Reimbursement of Membership or Registration Fees

• Proof of payment to the professional association
• Requisition for Payment (GC080)(PDF, 612 KB)

Medical adjudicators in the nursing group are required to renew their licenses annually. The employee must report the number of hours worked (including overtime) within the past year to be eligible for reimbursement of fees.

• Employee Responsibilities

  1. You need to pay the license renewal fee directly to your Nursing Association and keep the proof of payment.
  2. You need to submit a PAR form to the Public Service Pay Centre requesting your hours worked in the past year:
     • Section 1: Enter Employee Information
     • Section 2: Work Type "Communication with 3rd parties"
     • Section 3: Select Sub Type "Communication with 3rd parties"
     • Effective date: Is the date you submit the request
     • Section 4: Requestor (enter your information)
     • Comments: Clearly identify your request, e.g. please advise of my hours worked (including overtime) from DD/MM/YY to DD/MM/YY. This is required for reimbursement of my nursing license renewal fee.
     • Section 5: Leave BLANK. No Trusted Source is required for this type of request
  3. There are three methods to submit the completed PAR and the required documents to the Pay Centre:
     • Via encrypted  email: centredepaye.paycentre@tpsgc-pwgsc.gc.ca
     • By Fax: 1-855-393-1559
     • By Mail: Public Service Pay Centre (Mail Facility), P.O. Box 6500, Matane, Quebec, G4W 0H6

     Important: If any mandatory fields are not completed on the PAR or the required forms not attached, the request will be rejected causing delays in processing.

  4. As soon as you receive the confirmation of hours you must complete and sign the Requisition for Payment Form (GC 80-1) (PDF, 612 KB), and provide it to your Section 34 Manager, along with your proof of payment.  Your manager is responsible for sending the request for processing on your behalf.
• Manager / Section 34 Manager Responsibilities

  1. Once you've confirmed your employee is eligible for the reimbursement, applicable to their Collective Agreement, you will need to approve and sign the Requisition for Payment Form (GC 80-1) (PDF, 612 KB) submitted by the employee and open a request via the HRSC Portal:
     • Section: I am a Manager
     • Select "Pay Related Action"
     • Complete the Employee Information section
     • Category: Select "Entitlements"
     • Sub-category: "Licenses Renewal"
     • Comments: Indicate that the employee is renewing their license and include the hours worked (including overtime) for the past year.
     • Attach the GC 80-1 proof of hours worked, proof of payment.
     • Submit your request

  Note: There is no need to complete a Pay Action Request (PAR) form. This will be done by the Compensation Services Directorate when the request is sent to the Pay Centre for processing.

• Employee Responsibilities

  1. You need to pay the membership or registration fees directly to your Professional Association and keep the proof of payment.
  2. As soon as possible, submit the Requisition for Payment (GC080) form to your Section 34 manager for approval, along with a copy of your proof of payment.
• Manager / Section 34 Manager Responsibilities

  1. Upon receipt of the employee's request for reimbursement, you must ensure that the membership or registration fees are required for the continuation and performance of the duties of the employee's position, pursuant to the applicable Collective Agreement and/or the Departmental Memberships Policy.
  2. Once confirmed, you will need to sign and authorize the Requisition for Payment (GC080) submitted by the employee and open a request via the HRSC Portal:
     • Section: I am a Manager
     • Select "Pay-Related Action"
     • Complete the Employee Information section
     • Category: Select "Entitlements"
     • Sub-Category: Select "Membership Fees"
     • Comments: Clearly explain your request
     • Attach the GC80-1 and proof of payment
     • Submit your request

  Note: There is no need to complete a Pay Action Request (PAR) form. This will be done by the Corporate Compensation Directorate when the request is sent to the Pay Centre for processing.

• Employee responsibility

  If you are experiencing a pay issue related to your reimbursement request you must refer to the Pay Escalation Process  and, if deemed appropriate, submit an escalated pay issue request  using the category Inaccurate Pay, sub-category Missing / Inaccurate Membership Fees or Licensing Fees.

• Manager / Section 34 Manager responsibility

  If an employee is on leave or has been terminated and is experiencing a pay issue related to their reimbursement request, you must refer to the Pay Escalation Process and, if deemed appropriate, submit an escalated pay issue request  on their behalf using the category Inaccurate Pay, sub-category Missing / Inaccurate Membership Fees or Licensing Fees.

• Financial Delegation Instrument (PDF, 109 KB)
• HR Information Notice on Membership Fees