Entitlements

This section describes the roles and responsibilities of the various parties involved in initiating and processing entitlements.

On this page

• Process description
• Employee responsibilities
• Manager responsibilities
• Human resources responsibilities
• Finance responsibilities
• Trusted source responsibilities
• Pay Centre responsibilities

Process description

Entitlements are allowances that result in additions to basic pay. Entitlements could include the following:

• bilingualism bonus
• department and classification group-specific allowances and entitlements
• educational allowance
• isolated post allowance
• maternity and parental allowance
• statutory holiday premium
• vacation pay premium

The entitlement process includes starting, stopping, or amending entitlements. For the purposes of this roles and responsibilities guide, entitlements do not include vacation leave payouts.

Refer to the liquidate mandatory leave or voluntary leave events for information about vacation leave payouts.

Employee responsibilities

Employees are responsible for completing a variety of requirements, depending on the entitlement.

Isolated post allowance

Employees are responsible for completing and submitting required forms at a new location, at departure, and for any changes made regarding dependents.

Maternity and parental Allowance

Refer to the Leave without pay (greater than 5 days): Maternity and parental subsection of the Process temporary separation event for more information.

Manager responsibilities

Managers are responsible for confirming the entitlement based on the employee’s terms and conditions of employment.

Isolated post allowance

Managers are responsible for ensuring required forms are completed and submitted.

Human resources responsibilities

Human resources are responsible for:

• providing employees with information about departmental processes for entitlements (for example, for an isolated post allowance, provide the employee an information package on the Isolated Posts and Government Housing Directive)
• ensuring all required documentation, including the letter of offer, is provided to the employee
• ensuring accurate and timely submission and verification of job and personal information data rows via the Human Resources Management System
• ensuring that information is successfully updated in Phoenix
• collecting and sending any required documentation to the trusted source for authentication of the section 34 signature
• sending all authenticated information and additional documentation to the Pay Centre, along with a completed pay action request form via encrypted email, fax or to mail to the Public Service Pay Centre Mail Facility

Finance responsibilities

Section 33 managers are responsible for authorizing the transaction in Phoenix.

Trusted source responsibilities

Upon receipt of documentation, trusted source personnel are responsible for authenticating signatures on paper requests transmitted from departments to the Pay Centre. For example:

• the section 34 signature is authenticated for all requests affecting financial results or manager’s budget before it is sent to the Pay Centre
• the human resources delegated signature is authenticated for all requests being submitted by departments

Pay Centre responsibilities

Upon receipt of documentation, the Pay Centre is responsible for:

• checking the trusted source list
• confirming an employee’s eligibility to entitlements, as identified in the letter of offer or other authoritative documents

Upon receipt of an authoritative document, the Pay Centre is responsible for:

• entering data to start entitlements not derived automatically from human resources data sent to Phoenix (for example, Isolated Post Allowance)
• making adjustments to existing entitlements (when applicable)

Related link

About the Public Service Pay Centre