iService Catalogue — Finance and other Related Services

New divided iService Catalogue, Finance section – Read the newest CFOB newsletter as well as information on accommodation, accounting, procurements, travels and many other topics about finance here at ESDC

News and Information

Apps/Portal

Other Service Catalogues

Typing in a word or a phrase in the text box below will narrow or filter the list of Service Categories to the word(s) you are typing.

  • Accommodation

    The management and administration of the National Accommodation Program (NAP) provides accommodation services to Employment and Social Development Canada and Service Canada.

    For more information on: National Accommodations, National Accommodation Program, and Ergonomics

    Regional Services include:

    • Move Management and Freight Services - To request office moving services or shipment of archive files or moving boxes.
    • Repairs and Maintenance - To request services or advice on:
      • Repair or installation of assets (chairs, lockers, pictures, whiteboards, etc.)
      • Repair of equipment (mailroom equipment and mobile filing systems).
      • For repairs related to printers, photocopiers, scanners or fax machines refer to Print Devices.
    • Space Planning - To request space planning services to accommodate new employees.
    • Workstation Adjustments - To request adjustment of workstation or furniture, related to a duty to accommodate request, ergonomic adjustment or ergonomic assessment.
      • Adjustment of furniture can be provided by an ergonomic coach through an ergonomic adjustment. For more information refer to ergonomic services.
    • Key services - To request keys for filing cabinets, pedestals, overhead bins, furniture suites.
    • Signage - To request directional signage, directory boards, etc.
    • New requirements for electrical or mechanical work such as electrical outlet, painting, etc.
    • Special Cleaning - To request special cleaning services such as clean chairs, wash wall, day time cleaning, etc.
    • Additional or after hours Heating, Ventilation and Air Conditioning (HVAC) Services
    • Furniture Requirements – To request furniture approval prior to purchase, please follow steps in the Furniture Purchase Roadmap

    For building repairs or maintenance (plumbing or lighting issues) contact the National Service Call Centre at 1-800-463-1850.

    To obtain regional services contact the appropriate regional group:

    Note: Your tenant service request will be assigned and you will be notified of responsible contact within 2 business days of receipt AND you will receive a substantive response (including advice and guidance) within 9 business days of receipt.

  • Shredding Program NCR Only

    The NCR Shredding Service is now available!

    As the department proceeds with the modernization of the ESDC workplace, emptying of workstations and appropriate relocation of departmental files is essential. The removal of personal belongings and corporate files from workstations will ensure that workstations are readily available to be used by any employee required to physically work in the office. To support employees during this clean up effort, we are providing a centrally managed shredding service.

    In order to participate in this service, employees can make a request with their accommodations coordinator (PDF, 133 KB) who will submit an Accommodations Service Request form to the NCR Real Property Central Mailbox.

    Once boxes of material for shredding are full, coordinators must submit a new request for pick-up following the same process. The associated cost for the service will be covered by CFOB Real Property.

    The shredding service is available for Protected B documents only. Non-classified materials should be recycled. For guidelines on how documents are classified please refer to the Information Classification Tool.

    Please note that the service provider has identified the following prohibited items that cannot be included in the boxes of material for shredding:

    • Binders;
    • Plastic, or sheet protectors;
    • IT items such as disks, etc.;
    • Non paper products;
    • Micro Fiche sheets;
    • Photo negatives;
    • Metal Clips;
    • Metal from hanging files.

    If these prohibited items are included among, the material sent for shredding, your shipment could be rejected and returned to you for sorting. The provider also reserves the right to charge a return fee that may be transferred back to your cost centre.

    If you have any questions regarding this service, please contact us.

  • Accounting and Reporting Services

    National accounting services and direction for accounts receivable, accounts payable, travel and relocation.

    General Information

  • Accounts Receivable (PSCD) - Canada Student Loans (CSL) Services

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    To request recalls, permanent disability recalls on Canada Student loan accounts receivable, or to request forgiveness and Repayment Assistance Plan (RAP).

    General information: CSL Regulations, CSL Financial Assistance Act

    Submit a list of accounts or individual account - Service Standard - 10 Business Days

    RAP Request (form R350 must be attached) - Service Standard - 10 Business Days

  • Accounts Receivable (PSCD) - Transaction Requests

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    To request the establishment, adjustment or maintenance of an Accounts Receivable in the Public Sector Collections and Disbursements (PSCD) or to request a transfer between accounts or between clients (e.g. Salary or G&C Overpayment, interest waiver, balance transfer on temporary SIN).

  • Accounts Receivable (PSCD) - Write-off and Partial Remissions

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    To submit requests for write-off, out-of-write-off (OWO) and partial remission of accounts receivable from the Public Sector Collections and Disbursements (PSCD). General information

  • Accounts Receivable Guidelines

    Accounts Receivable Guidelines

  • Acquisition Card Monthly Reconciliation

    To apply for/modify/cancel a Government Acquisition Card (GAC) or to learn more about it, please consult Acquisition Card Program.

    If you want information on the steps to reconcile your monthly acquisition card statement, please refer to Reconcile my Monthly Statements.

    Once you have attached your supporting documentation to each card document at the CRK2 screen and that all your transactions are reconciled in SAP, please email your monthly activity report to your manager so that the report can be digitally signed. Once done, attach the signed version at the CRK1 screen.

    For questions related to the reconciliation of your monthly statement, contact National Accounts Payable.

    Year End: Purchases must be reconciled and finalized by the year end cut-off date to ensure expenses are recorded in fiscal year they were incurred and against the correct budget.

    For more information: Acquisition Card Year End Activities.

  • Canada Pension Plan Disability (CPPD) and Vocational Rehabilitation Medical Payments

    To inquire on the payment status of Vocational Rehabilitation and CPPD medical invoices.

