Confirmation of employment letters

Important:

An employee may print a confirmation of employment letter in MyGCPay. This letter is then given to their manager for signature.

In the event that an employee does not have access to MyGCPay, they may request a confirmation of employment letter from their manager. The Treasury Board of Canada Secretariat (TBS)’s has provided a template for managers to use. See instructions below for further details.

Links

Obtain confirmation of employment

Documents Required

Confirmation of employment (Must be opened in the RTF version)

Employee Responsibilities

If you do not have access to MyGCPay, request the confirmation of employment letter from your manager. Include in your request the following pieces of information:

  1. Link to the letter: https://www.canada.ca/en/treasury-board-secretariat/services/pay/template-confirmation-employment-phoenix.html.
  2. A copy of the most recent CWA pay stub. This Must Be the CWA version (CWA pay stubs and archived tax slips) in order for your manager to complete the details in the letter.
  3. The hours of work per week.
  4. The annual salary information.
    If you are a part-time employee, you must calculate your amount. This is two-step process. First, calculate the bi-weekly rate of pay. Second calculate the annual salary.
    Step 1: Full-time bi-weekly salary X part-time bi-weekly scheduled hours ÷ standard full-time bi-weekly scheduled hours (example, PA collective agreement the standard hours is 75 hours bi-weekly) = bi-weekly part-time salary.
    Example: $2,371.86 X 60 hours ÷ 75 hours = $1,896.80 bi-weekly for part-time employee
    Step 2: Employee’s bi-weekly salary X 26.088 = annual part-time salary
    Example: $1,896.80 X 26.088 = $49,484 annual part-time salary. $49,484 would be provided to your manager.
  5. If you are in receipt of the bilingual bonus, include this information in your request.
    If you are a part-time employee, you must calculate your amount; the bilingual bonus is pro-rated accordingly.
    $800 X employee’s part-time bi-weekly scheduled hours ÷ standard full-time bi-weekly scheduled hours
    Example: $800 X 60 hours ÷ 75 hours = $640 annually
  6. Employment start date which can be found in: Phoenix ❭ Main Menu ❭ Self Service ❭ Personal Information ❭ Personal Information Summary. Scroll to the bottom of the page to "Employee Information" section and you find the information under "Original Start Date".
    Note: If you have an issue with your original start date information, you must submit a Phoenix Feedback form.

Manager / Section 34 Manager Responsibilities:

  1. At the request of your employee, complete the TBS Confirmation of employment template letter using applicable template; you must use the RTF version. The RTF version is available on the right side of the page under title "Alternative formats".
  2. The employee is responsible for sending the following information with their request:
    • Link to the letter
    • A copy of their last CWA pay stub
    • Annual salary
    • Bilingual bonus amount (if applicable)
    • Hours of work
    • Employment date data
    Note: For pay information related to the employee, refer to the employees pay stub under the "Entitlements and Deductions" section (last section of the document) if you require details. If required, this information can be used to calculate the amounts.
  3. Complete the letter:
    • Annual salary:
      This information will be provided to the manager by the employee.
    • Bilingual Bonus:
      This information will be provided to the manager by the employee.
    • Bi-weekly pay:
      Indicate the employee’s bi-weekly pay.
      This can be found employee’s pay stub under the "Entitlements and Deductions" section (last section of the document).
    • Hours/week:
      This information will be provided to the manager by the employee.
    • Employed since:
      This information will be provided to the manager by the employee.
      The employee must retrieve this information from Phoenix, included in the employee’s responsibilities above.
    • Employment type:
      Indicate the employee’s tenure: indeterminate, student, casual, term.
      If you need to confirm this information this can be found in myEMS (PeopleSoft) manager dashboard ❭ under Direct Line Reports Pagelet. Refer to PSGuide - myEMS (PeopleSoft).
    • Please include your title in the signature block.
    • Return the signed letter to the employee.

Note: If your employee is in receipt of an allowance or other salary, you may add a paragraph to indicate this information.

If you have difficulties or questions related to the confirmation of employment letter, you may send an email to the Liaison Office general mail box.