Claims for Expenses and Financial Losses due to Phoenix

Employees who have incurred out-of-pocket expenses resulting from pay issues must submit a statement of the facts upon which the claim is based, with calculations, and provide supporting documents confirming the pay problem and claimed expenses.

To avoid unnecessary delays, claimants are encouraged to bundle their eligible expenses as much as possible for efficiency of processing and reimbursement. Should further pay problems occur, claimants can file additional claims.

Refer to Directive on Claims and Ex Gratia Payments and Court Awards for details on the other types of claims available arising from Phoenix pay system errors.

To submit a claim for expenses and financial losses due to Phoenix you must:

  1. Prepare the claim using TBS's claim form (PDF, 163 KB) and ensure to complete, date and sign all mandatory fields on the form;
  2. Attach all supporting documentation such as pay stubs, expense statements, invoices, receipts and any other relevant document for the entire period covered by the request;
  3. Indicate whether a grievance in relation to this claim has been filed (Section 3 of the claim form);
  4. Attest that no other eligible person is claiming the same expenses (Section 3 of the claim form);
  5. Sign the claim form certifying and consenting to share the information provided with their organization and the TBS Claims Office for the purposes of due diligence and processing their claim (section 3 of the claim form);
  6. Submit the claim with all supporting documents via email to the Departmental Claims Officers (DCO).

Once your claim is authorized, the DCO will communicate with you to obtain a signed release form prior to the payment of the claim.

Please note that all emails will be handled in confidentiality. For privacy and security reasons, all claim requests should be submitted through your departmental Outlook email account. Internet email exchange is not a secure mechanism as the confidentiality and integrity of the email cannot be guaranteed. The email can be intercepted and the contents revealed.

For further guidance on how to complete and submit your claim, please refer to the frequently asked questions on the Treasury Board of Canada Secretariat website.

For additional assistance, contact a Departmental Claims Officer (DCO):

  • Christella Nzohabonayo
    Telephone: 343-572-6714
  • Marie-Ève Charlebois-Lemieux
    Telephone: 873-455-1371
  • Mélanie Charbonneau
    Telephone: 343-552-9035