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OUTLINE
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Under the Financial Information Strategy (FIS) project, the
accounting and reconciliation for payroll expenditures and the control over
pay financial transactions with central systems has been modeled under an
Account Balance Concept. This is a key component of the Financial
Information Strategy. Departments are responsible for submitting a monthly
Trial Balance, consisting of the account opening balances and year-to-date
account closing balances, to the Central Financial Management Reporting
System (CFMRS) for production of the Monthly Statement of Financial Operations
(MSFO) and Annual Public Accounts of Canada.
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The accounting control over payroll transactions ensures that
all payroll will be monitored through a series of control accounts maintained
in a Payroll System General Ledger (PSGL).
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Departments are responsible for transmitting valid coding;
ensuring that control accounts are entered and correct as well as ensuring
that total credits are equal to total debits in the trial balance. Accordingly,
the Trial Balance represents a list of all summarized financial codes for
a department. The balance must net to zero, ie. debits must equal credits.
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Each department via a Departmental Financial Management System
(DFMS) will feed the CFMRS at the end of each month with their trial balances
(containing opening account balances and closing account balances and control
account balances) using a standard input record layout. This input record
layout will be based on government wide coding necessary to maintain the
Accounts of Canada.
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The role of CFMRS is to build a General Ledger (GL) for the government
of Canada from trial balances fed by each government department and/or
agency. The departmental input will be submitted to a validation and balancing
process. The monitoring and control function residing in the CFMRS will
ascertain that all payments made and all moneys received by departments
are accounted for in the books of Canada.
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Department 079 will prepare a month-end trial balance for
Department 079 which will include payroll control values for each department,
regardless of their FIS status. The following descriptions detail the different
control points within the new FIS data flow:
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within the RPS, Standard Payments System (SPS) return
files and all extracts, departmental and Department 079, are balanced
before transaction data is sent to the PSGL;
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within the PSGL, the payment control account is reconciled
daily, by requisition number, with balances from the Receiver General
- General Ledger (RGGL);
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within the CFMRS, month-end "consolidations" occur between:
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the RGGL (Dept 097) trial balance containing control
accounts for payments, IS, Deposits and outstanding payments;
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the PSGL (Dept 079, FIS and Non-FIS) trial
balance containing payroll control accounts Dept 079, sub-ledger
accounts for departments and other accounts receivable/payable
balances;
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the DFMS trial balance, by department, containing
payroll control and payroll expense accounts.
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In the event there is a discrepancy on consolidation the CFMRS
will issue an "Unreconciled Control Accounts Report " and/or a
"Validation Error Report" that must be addressed by the departments.
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| NOTE:
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Trial Balances will be submitted for each Non-FIS client
department by the Financial Coding Interface (FCI) process.
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Subject to operational conditions this function will be supplemented
with detailed desk top procedures.
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