    Medical Payment request

  • Claims Against the Crown, Ex Gratia payment and Court Awards

    Services related to claims against the Crown including claims arising from the Phoenix pay system errors, ex gratia payments and court awards.

    For more information: Directive on Claims and Ex Gratia Payments, Departmental Claims and Ex Gratia Payments Policy, Financial Delegation Instrument.

    • Claims for Additional Financial Expenses Incurred Due to Phoenix Pay System Errors

      Services for reimbursement of eligible out-of-pocket expenses as a result of inaccurate or incomplete pay from the Phoenix system.

      To avoid delays, bundle eligible expenses. Additional claims may be made to address further pay problems.

      Note that all emails are handled confidentially. For privacy and security reasons, submit all claims through the department’s Outlook email system.

    • Claim for Reimbursement of Costs for Tax Advisory Services

      Services for reimbursement of costs related to tax advisory due to pay issues with the Phoenix Pay System.

      Note that all emails are handled in confidentiality. For privacy and security reasons, please submit all claims through the department's Outlook email system.

    • Request a recoverable advance for social benefits

      Request a recoverable advance due to the temporary decrease of social benefits as a result of Phoenix Pay System errors.

      Note that all emails are handled in confidentiality. For privacy and security reasons, please submit all claims through the department's Outlook email system.

    • Claims for impacts to Income Taxes and Government Benefits

      Service for reimbursement of income taxes and government benefits impacted by Phoenix Pay System errors.

      Note that all emails are handled in confidentiality. For privacy and security reasons, please submit all claims through the department's Outlook email system.

    • Compensation for damages caused by Phoenix: financial costs and lost investment income

      Request compensation for financial costs and lost investment income due to delayed severance, pension or pay.

      Note that all emails are handled in confidentiality. For privacy and security reasons, please submit all claims through the department's Outlook email system.

    • Compensation for damages caused by Phoenix: compensation for severe impacts

      Request compensation for severe personal and financial hardships, in addition to financial costs and lost investment income due to delayed severance, pension or pay. You can submit your claims through this compensation for severe impacts process.

      Note that all emails are handled in confidentiality. For privacy and security reasons, please submit all claims through the department's Outlook email system.

    • Other Claims against the Crown, Ex-Gratia Payments and Court Awards

      For all Ex-Gratia Payments, and all Court Awards, and Claims against the Crown (out of court settlements) not related to Passport Canada,

      For Claim against the Crown (out-of-court settlements) related to Passport Canada (including amounts under $200 for lost/damaged photos or identification documents),

  • Commitment of funds

    Funds commitments in myEMS (SAP) are to be used only to reserve budget for specific type of expenditures. To consult the approved usage list please visit the Acquisition Card and other Payment Methods page.

    A vendor should be input in all fund commitments. This will enable the ability to automatically convert any unused balance into a PAYE, if applicable.

    SAP training documentation for Funds Commitments.

    Other types of purchases should be made through other means either by using an acquisition card, a contract or central budget. For questions concerning these processes, please contact Procurement Services.

    To obtain more information about the Departmental payment process (operation & maintenance) please refer to the iService Roadmap.

    For advice contact your Financial Management Advisor (FMA).

  • Direct Deposit Registration

    You may already receive your pay through Direct Deposit; your banking information will be used for non-salary reimbursement. To sign up for direct deposit or to change your banking information visit Compensation and Benefits – Pay.

  • Emergency Salary Advance (ESA) and Salary Priority Payment

    Employees who have not received their salary, are missing a part of their salary, or are missing an allowance, may be eligible for an advance. There are two types of advances available to employees:

    1. Emergency Salary Advances (ESA):
    An ESA may be granted when an employee did not receive their regular pay.
    2. Salary Priority Payment (SPP):

    A SPP may be granted when an employee has an overpayment recovered in error or is missing certain eligible payments (i.e. allowances, actings, etc.).

    Please refer to the *Emergency Salary Advance / Salary Priority Payment Guide

    • additional information;
    • qualifications;
    • paperwork required (with associated examples on how to complete);
    • supporting documentation required.

    Submit Emergency Salary Advance (ESA) and Salary Priority Payment

  • Financial Coding

    Before creating a service request, please ensure that you have taken the time to review the Frequently Asked Questions (DOCX, 115 KB), the Guidelines on Financial Coding (DOCX, 105 KB) and the Financial Coding Manual to ensure that the answer to the question that you have is not already easily available.

    For requests to change financial codes (Fund Code, Cost Centre or Funds Centre, Functional Area Code or General Ledger Code), contact your Financial Management Advisor (FMA): Who is my FMA?

    General information on FMA Services

    Financial Coding Questions

  • Financial Systems Access

    For access to the following financial systems and reports: myEMS (SAP), Departmental Accounts Receivable System (DARS), Cognos reporting environment, the Electronic Document System (EDS) and the Standard Payment System (SPS).

    myEMS (SAP)

    To access myEMS (SAP)

    All myEMS (SAP) training is now available in Saba, the departmental Learning Management System!

    Departmental Accounts Receivable System (DARS)

    To access DARS or Cognos reporting tools use the Access Management Portal (AMP) - Service Standard - 5 Business Days*

    DARS User guide

    DARS Roles and Authorizations Guide (XLSX, 36 KB)

    Electronic Document System (EDS)

    To access existing mainframe CMS and DARS reports, request access to the Electronic Document System below.

    Access the Electronic Document System (EDS)

    Standard Payment System (SPS)

    To access SPS you need to send a request via email to the Financial System and Reporting Team. Nc-fas-sfa-financial - Service Standard - 5 Business Days**

    General information on the process for accessing the Standard Payment System (SPS)

    * Exclude time required by the mainframe system group to complete account creation.
    **Exclude time required by Public Services and Procurement Canada (PSPC) to process the request (generally 2-3 days)

  • Financial Systems Management

    Financial systems and reporting functions.

