROCEDURES
|
|
|
|
ON RECEIPT OF AN UNDELIVERABLE ROC, proceed
as follows:
|
|
|
Mailroom
|
|
|
|
- RECEIVE ROC cheque and FORWARD to the PAO cashier;
|
|
|
PAO Cashier
|
|
|
|
- CREATE a cash blotter showing details of the cheque;
|
|
|
|
- LOG payment details in Undeliverable ROC register;
|
|
|
|
- FILE for BF action in six months.
|
|
|
|
MONTHLY--On a monthly basis, the PAO cashier will draw any Undeliverable
ROC cheques over six months old from BF file and proceed as follows:
|
|
|
PAO Cashier
|
|
|
|
- STAMP cheques "CANCELLED";
|
|
|
|
- PREPARE a PWGSC-TPSGC 1759 form, Returned Cheque Advice, for
each cheque;
|
|
|
|
- PREPARE ( in duplicate) a list of cancelled Undeliverable ROC
cheques containing the following information: PRI, name and initials,
cheque number, and amount of payment;
|
|
|
|
- PREPARE a hardcopy source 046 journal voucher (JV) (per pay
office);
|
|
|
|
| NOTE:
|
Discussions are underway to
determine if source 046 will exist in the future or if some other
document will replace it;
|
|
|
|
|
- CHARGE department 097 outstanding cheque account;
|
|
|
|
- CREDIT department 079 (800-177) with the face value of the
cheque;
|
|
|
|
- ATTACH one copy of list of cheques to 046 JV (s);
|
|
|
|
- ANNOTATE PWGSC-TPSGC 1759 (s) with "Cancelled" and
046 JV number;
|
|
|
|
- FORWARD PWGSC-TPSGC 1759 (s) to applicable pay office;
|
|
|
|
- PASS 046 JV (s) to PAO group responsible for PSSA contributions;
|
|
|
|
- ATTACH cheque stubs to second copy of list of cheques;
|
|
|
|
|
|
|
|
ON RECEIPT OF 046 JV proceed as follows:
|
|
|
PAO Clerk
|
|
|
|
- LOG ON to the Common Departmental Financial System (CDFS) GJV
screen;
|
|
|
|
- POST department 079 credit on the GJV screen using source 0046;
|
|
|
|
- ANNOTATE CDFS ID number on hard copy 046 JV;
|
|
|
|
- PASS to QC PAO clerk for approval;
|
|
|
|
- PASS approved 046 JV to PAO CASHIER.
|
|
|
PAO Cashier
|
|
|
|
- INSERT 046 CDFS ID number in deposition column of undeliverable
register;
|
|
|
|
- SEND JV and undeliverable cheques to Cheque redemption Control
Directorate (CRCD), MATANE, QUE.
|
|
|
|
FISCAL YEAR END--At fiscal year, proceed as
follows:
|
|
|
PAO Cashier
|
|
|
|
- TOTAL all cancelled undeliverable cheque lists by pay office;
|
|
|
|
- CREATE a debtor initiated interdepartmental settlement (IS)
to debit 079-PO-000-177 and credit Superannuation Directorate (PO =
pay office);
|
|
|
|
- ENSURE details are noted on the stub, if insufficient room
send E-Mail to Shediac with all the details;
|
|
|
PAO Clerk
|
|
|
|
|
