![]() |
||||||
Core Policy and Procedures Manual
|
D. Payment Processing Procedures D.1 Expense Authority Certification
D.2 Cheque Stub PrintoutTo ensure that the supplier receives adequate information to identify the payment, quote both the invoice number and account number where provided. In the absence of invoice and account numbers, quote the supplier's reference as indicated on the invoice (i.e., expenses incurred for the month of June 1998). Quote invoice dates whenever this information may assist the supplier in identifying the payment. Where payment of a statement is acceptable, the statement date and account number should be quoted. If an adjustment has been made to an amount payable, provide the reason for the adjustment (if the supplier has not already been notified). Ministries may consider including their customer service contact and telephone number as part of the cheque stub information . D.3 Contract PaymentsMinistries must ensure that a system is in place to provide the OCG with ready access to all contracts generated by that ministry. Required Invoice
Detail Invoices for contracts
must contain sufficient detail to be identified with the specific contracts.
This will include information as per schedule "B" of the standard
contract format. Suppliers are encouraged to use numbered invoices.
Where a standard contract is not used, the invoice should, as a minimum,
contain:
Note:
Evidence of expenses incurred must be provided in support of expenses
claimed. Documentation could include receipts/copies of receipts or
itemized statements. Adequate controls in the ministry must be in place
to prevent duplicate payments. Expense Authority
Responsibility Expense authorities
are responsible for ensuring that the invoice account verification procedures
are carried out. Ministries shall use a contract summary or an equivalent
record to administer and control invoice contract payments. Contracts Without
Invoices Further to above, where the lease, rental, or other contractual agreement provides for a schedule of regular payments without invoices, expense authorities shall submit, in lieu of an invoice, an appropriate alternative supporting document with each payment request. This also applies to payments out of ministry bank accounts. Where expenditure agreements are subject to annual appropriations of funds, then the non-invoice payment terms must also be subject to the annual appropriation provisions. Where a supplier elects to not send invoices after the original contractual agreement has been signed, and where the expense authority deems it not practicable to sign a formal contract addendum, the expense authority may submit, in lieu of a formal addendum, an appropriate alternative addendum document. For example, a copy of the supplier's notice of new payment terms, signed by an expense authority, will suffice. The expense authority shall submit an appropriate supporting document, in lieu of an invoice, with the first and with each subsequent payment request. Ministries may not
make such "non-invoice" payment arrangements for fee-for-service
contracts, unless specifically approved by Office of the Comptroller
General. The supporting document(s)
in lieu of invoices for "contracts without invoices" shall
be:
If a ministry non-invoice contract summary form is being designed, ministries shall follow the requirements of Forms management. Pre-authorized payment plans, or any other methods, in which a supplier generated withdrawal form charges a Province of BC bank account, are not permitted. Only Provincial Treasury and Office of the Comptroller General may make such arrangements. Post-dated cheques are not generally permitted. In certain circumstances a designated officer of Provincial Treasury or Office of the Comptroller General may approve such transaction arrangements. D.4 Payments in U.S. FundsPayments
in U.S. Funds to Suppliers Located in U.S.A. Payments to suppliers
located in the United States should be in US funds, unless otherwise
specified. For all payments in US funds, payment requests will be drawn
on the US$ Bank account. Cheques drawn on the US$ account are eligible
for the United States clearing system; therefore, should not cause any
difficulties to the US supplier. When U.S. Dollar Value Exceeds Canadian Dollar When the value of the US dollar exceeds the Canadian dollar, the payment request will be completed as follows:
When the Canadian
Dollar Value Exceeds U.S. Dollar Social Service
Tax When paying for
goods subject to social service tax where the supplier is not registered
to collect the tax, a direct credit must be made to revenue STOB 4006
for the amount of the tax. The tax is calculated on the Canadian value
of the purchase. Transactions
of CA$ 50 (equivalent) up to US$ 50,000 To process payments of CA$ 50 (equivalent) to US$ 50,000 payable in US funds and destined for a supplier located in the United States, ministries will use the quarterly US exchange rate as provided by the Financial Management Branch, Office of the Comptroller General. Rate changes will be transmitted by electronic memorandum to ministry contacts before the quarter and earlier if the quarterly rate requires adjustment. Note: Ministries
are advised by email of rate changes. Exchange rates are posted at http://www.fin.gov.bc.ca/ocg/fmb/manuals/CPM/us-exch.pdf Transactions