    General Information

  • General Inquiries

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    For general questions or requests related to Accounting Operations which are not covered elsewhere within the Accounting Operations Service Catalogue

    Accounts Payable - Service Standard – assigned within 2 Business Days.

    Accounts Receivable (PSCD and DARS: CSL, EI, … ) - if not covered in the Accounts Receivable (PSCD and DARS) menus - Service Standard – 10 Business Days

  • Government Cheque Administration (payment cancellation, re-issuance, inquiry)

    To inquire about a GoC cheque including tracing, returning, re-issuing, lost, stolen, stop payments and all other questions or requests concerning GoC cheques.

    Cheque Cancellation / Reissuance / Inquiry request - Service Standard - 10 Business Days

  • Grant and Contribution (G&C) Manual Payment Request

    To request a manual payment of a G&C that is unable to be processed through the CSGC system, please refer to the Step-by-step process. If all conditions are met, submit a Manual payment request* using the G101 form.

    *Please pay special attention to the closing notification of your ticket in iService. If some information or documents are missing, the ticket will be closed with a comment without any payment being issued. In those situation, a new request will have to be submitted.

    Enquires on a previous G&C manual payment through myEMS (SAP) can be submitted through this portal as well. Please provide as much description as possible.

  • Interdepartmental Settlements (IS) / Transactions with an Other Government Department (OGD)

    The Interdepartmental Settlement (IS) is an electronic accounting process that allows ESDC to settle payable and receivable financial transactions related to Salary or Operations and Maintenance (O&M) with an Other Government Department (OGD). This process is supported by an agreement such as a Memorandum of Understanding (MOU) or Letter of Offer (LOO).

    To obtain more details, please consult our IS Process Guide .

    IS Request, Inquiry, Cancellation or Other

  • Individual Designated Travel Card (IDTC)

    The Individual Designated Travel Card (IDTC) is a credit card that GoC employees use to pay for travel-related expenses incurred while on authorized government travel status.

    For more information on the IDTC, please consult the IDTC Guideline - Service Standard for card issuance, replacement and cancellation – 10 Business Days.

    IDTC Request Gateway

  • Isolated Post Allowance (IPA)

    The Isolated Post and Government Housing Policy offers reimbursement to employees working in isolated posts.

    For information related to Isolated Posts and Government Housing, please consult the National Joint Council Isolated Post and Government Housing Directive (IPGHD).

    Request for a refund or advice related to Isolated Posts

  • Journal Voucher (JV) Requests

    Intra Branch journal vouchers (JV) should be sent to your Branch Management Services team or Financial Management Advisor (FMA) for processing. A Journal Voucher - Expenditures Form (FIN3159) (PDF, 410 KB) (opens new window) needs to be completed and provided for Intra Branch requests.

    Cross Branch or Cross Authority JVs must be submitted to Accounting Operations for processing using the Cross Branch or Authority JV template (XLSM, 92 KB) which interacts with SharePoint and Outlook for processing and approval – Service Standard – 20 Business Days. This form requires the approving Manager to hold a valid section 34 delegation.

    DESDA JV - Cost Recovery for Service Delivery Partnerships
    Salary or non salary adjustment regarding a Cost Recovery for Service Delivery Partnerships’ agreement. The cross authority JV (between authority A and B) is use to transfer the expenditures to their respective funds. They must be submitted to Accounting Operations for processing using the Cross Branch or Authority JV template (XLSM, 92 KB) which interacts with SharePoint and Outlook for processing and approval.

    Year End:
    For more information: Journal Voucher Requests.

  • Labour Market Development Agreement (LMDA) and Other Transfer Payments to Provinces and Territories

    To request a LMDA or other transfer payment to provinces and territories or to inquire about a payment or for any type of request concerning the payment.

    LMDA and other transfer payments to provinces and territories request

  • Payables at Year End (PAYE)

    Year End: A Non-Salary Payable at Year End (PAYE) is established when goods are received or services rendered prior to March 31st for which the invoices are not received in time to be sent to National Accounting Operations (NAO) by the cut-off date.

    For more information: Year End Instructions

    Submit PAYE/RAYE request or inquiries

  • Payment of Invoices - Goods & Services

    To obtain more information about the Departmental payment process (operation & maintenance) please refer to the iService Roadmap.

    To submit an invoice for payment against a contract or a funds commitment or to inquire regarding a payment status: Invoice Payment

    Please note that each invoice must be scanned into a separate PDF document and contain essential information.

    Year End: All O&M related expenditures must be processed and paid in the fiscal year the goods or services were rendered. This ensures that the expenses are processed against the correct budget. **If an invoice is not received in time to be sent to National Accounting Operations (NAO) by the cut-off date, refer to the PAYE section.

    For more information: Invoices- Year-end Instructions

  • Payment/Reimbursement to employees

    For travel, please refer to the iService Catalogue entry for "Travel"

    To obtain more information about the Departmental payment process (operation & maintenance) please refer to the iService Roadmap.

    For other reimbursement to employees such as Tuition Fees, Conference Fees, Hospitality Expenses, Membership Fees except fees relating to an employee’s collective agreement, Pride and Recognition and Events Fees, please provide the following:

    To submit a reimbursement for payment or to inquire regarding a payment status: Reimbursement Request

  • Petty Cash

    Petty cash reimbursement request

    **The Business Center operation is limited due to the current situation and the fact that a large number of employees are working from home therefore petty cash reimbursement has been suspended for now.

