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OUTLINE
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The following procedures outline the steps taken
when returned payments are received in Compensation Operations Directorate
(COD). These include:
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--payments returned to be cancelled;
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-- payments which have been voided;
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-- cancelled payment vouchers;
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-- cheques to be cancelled when the original
is not available;
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-- suspense vouchers when both an original and
duplicate cheque have been cashed.
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PROCEDURES
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CANCELLED CHEQUES
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Mail Room
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- RECORD the returned payments on the Advice of Returned Payment
(COD-DOR 1759);
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- RETAIN one copy of the Advice of Returned Payment (COD-DOR
1759);
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- SEND one copy with the associated returned cheques to the PAO
accounting clerk.
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UPON RECEIPT OF THE ADVICE OF RETURNED PAYMENT
(COD-DOR 1759) AND ASSOCIATED PAYMENTS:
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PAO Accounting Clerk
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- LOG ON to the Standard Payment System (SPS) and, from the RMU
menu, SELECT the Record Returned Payment (RRP) screen.
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- COMPLETE the mandatory fields.
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- PRESS enter and then F10 to confirm the recording of the returned
payment (which is updated to the Standard Payment System. The Regional
Pay System (RPS) Register Database will be updated the following working
day).
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IF A CHEQUE IS DATED PRIOR TO THE CONVERSION
DATE OF RPS TO SPS (June 1998), the following procedure must be followed:
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- LOG ON to the Standard Payment System and, from the VMU menu,
SELECT the VIP (Convert Payment) screen.
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- COMPLETE the mandatory fields.
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- PRESS enter and then F10 to confirm the input of the payment
into the Standard Payment System. The screen will then display the payment
reference number that is automatically assigned to the payment by SPS.
The status will become "PAID".
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- SET UP a BF, as it will take about 3 days for Matane to convert
the status of the payment to "OUTSTANDING" or "ISSUED".
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- Once the status has been changed, FOLLOW the above procedure
to record the returned payment.
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UPON RECEIPT OF THE REJECTED PAC 19 REPORT:
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PAO
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- Upon receipt of the Rejected PAC 19 Report, MONITOR and FOLLOW
UP with the appropriate pay office to ensure timely action.
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VOID CHEQUES
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PAO Clerk
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- Upon receipt of voided cheques, VERIFY status within SPS.
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- If the payment status is "PAID", SHRED the cheque,
otherwise INVESTIGATE.
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CANCELLED PAYMENT VOUCHERS
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UPON RECEIPT OF THE CANCELLED PAYMENT VOUCHERS
FROM THE PAY OFFICE:
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PAO Clerk
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- VERIFY on the Rejected PAC 19 Report if the cancelled cheque
has been previously rejected by the Regional Pay System.
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- VERIFY within SPS that the cheque has the status of "CANCELLED",
if not, INVESTIGATE.
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- If affirmative, INPUT the data to the Accounting Data input
System (ADIS).
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CANCELLED CHEQUES WHEN ORIGINAL
NOT AVAILABLE
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The client must provide to the PAO a memo certifying
the cheque has been lost or destroyed and confirm that the department assumes
full responsibility for the overpayment should the missing payment be cashed
at some future date. A sample of the required memo is provided in section
PPIM
4-4-19 of the Personnel-Pay Input Manual (PPIM).
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UPON RECEIPT OF THE CERTIFYING MEMO:
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PAO Clerk
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- CANCEL the cheque as per regular procedures.
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SUSPENSE VOUCHERS FROM CRCD
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When both an original and a duplicate payment
have been cashed, Cheque Redemption Control Directorate (CRCD) will raise
a suspense voucher and forward it to the PAO, who will charge the amount
back to the client.
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UPON RECEIPT OF THE SUSPENSE VOUCHER FROM
CRCD:
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PAO Clerk
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- RAISE a source 046 Journal Voucher to charge the duplicate
expenditure to the client department.
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- FORWARD the source 046 Journal Voucher and a form letter to
the client providing completion instructions.
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