of US$ 50,001 to US$ 99,999 For payments of
$50,001 to $99,999 in US funds and destined for a supplier located in
the United States, on the day the payment is to be made, ministries
will obtain a daily rate of US exchange from the Bank
of Canada website or contact the Payments Manager, Banking/Cash
Management Branch at (250) 387-7110. The ministry will use the US exchange
daily rate to determine the Canadian equivalent of the US funds required. Transactions
of US $100,000 to US $4,999,999 The ministry must notify Provincial Treasury, Banking/Cash Management Branch, of the amount in US funds required at least 48 hours before the payment day. On the day the payment is to be made, the ministry must obtain the US exchange daily rate from Provincial Treasury, Banking/Cash Management Branch to determine the Canadian equivalent of the US funds required. The payment request will be treated as a normal US payment. Payments in US Funds to Suppliers Located In Canada Periodically, Canadian suppliers will request payment in US funds. Prior to processing such requests, ensure that the payment amount in equivalent Canadian funds is not acceptable. Transactions of CA $50 to US $50,000 To process payments of CA $50 (equivalent) to US $50,000 payable in US funds to Canadian suppliers, the payment request is treated as a normal US payment using the quarterly US exchange rate. Transactions of US $50,001 to US $99,999 To process payments of $50,001 to $99,999 payable in US funds to Canadian suppliers, on the day the payment is to be made, ministries will obtain a daily rate of US exchange from the Bank of Canada website www.bankofcanada.ca or contact the Payments Manager, Banking/Cash Management Branch at (250) 387-7110 t. The ministry will use the US exchange daily rate to determine the Canadian equivalent of the US funds required. The payment request will be treated as a normal US payment. Transactions of US$ 100,000 to US$ 4,999,999 The ministry must notify Provincial Treasury, Banking/Cash Management Branch, of the amount in US funds required at least 48 hours before the payment day. On the day the payment is to be made, the ministry must obtain the US exchange daily rate from Provincial Treasury, Banking/Cash Management Branch to determine the Canadian equivalent of the US funds required. The payment request will be treated as a normal US payment. Transactions Payable in US Funds for US$ 5,000,000 and More for Suppliers Located In Canada and United States Ministries must
notify Provincial Treasury, Banking/Cash Management Branch, well in
advance for special arrangements to requisition US fund payments for
such very large amounts. It may take from five to fifteen days to free
up the short-term investments for such large amounts. D.5 Payments to Foreign and Out-of-Province SuppliersPayments to suppliers in foreign countries other than in the United States should be made in that country's currency (i.e., England-pound sterling, France-French franc, etc.). However, when an invoice specifies payment in a currency other than that of the originating country, payment may be requisitioned in the specified currency. For example, a supplier from England may request payment in US funds. Where practicable
ministries will make payments in Foreign Funds either from petty cash
for amounts up to the petty cash transaction limit (Canadian equivalent),
or from the SFO Bank Account for amounts up to CA$1,000 (Canadian equivalent),
by purchasing money orders or drafts, preferably from the Provinces
principal banker. Social Service
Tax When paying for
goods and services that are subject to the Social Service Tax, and the
supplier is not registered to collect the tax, a direct credit must
be made to Revenue STOB 4006 for the amount of the tax. The tax is calculated
on the Canadian value of the purchase. This applies to
out-of-province, as well as foreign purchases. Application of
Exchange Rates The applicable exchange
rate must be applied to the invoice to determine the Canadian equivalent
(CA$). The ministry should contact the Payments Supervisor, Banking/Cash
Management Branch at 250 387-7111. Ministries shall specify the amount
of foreign currency when obtaining the exchange rates. Provincial Treasury
will book the monies with the bank at the daily rate of foreign exchange. Exchange Rate
Requests Requests for exchange
rates must be received by Provincial Treasury by 9:00 a.m. of the day
the payment is to be processed or one business day prior to the payment.
Ministry officers should be made aware that the bank will not cancel
the booked daily rate of foreign exchange. The Province must absorb
the gain or loss if the cheque is not presented to the bank for payment
on the date that the rate is booked. Canadian Fund
Requests When foreign suppliers request payment in Canadian funds, show the invoice amount in Canadian funds and the exchange rate as "NIL". D.6 Certification Invoices and Other Supporting DocumentsSupporting documentation
shall include: original invoices, letters (memorandums) authorizing
payments in specific amounts (i.e., for grant payments), Treasury Board
approvals, petty cash replenishment reports, business expense approval
forms, accountable advance applications, waybills (or equivalent), packing
slips, etc.