    Alternative options for employee reimbursement

    myEMS : TRAVEL (including parking & taxi reimbursement)

    • For all travel expenses incurred in the current fiscal year employees must use the myEMS portal;
    • For older travel expenses (prior to current fiscal year), employee must use the travel forms FIN5030 & FIN5031 and send them through the Travel Gateway;

    Gateway : National Accounting Operations (NAO) - Payment Request

    • For Home Office Furniture (Desk/Chair), employee must use the form FIN5050 with all other necessary documents and send it through the NAO gateway;
    • For any other employee reimbursement (membership, tuition, etc.), employee must use the FIN2865 and send it through the NAO gateway;

    Petty cash replenishment request

    Only For Petty Cash Custodians

    • For any petty cash replenishment request, please make sure to completely fill in the Excel form attached (XLS, 83 KB) including a valid financial coding for each transaction. The expenses must have been approved by a manager with financial authority to sign under section 34 for the cost center.

    Form submission
    Petty Cash Inquiry

  • Policy Interpretation Advice & Guidance

    To request guidance, clarification and/or interpretation of a financial policy or guideline including:

    • Claims and Ex Gratia Payments;
    • Delegation of Financial Signing Authorities and Specimen Signatures;
    • Isolated posts;
    • Losses of Money and Illegal Acts Against the Crown;
    • Policies on Accounts Receivables;
    • Sponsorship Policy;
    • Travel, Hospitality, Conferences and Events Expenditures (THCEE);
    • Year-End Directives

    Interpretation advice or guidance request

  • Priority Payments

    Priority Payment requests require a completed FIN2865 form that is signed by the appropriate Section 34 manager. Please ensure the necessary supporting documentation accompanies the submission.

    Priority Payment enquires should be submitted through this portal as well. Please provide as much description as possible.

    Priority Payments usually apply to the following programs: Grants and Contributions (G&C), Employment Insurance (EI), Old Age Security (OAS), Canadian Pension Plan (CPP), and Canada Student Loans (CSL).

  • Receipt & Deposit - General Inquiry

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    For questions or requests related to the National Receipt Directive, which are not covered elsewhere within the Accounting Operations Service Catalogue.

    R&D General Inquiry request - Service Standard - 10 Business Days

  • Receipt & Deposit - Local Web Receipt (LWR) User Support

    To request, modify or cancel a user account, and to request support for access issues and troubleshooting assistance.

    LWR request - Service Standard - 10 Business Days

  • Receipt & Deposit - Payment Trace

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    To submit a request or inquire about a payment received by our department from an external client.

    Payment Trace request - Service Standard - 10 Business Days

  • Receipt & Deposit - Point of Sale (POS)

    Instructions for new or existing Merchants.

    Request concerning Service Canada Center (SCC)

    • Opening of a new SCC - Service Standard - 10 Business Days
    • address change of a SCC - Service Standard - 10 Business Days or
    • Closure of a SCC - Service Standard - 10 Business Days

    Request concerning Point of Sale (POS) terminal: Service Standard - 10 Business Days

    • Ordering, replacing and/or returning a POS terminal;

    Please read POS services instructions before completing the Receiver General form RG CARD 2017-1. This will ensure that the information on your request is accurate and will prevent potential delays.

    Then complete the Receiver General (RG) form RG CARD 2017-1 electronically and attach it to your iService request (Do not send it directly to the RG), then send to the Receipt and deposit via iService to The National Accounts Receivable (not a scanned copy). The R&D as coordinator, will review and action your request.

    NOTE: Application for a new or upgraded POS terminal must be approved by the Manager with delegated section 32 of the Financial Administration Act for the funds center. Please attach the email from the delegated manager to your iservice request.

    You can also visit Moneris Web site for more useful information.

    For additional help, you can send your questions to the following generic address:
    Nc-fas-sfa-deposit-9263-depot.

    Submit a request related to POS - Service Standard - 10 Business Days.

  • Receipt & Deposit - Supplies order

    To order supplies (secured disposable pouches, carbonized pre-numbered receipt envelopes, etc.) used in the Receipt & Deposit of funds process.

    R&D Supplies request - Service Standard - 10 Business Days

  • Refunds on Accounts Receivable

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    To request a refund and/or to inquire about an existing refund, e.g. Public Sector Collections and Disbursements (PSCD) Credit Refund, Hardship Refund, Member of Parliament Inquiry, Refund of payment received by our department in error (Other/Suspense), Canada Labour Code refund (appeal or not) and refund to Financial Institutions, trustees or employers.

  • Relocation

    The National Relocation Office (NRO) coordinators are the subject matter experts in providing assistance and information on Relocation for employees and sub-delegated managers nationally.

    We invite you to visit the following link for more information, tools and resources related to Relocation: General Information.

    We recommend that all your inquiries be sent directly to our generic e-mail address: NC-RELOCATION-REINST

  • Reporting - DARS and CMS Historical Data

    To use existing DARS and CMS reports or to request assistance in the creation of new reports for those systems.

    Access to financial reports requires the authority to access the systems from which the financial data originates and the systems through which financial reports are provided. Refer to the Systems Access service for details.

    IMPORTANT: Financial CMS data and reports prior to April 1st, 2014 are still available. Equivalent data since April 1, 2014 are available in SAP. For more information on how to access current financial reports, please consult "Reporting" under the "Resource Planning, Forecasting & Reporting" section of the catalog.

    To access existing CMS and DARS reports on the Electronic Document System (EDS)

    For more information on Cognos reporting (user guides and videos)

    To access the Cognos DARS and CMS (Finance, OMTM and ARADS) reporting environment

    Request the creation of a Cognos report

    Assist with Creation of a Cognos Report | Create or Request Access to Scheduled Mainframe Reports

  • Returned Warrants - Employment Insurance (EI)

    Limited to Processing & Payment Services Branch (PPSB) agents to request action on EI returned warrants received in a Service Canada Centre (SCC).

