Hire or rehire

On this page

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

Process description

Refer to the Common Human Resources Business Process 3.05 for more information.

Employee responsibilities

Employees are responsible for completing a variety of requirements, depending on their employment status.

New employee

New employees are responsible for signing their:

• letter of offer and acceptance
• oath or affirmation GC-29 (if required)

New employees must complete all required documentation and provide it, and any other information requested, to human resources personnel, including:

• Social Insurance Number (SIN)
• TD1 form and provincial tax form
• employee questionnaire
• direct deposit enrolment form PWGSC 8437

New employees must complete the following actions in the Phoenix pay system:

• enrol for myKEY or update enrolment
  • enrolment requires a valid government address, a personal record identifier (PRI) and date of birth
• establish relationship with section 34 manager in Phoenix self-service
• record appropriate time and labour entries

Dual employment

Employees with dual employment status must advise their manager that they are on leave without pay from their substantive position.

Rehire

Employees served by the Pay Centre must complete:

• TD1 form and provincial tax form
• employee questionnaire
• direct deposit enrolment form PWGSC 8437

Upon receiving the pension plan enrolment package, an eligible employee must:

• acknowledge receipt of the notification of plan membership form (PWGSC 2018) using the pension tools located within the Compensation Web Applications

or

• complete the enrolment information and acknowledgment of plan membership form PWGSC 571

Manager responsibilities

The section 34 manager and staffing authority are responsible for the following:

• signing the letter of offer
• administering the oath or affirmation and ensuring it is signed and shared with human resources (if required)
• confirming that the employee arrived for the first day of work
• ensuring that the employee has requested a myKEY
• completing all relevant tasks in the Phoenix pay system’s manager self-service, such as:
  • reviewing the employee’s work schedule, including checking status of self-service entries
  • creating and assigning the employee’s work schedule

Human resources responsibilities

Human resources personnel are responsible for:

• preparing the letter of offer for new employees
• ensuring the hiring manager provides all required documentation related to the employee, including the letter of offer and the oath or affirmation (if required)
• verifying and creating the employee personal record identifier (PRI) in the central index
• ensuring accurate and timely completion of job and personal information rows in the Human Resources Management System
  • verifying that data
• ensuring that information was entered successfully in Phoenix

Documentation requirements related to new employees or rehires

Human resources personnel are responsible for collecting the following documentation and sending it, accompanied by a completed pay action request form, through a trusted source by encrypted email, fax or mail to the Pay Centre Mail Facility:

• signed and dated employee questionnaire
• completed TD1 form and provincial tax form
• signed letter of offer and acceptance (for exceptions only, for example, salary above minimum, as well as certain allowances that may be specific to a given employee (for example a rehired employee) or any other authoritative documentation (for example, an appointment letter)
  • if the letter of offer and acceptance is required, the section 34 approval signature must be authenticated by the trusted source before submitting it to the Pay Centre
• signed direct deposit enrolment form

More information

Directive on Terms and Conditions of Employment, section A.3.12 Direct deposit
Direct deposit enrolment form PWGSC 8437 (accessible only on the Government of Canada network)

Finance responsibilities

Finance personnel must provide section 33 authorization of the hiring or rehiring transaction in Phoenix.

Trusted source responsibilities

Upon receiving the letter of offer and acceptance, the trusted source must validate and authenticate signatures on paper requests that a department transmits to the Pay Centre. For example:

• the section 34 signature for all requests affecting financial results or manager’s budget
• the human resources delegated signature for all requests
  • if a paper direct request from an employee doesn’t require any departmental signatures, it does not need to be validated and authenticated by a trusted source

Pay Centre responsibilities

Pay Centre personnel are responsible for:

• checking the trusted source list
• ensuring all required documentation is included with the pay action request

Upon notification of data entry in the Human Resources Management System, Pay Centre personnel must:

• determine the employee’s eligibility
• enrol the employee for benefits as applicable
• validate and update time reporter when required

Upon receiving a pay action request and required documents, Pay Centre personnel must:

• enter any additional entitlements and benefits based on documents received, including applying additional tax in Phoenix, as requested by employee
• input salary where salary is not at minimum in Phoenix
• initiate direct deposit
• calculate and recover late pension contributions
• establish leave with pay entitlements (including any adjustments required for a rehire)
• provide the employee with the compensation standard benefits letter, which will include information on all entitlements and benefits programs
• send additional documents where applicable (form TBS 340-51 to bargaining agent and form PWGSC 577 to Pension Centre, etc.)

Pension Centre responsibilities

Pension personnel are responsible for sending the notification of plan membership of the Public Service Superannuation Act to the employee.