The Purchasing Card is the primary instrument for making small dollar value purchases. In lieu of using the card, an invoice may only be accepted from a merchant when:
Required Information Invoices/supporting
documents shall contain the following information:
Invoices for goods
shall show:
Invoices for services
shall show:
Note:
Only current charges will be processed for payment in the normal manner;
charges to old year in April require separate batching/grouping. An
adding machine tape is required where there are multiple invoices. Non-acceptable
Invoices/Claims for Payment The following documents
are not to be used in lieu of an original invoice for initiating payment
to a supplier:
Note:
Exceptions to payment of a statement include those issued with original
waybills or charge slips, and where the company does not issue an invoice. Early Payment
Discounts The acceptable discount rate for early payments of invoices under the CPPM 4.3.8 #8 is 2% or greater. (Note: An early payment discount is not required for early payment if the payment date is set by contract). Early payment should
only be taken provided the discount amount will exceed the cost of "fast
tracking" the payment (approximately $12.50) plus the foregone
interest (invoice amount X prime interest rate X [number of days remaining
to the normal payment date divided by 365]). D.7 Travel Charge Direct BillingsThe following travel charges may be billed directly by suppliers to ministries and paid on a payment request form:
Charges billed directly to ministries must be exclusive of GST. Provide the certification clause (see B.6) to suppliers where necessary. The expense authority must ensure that:
D.8 Payments of Deputy Minister Car AllowanceEach deputy minister (and associate deputy minister), who does not have an automobile provided by the Government, is entitled to an annual allowance of $6,960 to defray the costs of using a personal vehicle for business purposes. Canada Revenue Agency has determined that this allowance is taxable to the extent of that portion of the allowance that is not expended on business travel. The full amount of the allowance must be included in the individual's taxable income and reported on the employee's T4 slip. The total amount is subject to payroll deductions of tax, CPP contributions and EI premiums. When completing his or her individual income tax return, the employee can deduct the relevant expenses provided they are deductible under paragraph 8(1)(F) or 8(1)(H) of the Income Tax Act and the employee files Form T2200, Declaration of Conditions of Employment. The individual is responsible for submitting any offsetting claim for business automobile travel by personal vehicle when submitting a tax return. The offsetting claim for business use when submitting a tax return must be supported by receipts and a daily log of kilometres travelled for business purposes. Each senior financial officer is responsible for preparing a letter authorizing the payment to be processed for deputy ministers (and associate deputy ministers) receiving a car allowance. The letter of authorization is to be submitted to the ministry payroll office prior to January 31, April 30, July 31 and October 31 to allow for processing. STOB 5220 - Taxable Benefits has been added to the CHIPS Account Code Table effective July 9, 2000. Deputy minister car allowance payments are to be coded to this STOB. Enter STOB 5220 in the account code field on the payline. Note: The vehicle distance allowance does not apply when a deputy minister or associate deputy minister elects to receive a vehicle allowance. D.9 Electronic Funds Transfers (EFT)Ministries processing payments through the Corporate Accounting System (CAS) may requisition EFT payments provided that supplier bank account data is properly established in the supplier file/data base of CAS prior to generating an EFT payment. The supplier sub-system consists of supplier names, addresses, postal codes, and supplementary coding information. The supplementary coding information may be expanded by CAS Supplier Maintenance to include payee banking data for direct deposit EFT payment purposes upon application by a ministry through Banking/Cash Management Branch, Provincial Treasury. Ministries shall request updates to be made to the supplier file/payee banking data using a Direct Deposit Application Form FIN 312, and will attach supplier/employee blank voided cheques if applicable. Where the supplier file payee banking data is unavailable for a payment designated as an EFT, a cheque in lieu of an electronic funds transfer will be produced and mailed directly to the payee at the address information on file (directed by the requested supplier site). Employees can apply for the direct deposit of travel reimbursements and other payments and must designate one bank account only for accounts payable. Employees are limited to a maximum of two direct deposit accounts for EFT payment purposes (including payroll direct deposits). For payroll transactions
refer to the CHIPS Procedures Manual. Electronic Funds
Transfers (EFT) Application Form All updates to the
supplier file payee banking data for direct deposit EFT payment purposes
must be applied for by suppliers/employees using a Direct Deposit Application
Form FIN 312. Ministry Financial Services offices can obtain the FIN