    EI Returned Warrant request - Service Standard - 10 Business Days

  • Financial Delegation - Blanket Acting Designation Memorandum (BADM)

    To create a Blanket Acting Designation Memorandum (BADM), the completed and approved form (FIN 5043) (PDF, 98 KB) must be sent to the Financial Delegation Unit (FDU) via internal mail.

    A request will only be processed once the original (wet signature) and signed copy of the BADM Form FIN 5043 is received by the FDU.

    For BADM activation, go to “Employee Self-Service” in the myEMS (SAP) portal. For detailed procedures, refer to Request BADM activation for an incumbent - Service Standard – 2 Business Days.

    For more information on the Departmental Financial Delegation: Financial Delegation Instrument.

    For any other questions, please contact:
    Financial Delegation Unit (FDU)
    140 du Portage, 9th Floor
    Mailstop 915
    Gatineau Québec K1A 0J9

  • Financial Delegation - Financial Signing Authority (FSA)

    To submit a new Financial Signing Authority (FSA); or to modify or terminate authorities to an existing FSA go to “Employee Self-Service” in the myEMS (SAP) portal. For detailed procedures, refer to Request Financial Signing Authority (FSA).

    To approve or reject the FSA request of one of your employees, refer to Review and Approve or Reject Requests for FSA.

    For more information on the Departmental Financial Delegation: Financial Delegation Instrument.

    For any other questions, please contact:
    Financial Delegation Unit (FDU)
    140 du Portage, 9th Floor
    Mailstop 915
    Gatineau Québec K1A 0J9

  • Financial Delegation - Specimen Signature Card

    To set-up or modify a specimen signature, the Specimen Signature Card (FIN 5034) form (PDF, 100 KB) must be completed and sent to the Financial Delegation Unit (FDU) via internal mail.
    A request will only be processed once the original and signed copy (wet signature) of the Specimen Signature Card is received by the FDU.

    For more information on the Departmental Financial Delegation: Financial Delegation Instrument

    For any other questions, please contact:
    Financial Delegation Unit (FDU)
    140 du Portage, 9th Floor
    Mailstop 915
    Gatineau Québec K1A 0J9

  • Financial Delegation - Training

    For information on specific training needs, please consult your manager and /or regional/branch learning coordinator. Their coordinates are available under "contact" at College@ESDC.

    For more information on the Departmental Financial Delegation: Financial Delegation Instrument.

    For any other questions, please contact:
    Financial Delegation Unit (FDU)
    140 du Portage, 9th Floor
    Mailstop 915
    Gatineau Québec K1A 0J9

  • Statement of Account and Tax Statements

    Please note that the National Accounts Receivable (NAR) team is currently experiencing a higher than normal workload which may affect our ability to respond to requests within our normal service standard

    To issue or request an amended Statement of Accounts (SOA) or tax statement. This would include the status of outstanding loans and accounts in the Departmental Accounts Receivable System (DARS), the Statement of Crown Debt Repaid (SOCDR) the Statement of Interest Paid (SIP) for Canada Student Loans (CSL), and the Statement of Benefits Repaid (SOBR) for Employment Insurance (T4E).

    Statements issued prior to April 1, 2021 are available through DARS. Statements issued after April 1, 2021 are available through PSCD.

    Request for Issuing a statement - Service Standard - 10 Business Days

    Request for amended statement - Service Standard - 10 Business Days

  • Taxi chits booklets request (NHQ)

    Only for employees located at National Headquarters (NHQ)

    • An employee who is requesting taxi chits booklets, must first of all fill in a Request for Taxi Chits Booklets (ADM5070) (PDF, 118 KB) (opens new window) and submit it here. Once the documentation has been verified and approved, the employee will be put in contact with the employees responsible for the booklets delivery to make an appointment to take possession of the booklets.
    • When you are submitting your request, please make sure to provide a complete and valid financial coding as well as a commitment number. Only one commitment per cost center will be accepted, the commitment must contain only one coding line. For each new booklets request, you only have to increase your commitment in anticipation of your usual expenses.
    • Please consult the Frequently Asked Questions (FAQ) on taxi chits for more information on best practices around taxi chits use.
    • For any question on taxi chits or to follow-up on a pending request, please contact the Business center by opening a new request or calling 819-654-7892.

    Other Alternatives

    • You can also use the myEMS (SAP) travel module to get reimbursed for your taxi expenses instead of using taxi chits. Do not hesitate to consult the catalog Travel section or to communicate with the accounts payable helpline at 1-855-684-7827.

    Booklets request / Question

  • Travel

    General information and step-by-step instructions

    For employees based in an Isolated Post (IPA): Submit IPA questions related to claims and/or IPA policy.

    For information on the Individual Designated Travel Card (IDTC), please consult the IDTC Guideline.

    To submit Travel Requests and Expense claims, go to myEMS (SAP) portal (opens new window), under the Employee Self-Service Tab select “ Travel Requests and Expenses” and “Travel request and expense Summary”.

    **NEW: Please note that with the new version of the THCEE effective October 30, 2017, Accounts Payable no longer issues Internal Order (IO) numbers for travel via the Travel Gateway.

    To request an IO number for an event and/or international travel, submit the approved event package (THCEE Authorization Form, Memo to the ADM/DM/M, Travel Plan Form, plus all supporting documentation and cost tables) to Financial Policy.

    Submit a form or request assistance through the Gateway for Travel Support:

    • Cancellation: To cancel an approved travel request
    • myEMS Help: To request information or support regarding the travel tab in myEMS portal
    • Paper Travel: To submit a paper-based expense claims for a Non-Public Servant
    • Offline TAN: To request an offline TAN for a Non-Public Servant
    • HRG Profile: To get support regarding your HRG profile (TIN and password)
      • To request support with the HRG reservation tool call HRG directly at 1-866-857-3578.
    • Travel Request & Travel Expense Report Status
    • Travel Directive: To receive advice and guidance on the Travel Directive or any travel-related questions/inquiries.
    • BTA : To submit an approved Blanket Travel Authority (BTA)

    For additional assistance regarding the above travel subjects contact Accounts Payables and Travel Helpline at 1-855-684-7827

    Year End: Travel Claims must be processed and paid in the fiscal year the expenses were incurred. This ensures that the expenses are processed against the correct budget. All trips with a starting date in Old Year (no matter when the trip ends), will be fully committed in Old Year.

    For more information: Travel.

  • Vendor Administration

    To request the creation of a new vendor and to inquire or request modifications for an existing vendor.

    myEMS (SAP) portal - Master Data Maintenance (opens new window)

  • Year End Services

    The Year End Instructions contains important procedures to follow during Year End activities.

    For more information on Year End activities and deadlines, please see the full year end instructions.

  • Asset Management

    Asset Management Services

    CFOB is responsible for Departmental asset management policy instruments, oversight over asset management activities, as well as the transactions and asset record information in the Departmental integrated financial and materiel management system - myEMS (SAP).

    All managers and employees are responsible for proper safeguarding and use of assets owned by the Department. We must manage assets in a sustainable and responsible manner, in accordance with TBS and Departmental policies, standards, and guidelines.

    To contact asset management groups with questions, refer to the Asset Management Services Contacts.

    For information on buying assets, refer to Procurement Services.

    If the information you need is not addressed here, try our Frequently Asked Questions.

    Asset Disposal Services

    Disposal of assets must be completed through CFOB Regional Asset Management Services (RAMS). Only CFOB has the delegated financial authority required to approve a disposal of an ESDC asset.

    Managers and employees have key responsibilities as per the Asset Management Policy, including the following:

    • Sending list of surplus assets to RAMS.
    • Providing RAMS with photos and descriptions of surplus assets and identifying the condition of surplus assets.
    • Ensuring the assets are intact, or informing RAMS if they are damaged.
    • Arranging access for the inspection of the assets by potential buyers.
    • Acting as on-site contact for asset disposal as required.
    • Providing a declaration to RAMS that any protected or personal information has been removed from the asset.
    • Ensuring no Government of Canada symbol is on the asset asset (e.g. removing asset tag, before the buyer picks up the asset).
    • Contacting the National Service Desk or IITB directly if there are surplus IT items.

    Asset Tags

    Tracked assets are those assets that are required to have individual asset records (equipment master records or EMRs) in myEMS (SAP), corresponding asset tags and numbers, and have up to date information in myEMS (SAP) that reflects the nature and lifecycle status of the asset from acquisition to disposal. Tracked assets are defined in the Standard for Managing and Tracking Assets.

    Fleet Services

    To reserve and use a fleet vehicle or for any questions related to the management of fleet vehicles, follow the process for your region.

    Fleet services are not offered in the following regions: National Capital Region, Ontario and Quebec.
    For more information consult the Directive on Fleet Management: Light Duty Vehicles

    • Atlantic Region

      Priority of fleet use will be given to employees providing services to Canadians as follows:

      • Client Service Officers (CSOs), Client Service Specialists (CSSs) and Team Leaders (TLs) in CSPDB providing Scheduled and Mobile Outreach;
      • CSOs/TLs providing back-up coverage for offices;
      • Integrity Investigators and Officers conducting selected interviews, investigations or group sessions;
      • Senior Development Officers (SDOs) and Program Officers (POs) conducting monitoring visits or community engagement meetings; and,
      • IITB employees for emergencies that have a significant client impact.

      For fleet-related issues or enquires contact: ATL-CFOB-REAL-PROPERTY-ASSET-MANAGEMENT-DGAPF-GESTION-IMMOBILIERE-BIENS-GD

    • Western Canada & Territories Region

      Use of fleet vehicles is only available to:

      • Client Service Officers (CSOs), Client Service Specialists (CSSs) and Team Leaders (TLs) in CSPDB providing Scheduled and Mobile Outreach;
      • CSOs/TLs providing back-up coverage for offices;
      • Integrity Investigators and Officers conducting selected interviews, investigations or group sessions; and,
      • Senior Development Officers (SDOs) and Program Officers (POs) conducting monitoring visits or community engagement meetings.

      To report fleet-related issues or enquires submit a ticket via the: W-T CFOB Fleet Mailbox

      To book a fleet vehicle, contact your local Fleet Custodian.

    Accounting for Capital Assets

    Corporate Accounting is responsible for the accounting of capital assets (assets with a high value), and the establishment of departmental accounting policy for capital assets.

  • Boardroom Booking Services

    Boardroom reservations and equipment rentals such as laptops and projectors.

    General Information

  • Costing Advisory Services

    The costing advisory services are provided in conjunction with the Financial Management Advisors:

    • Provide costing standards and tools to ensure ESDC compliance to financial policies including the TBS Guidelines on Costing and ESDC Costing Policy.
    • Provide general advice on costing methodology.
    • Promote departmental best practices in costing.
    • Provide general advice on financial reporting on performance and benchmarking including cost efficiency measurement.
    • Provide strategic financial advice and conduct strategic financial analyses in support of various departmental reviews and costing exercises.
    • Business process owner for myEMS (SAP) Cross Application Time Sheet (CATS), Controlling (CO) and Project System (PS) modules.
  • Delegations of Authority

    Services for financial delegation authorities.

    General Information

  • Financial Management Services (FMS)

    Provides financial advice, direction and guidance to client groups in all aspects of financial management.

    For more information on: Financial Management Services (FMS).

    For financial advice contact your Financial Management Advisor (FMA).

  • Intellectual Property (IP)

    The IP Centre of Excellence develops and manages the Department’s policies, guidelines and procedures related to intellectual property (IP). Advises and guides employees on identifying, acquiring, managing, protecting and deploying IP to meet the Department’s goals, comply with federal and Departmental rules, and preserve value while resulting in the optimal overall benefit to Canadians.