312 from the Office Products Centre (OPC 7530951069). General Information
Supplier/Employee
Information
D.10 Cheque Enquiry/Stop Payment/Replacement Cheque Procedures (FIN 358)
Cheque Management is the process of identifying the Province's paid and outstanding cheques, co-ordinating stop payments with the Province's banker and requisitioning replacement cheques in a systematic manner so as to avoid duplicate payments. The FIN 358 form is designed to amalgamate and streamline the processing and information requirements of Provincial Treasury when conducting cheque enquiries, stop payments, replacement cheques and payment cancellations. The purpose of the form is to consolidate all pertinent cheque information, thereby enhancing financial controls and reducing the response time to ministries and suppliers. Six months worth of data is available to ministries through online access to the cheque enquiry function of Provincial Treasury's Cheque Management System (CMS). The cheque replacement procedures differ when replacing Government Agent or Government Payroll cheques. If a cheque is lost
in the banking system, ministries should contact the Payment Supervisor,
Provincial Treasury for further instructions. Ministries are to complete the appropriate areas of the FIN 358 and forward the form to Payment Services, Provincial Treasury, 620 Superior Street, Victoria, BC. Please ensure that the ministry contact name, ministry name and telephone number fields are filled in. Ministries should complete the first paragraph on the FIN 369 form prior to sending to the payee for completion. Ministries should wait at least 10 calendar days from the cheque issue date to initiate enquiries (this waiting period is waived for payroll cheques). This allows for a reasonable period of time for processing and delivery by Canada Post. Where theft and/or fraud are suspected or where the original cheque has been destroyed, the 10-day waiting period will be waived. Fax the completed FIN 358 to Provincial Treasury at 250 953-4765. The original FIN 358 will need to be received by Provincial Treasury before the CAS Oracle Void will be completed. If the elapsed time from the cheque issue date is less than six months, ministries may access Provincial Treasury's Cheque Management System (CMS) to determine the status of a cheque (cashed, returned, stop payment or outstanding). Where more than six months have elapsed, ministries must submit the completed FIN 358 to Provincial Treasury. Contact the Payments Manager, Provincial Treasury for information regarding CMS Online access (250 387-7110). Provincial Treasury will return the FIN 358 indicating the results of the enquiry back to the ministry. If a Stop Payment/Replacement is required, the same form may be used as long as the white and canary parts of the form are intact. For a cheque replacement,
ministries are encouraged to use the CAS Payment Inquiry function via
CAS Oracle online prior to completing the FIN 358 for replacement processing.
For any payment that can be found via the CAS Payment Inquiry, ministries
will use X special handling to cross-reference the original payment.
For any payment that cannot be found online, ministries will use D special
handling and will notify Provincial Treasury via the FIN 358. D.10.1
Overview of Replacement Process CAS Ministries All replacement payments issued by a CAS Oracle online ministry must be processed through the Accounts Payable Invoice form. Replacement payments will be generated in overnight processing unless the Payment Type was identified as "DAY" (same day cheque). Refer to the CAS Oracle User Manual, Chapter 7. The ministry completes the FIN 358 and Indemnity form (FIN 369) and forwards to Provincial Treasury. Provincial Treasury inputs the stop payment, voids the original cheque on CAS Oracle, retains the FIN 369 and yellow copy of the FIN 358, and returns the white copy of the FIN 358 to the ministry as confirmation of the stop payment. Provincial Treasury delays voiding a payment until the paid cheque file for the stop payment date has been received. The paid cheque file received from the Province's banker is approximately two days in arrears. Once a payment void has been completed in Oracle, it cannot be reversed. Once the stop payment is confirmed, the ministry inputs the invoice for the replacement cheque on CAS Oracle using the Invoice form. Provincial Treasury keys in replacement details onto the Cheque Management System and mails the replacement cheque to the payee. If the original payment was issued through CGI or Walker, the replacement must be coded to CL XXOCG (where XX is the ministry prefix) 00000 3006 XX00000 (where XX is the ministry prefix) 000000 0000 (accounts payable liability). The original payment information must be referenced and special handling code "X" must be used if the original payment is listed on the CAS Payment Inquiry tables (for replacing a CGI or Walker payment to the same payee and supplier number). If the original payment was issued via Oracle in FY00 (1999-2000), the replacement must be coded to CL (client segment value) XXOCG (where XX is the ministry prefix) 3006 XX00000 (where XX is the ministry prefix) (accounts payable liability). The original payment information must be referenced and special handling code "X" must be used. If replacing a US cheque, use STOB 3006. Special handling code "D" must be used for replacing any payment for which the original payment information is not listed in the CAS Oracle CAS Payment Inquiry tables. When the base supplier