    For more information, visit the Intellectual Property Centre of Excellence

    To obtain direct advice and guidance on IP, e-mail the Intellectual Property Centre of Excellence

  • Investment Management Process

    The Investment Management Process occurs annually within the Department, beginning with the intake of new investment proposals. A proposal must be completed and submitted in order to ensure consideration for approval and addition to the approved project list.

    Once your intake proposal has been approved and you are officially an approved project, the Enterprise Program and Project Management Office (EPMO) will be your resource for all information related to Project Management, training, governance surrounding your project, and the Project Management Information Solution (PMIS) tool.

    On a Project Management front, the EPMO offers an array of coaching services to Project Management Offices, Project Managers, and Project Teams, including: advice and guidance, frameworks, standards, processes, methodologies, templates, tools, and benefits management guidance. As an approved project you will automatically be assigned a Project Management Advisor (PMA) that will be your point of contact for these services.

    In addition to coaching services, the EPMO facilitates the official Departmental training on Project Portfolio Management.

    On a systems front, the PMIS is the Departmental tool that facilitates project teams to effectively initiate, plan and deliver projects on time. The system enables the management of project schedules and project information (risks/ issues/ documentation) through one convenient tool. As an approved project you will automatically have a PMIS account created.

    On a governance front, of importance to the Investment Management Process, are the Portfolio Management Board (PMB) and the Major Projects and Investments Board (MPIB), and the Director General Minor Projects Oversight Committee (DG MPOC).

    For more information on the mandates of these two governing bodies please use the following links:

    Note: The Service standards of EPMO’s mailbox (NC-BGPE-ERMO-GD) are:

    • 2 Business Days to respond to a PMIS general request handled at Tier 1 level
    • 5 Business Days to respond to a PMIS general request requiring Tier 2 support
    • 5 Business Days to respond to a Project management training and general request requiring Tier 2 support
    • 5 Business Days to respond to a Project management advice and general request requiring Tier 2 support
  • Mail Management Services

    On-site mail management services and advice.

    General Information

  • News and Information

    The CFOBrief newsletter and Calendar is now available.

  • Proactive Disclosure

    Proactive Publication of Financial Information
    The Government of Canada has implemented a series of measures to strengthen public sector management by enhancing transparency and oversight of public resources in the federal government. One of these measures includes the proactive disclosure of financial related information by departments and agencies. By making this information rapidly available on Open Canada, Canadians and Parliament are better able to hold the Government and public sector officials to account. Refer to the Proactive Publication of Information for detailed information.

  • Procurement Services

    Procurement Services helps clients buy goods and services in ways that give the best value to ESDC and the Canadian people. The steps involved in contracting for goods and services range from very simple processes (self-service acquisition cards) to more complex ones (bid solicitation).

    For general procurement questions or suggestions with respect to the instructions contained herein, contact the Asset Management Policy and Procurement (AMPP) team by email at NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD.

  • Acquisition Card

    The Acquisition Card program offers a self-service solution for purchasing goods and services that cost $10,000 or less, all taxes included.

    The following steps apply to acquisition card usage:

    • Acquisition Cards must only be used to purchase goods and services in support of government business, under the authority of individuals with delegated financial commitment authority and in accordance with departmental policies.
    • Cardholders must complete a card document in myEMS/SAP following every purchase.
    • Cardholders must keep all required documentation to attach to their monthly statements.
    • If the purchase is a tracked asset (see the Standard for Managing and Tracking Assets, the cardholder will need to obtain an asset tag (contact Regional Materiel Management Services).
    • At ESDC, acquisition cards are used to procure goods and services, but may not be used to pay invoices for a contract or Purchase Order issued within myEMS/SAP.
    • See the Acquisition Card Quick Reference Guide for more details.
    • For the purchase of any Web-based services (e.g. graphic designs, subscriptions, the use or creation of databases, photos and multimedia) refer to the Web-based Services section for further details.

    If you have a question about acquisition cards, first consult the Frequently Asked Questions (FAQ). For other questions, send an email to NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD.

  • Catering Services (NCR)

    ESDC has launched a Pilot Policy on Social Procurement for Catering Services in the NCR. This policy applies to all departmental acquisition card holders acquiring catering services within the NCR.

    Acquisition card holders are encouraged, whenever feasible, to purchase catering services for events from Social Enterprises (SEs) in the National Capital Region (NCR).

    The suppliers identified as SEs to be considered for catering services and booking facilities are included in Annex A of the Pilot Policy.

    As catering is a form of hospitality, the Travel, Hospitality, Conference and Event Expenditures (THCEE) policy must be followed.

    All existing Acquisition Card procedures remain applicable.

  • Centralized Printing Services (CPS)

    The Centralized Printing Services (CPS) coordinates the purchase of printing services on a quarterly basis to ensure programs are equipped with various ESDC and Service Canada envelopes, applications, record of employment forms, kits and custom file folders to allow for effective delivery of services and benefits to Canadians.

    Visit the Centralized Printing Services Roadmap.

  • Commissionaire Services

    All commissionaire services must be purchased by making a call-up against the National Master Standing Offer (NMSO) for Commissionaire Services issued by Public Services and Procurement Canada (PSPC).

    Low dollar value requirements (< $40K): All low dollar value commissionaire services requirements must be purchased using the Acquisition Card as a Call-up instrument. In cases where the total value of the requirement is above the transactional limits of their AC, but below $40K, the cardholder must request a transactional limit increase in accordance with the Increase my Transactional and/or Monthly Limit instructions. After reception of the limit increase confirmation from the AC Program Coordinator, the cardholder may proceed and issue a call-up using the acquisition card.