number, payee name and/or payment amount are different a ministry cannot
cross-reference the original payment issued in the wrong name and/or
amount. The ministry must cancel the original invoice and enter a new
invoice for the base supplier in the correct amount and a new "original"
payment is issued. The Indemnity
form (FIN 369) has been designed to update and clarify the indemnification
process. The Indemnity provides legal protection for the Province should
the original cheque be cashed after a replacement has been issued. Its
purpose is to indemnify the Province against duplicate payments. By
signing the Indemnity, the payee is stating that he/she has either never
received, or received and subsequently lost the original cheque and
should it be found, it would not be presented for payment. D.10.3
Handling of Cheques Where Replacement Cheques Have Been Issued Ministries periodically recover cheques that have been reported missing and for which replacement cheques have been issued. These cheques must not be redeposited on a Deposit Form since a cheque that has a stop payment on it cannot subsequently be cashed. These cheques are also removed from the outstanding cheques list at the time the replacement cheque is issued. The correct procedure is to write "Cancelled" across the face of the cheque and return it to Provincial Treasury with a covering memo stating a reason for the return. Provincial Treasury will forward payroll cheques to Payroll Accounting, Corporate Human Resource Information and Payroll System (CHIPS) Office, BCPSA. If a Deposit Form is inadvertently processed in error for an original cheque that has been replaced, the Bank Reconciliation Section, Office of the Comptroller General, will originate an adjusting bank reconciliation journal voucher. The ministry primary contact will be sent this journal voucher to obtain approval and will be expected to return it by the indicated return date. If the replacement
and original cheque are both cashed by the payee it is the responsibility
of the ministry to obtain reimbursement from the payee. The accounting
procedures for this situation are as follows:
a) Cheque Handling
Ministries should not hold any cheques issued by the Province that have been returned to them for any reason, or that cannot be forwarded to the payee. If the payee cannot be located, or is not entitled to the cheque, it should be cancelled by Provincial Treasury using the FIN 358 form. Unclaimed Payroll
cheques are to be forwarded with a memo to Payroll Accounting, Payroll
Operations and Information Management Division, BCPSA. b) Cheque Replacement The industry standard of a six-month stale date policy applies to all of the province's accounts (effective June 1, 1996). Therefore, ministries will be required to issue replacement cheques for any stale dated cheques (i.e., over six months old). Note:
If the original cheque is available, it can be used in place of the
Bond of Indemnity and must be attached to the FIN 358. D.10.5
Cashed Cheque Photocopy Requests FIN 358 will automatically be returned to the ministry with the enquiry results. This form provides all information relevant to cashed cheques, including the date cashed. However, ministries may on occasion require a photocopy of the front and back of the cheque. Photocopies are available on a request basis. Ministries are asked to forward a memo to the Cheque Management Clerk, Provincial Treasury with the following information: cheque payment number, cheque stock type, amount, payee and cashed date. Note:
The cashed date is found on the bottom left hand corner of the returned
FIN 358 or date paid on the online Cheque Management System. a) Overview
b) Initiation
of a Forged Endorsement Claim:
c) Forged Endorsement Proceedings After reviewing the claim, Treasury Payment Services (TPS) will determine:
Upon TPS accepting the claim, the ministry is required to send the forged endorsement documents to the payee to complete and sign in the presence of a Notary Public, a Canadian Law Enforcement Officer or a Commissioner for Taking Affidavits. The completed documents are to be returned to TPS (see address above) no later than 5 months from the date the claim was initiated. See the Provincial Treasury Intranet (government access only) for more information on forged endorsement claims. d) Issuance of
a Replacement Cheque Payment When confirmation is received from the FI, TPS will notify the requesting ministry to initiate a replacement cheque. Refer to CPPM
D.10.1 for additional information on the Stop Payment/Replacement
Process. D.10.7
Returned Undeliverable / Unclaimed Cheques a) Description
If after contacting
the payee, it is determined that the address on the cheque is correct,
the instructions to Provincial Treasury will be "Remail to Same
Address". Note:
Provincial Treasury will not remail to the same address more than once.
If, after contacting
the payee, a new address has been obtained, the instructions to Provincial
Treasury will be "Remail to New Address". Staple a self-adhesive
label typed with the new mailing address (including payee name) to the
report and return to TPS.
If the ministry
has determined that the payment is no longer valid or required, attach
a completed FIN
358 Stop Payment/Replacement/Payment Cancellation Form to the CHQ05
Report and return to TPS.
A ministry may
request TPS to remail a returned cheque payment to the ministry if they
determine that the cheque payment requires special handling to deliver
the cheque to the payee.
Should a ministry
determine that the cheque payment is no longer valid or if the ministry
is contacted by the supplier after a cheque has been added to Provincial
Treasury's Unclaimed Account, the ministry can recover the funds by
submitting a request by email to Treasury
Payments Services (TPS). The ministry is to provide the original
cheque payment information and ministry service line coding. D.10.8
Procedures for Replacing Government Agent Cheques The Government Agent who originally issued a cheque can issue a replacement cheque upon receipt from the originating ministry of the Cheque Inquiry/Stop Payment/Replacement form FIN 358 with "stop payment confirmed" and an original completed Indemnity form FIN 369. If the cheque is stale dated (i.e., cheque issue date is over six months old) and attached to the FIN 358 in lieu of the Bond of Indemnity FIN 369, the "stop payment confirmed" can be waived. If the originating ministry will be processing the replacement via CAS Oracle online, the replacement process described earlier in this chapter is used. If the originating ministry will be replacing the cheque through the Government Agent, the stop payment/replacement action on the FIN 358 must be marked (section A) for Provincial Treasury to return the original to the originating ministry. Provincial Treasury will retain a file copy. This process can be completed by fax to Provincial Treasury at 250 953-4765. Provincial Treasury will action the stop payment and void the original payment in Oracle upon confirmation from the bank. Ministries can confirm the stop payment online by accessing Provincial Treasury's Cheque Management (CMS) System. When the stop payment has been confirmed by the return of the FIN 358 form from Provincial Treasury or by online enquiry, the originating ministry should request the payee to complete and sign the Indemnity form FIN 369. The originating ministry will complete sections A, B, C and D (payee name, supplier code and cheque stub printout from original cheque). The replacement cheque account coding for each ministry will be CL ##OCG 00000 3006 ##00000 000000 0000. The originating ministry retains a copy of the FIN 358; the original FIN 358 and FIN 369 should be forwarded to the Government Agents office where the original cheque was issued. The Government Agent will produce the replacement cheque (section E), and will mail to the address shown on the Indemnity form. The Government Agent will issue a replacement batch number, batch the original white FIN 358 and the original Indemnity form FIN 369 to Provincial Treasury. Provincial Treasury will only remove the original Indemnity form and update the CMS with the replacement cheque details. The FIN 358 and batch ticket will be returned to the originating ministry for keying. If a stop payment or payment void has not been completed, Provincial Treasury will complete the necessary actions at this time. The Government Agent's office will retain a copy of the FIN 358 and fax a copy of the batched Stop Payment Replacement Form (FIN 358) and the Indemnity (FIN 369) to the originating ministry office. The ministry must then process the information as a replacement payment using a GA MAN pay group, cross-referencing the original payment. D.10.9
Procedures for Replacing Government Payroll Cheques Contact the Cheque Management Clerk, Provincial Treasury to initiate "stop payment." Within the Capital Regional District (Victoria) forward the completed Cheque Enquiry/Stop Payment/Replacement form (FIN 358) and the original completed Indemnity form (FIN 369) to the Cheque Management Clerk, Provincial Treasury, 620 Superior St., Victoria, BC. Provincial Treasury will confirm the stop payment and forward the FIN 358 to the Corporate Human Resource Information and Payroll System (CHIPS) Office, PSERC. The CHIPS Office will approve the replacement cheque and process the request for the net amount on the bond of indemnity (payroll cheques are replaced by general account cheques). Outside the Capital Regional District the ministry may request a Government Agent advance. Forward the completed FIN 358 (complete replacement cheque details) and FIN 369 to the Cheque Management Clerk, Provincial Treasury. Provincial Treasury will confirm the stop payment and return the FIN 358 to the originating ministry. D.11 Batch ReleaseBatch Release of payment is permitted for high volume transactions from program areas where EA and QR are not recorded electronically, or where legacy systems remain in use. Ministry batch releasers do not have expense authority, but can be best positioned to ensure efficient and timely payment of transactions on behalf of an EA. The ministry senior financial officer has the responsibility to ensure that the financial control framework is preserved and the use of Batch Approval:
|