    Higher dollar value requirements ($40k and above): For all higher dollar value requirements a purchase requisition (Preq) must be submitted to the Procurement Operations. Please refer to Create a Purchase Requisition (PReq) for details on the PReq process.

    Service Standards for ESDC Procurement

  • Furniture

    The Chief Financial Officer Branch (CFOB), Real Property and Asset Management (RPAM) is required to review and approve all furniture requests prior to purchasing.

    CFOB-RPAM Regions will assess, determine options, and make final approval to proceed with the purchase.

    See the Furniture Purchase Roadmap for more information.

  • Information Technology (IT) Products

    Most IT products are acquired through the Innovation, Information and Technology Branch (IITB). See the Computer and Devices Service section of the iService catalogue for guidance on obtaining such products. Products not included in the Computer and Devices Service section may be purchased with your acquisition card up to its limit, see the Office Supplies section for a list of available products.

    Note that any storage device, including encrypted USB keys, cannot be purchased with the acquisition card. Requests for these must be sent to IITB.

    • IITB Coordinators

      For IITB Fund Centre Managers responsible for acquiring such products, see the below acquisition process:

      • For the purchase of most IT products, use your acquisition card within its limit (e.g. $10,000).
      • For purchases above the acquisition card limit, you will need to create a purchase requisition. Refer to the Create a Purchase Requisition (PReq) section. You will also need to complete the SSC form.
      • If a product is on the standing offer, you will need to get a quote from the standing offer supplier for the required products (as the price may be lower). Standing offers for IT products are mandatory. If not on the standing offer, you will need to complete and provide the SSC-IT exception form (PDF, 16 KB). Note that SSC may supply a product from existing stock, and procurement will use their ordering system to supply this. Procurement and contracting still requires a PReq for this process.

      Shared Services Canada (SSC) has numerous standing offers for IT products. See the Standing Offer Index (SOI) for such standing offers. See the section in the catalogue entitled Office Supplies for IT related products, for items that can be bought using those standing offers.

      For the purchase of any Web-based services (e.g. graphic designs, subscriptions, the use or creation of databases, photos and multimedia) refer to the Web-based Services section for further details.

      See also the SSC Service Catalogue.

      Service Standards for ESDC Procurement

  • Office Supplies

    For the purchase of office supplies (except for printer and copier paper) in the NCR and Ontario, use your acquisition card within its limit (e.g. $10,000).

    For information on how to use or obtain an acquisition card refer to the Acquisition Card section.

    Cardholders make purchases using their acquisition card by contacting suppliers online, in person or on the telephone. Refer to the list of suppliers' standing offer, grouped by region:

    For users in the Atlantic, Quebec or Western regions, see the regional procurement process below:

    The office supply standing offers may be used to buy the following IT related products:

    • Cable management supplies such as clips, covers, etc.
    • Cables and extension cables
    • Computer carrying cases
    • Computer mouse
    • Filtering screens
    • Headsets
    • Keyboards
    • Laptop batteries
    • Microphones
    • Mobile CPU stands
    • Monitor riser/shelves
    • Mouse pads
    • Power bars
    • Speakers
    • Monitor arm
    • Other ergonomic related goods

    For purchases above the acquisition card limit, your area will need to create a purchase requisition. Refer to Create a Purchase Requisition (PReq).

    Service Standards for ESDC Procurement

  • Office Equipment

    For the purchase of office equipment (e.g. shredder, electric stapler, electric hole punch) in the NCR or Ontario region, use your acquisition card within its limit (e.g. $10,000).

    For information on how to use or obtain an acquisition card refer to the Acquisition Card section.

    For users in the Atlantic, Quebec or Western regions, see the regional procurement process below:

    Cardholders make purchases using their acquisition card by contacting vendors online, in person or on the telephone. Refer to the list of standing offer vendors:

    For purchases above the acquisition card limit, your area will need to create a purchase requisition. Refer to Create a Purchase Requisition (PReq).

    Notes:

    1. Building equipment (e.g. heaters, conditioners) is not purchased in the Ontario and Atlantic regions.
    2. Kitchen appliances (e.g. kettles) are not purchased in the Ontario, Quebec and Atlantic regions.

    Service Standards for ESDC Procurement

  • Postage and Courier

    For the purchase of postage in the NCR use your acquisition card within its limit (e.g. $10,000) to order and pay for the service.

    For courier services in the NCR, users must complete form ADM2022 (available at NCR Mail Management Services) and attach it to the parcel before sending it to the mail room. Contact the mail room at nc-fas-sfa-mailroom-salle_de_courrier@hrsdc-rhdcc.gc.ca to send your package.

    For courier services (up to 30kg) in the below four regions and freight services (over 30kg) for all of Canada, delegated authorities should use the acquisition card with the Courier Standing Offer suppliers, as listed below. See the List of Standing Offer Suppliers (XLSX, 20 KB). The carrier's waybill represents the call-up.

    For regions other than National Headquarters, see the regional procurement process below:

    For electronic postage (postage meter refills), determine the amount of postage you need. Identify the meter supplier or suppliers involved such as Francotyp-Postalia, Neopost or Pitney Bowes and the postage meter account(s) where you need the funds to be deposited. To pay, create a funds commitment (earmarked fund) in the myEMS/SAP for the amount required and follow your usual earmarked funds payment process, indicating the electronic postage account number(s). Once payment is received by the company, the refills are added to the postage meter.

    Service Standards for ESDC Procurement

  • Paper, Printers and Related Services

    All requests for print devices and paper purchases, including specialty paper, are managed and paid for by the Innovation, Information and Technology Branch (IITB) through a Centrally Managed Cost Pool (CMCP). Please visit the Procedures for Ordering and Paying for Print-Related Supplies and Services webpage for details and instructions on how to proceed.

  • Professional Services

    For most professional services, clients can start by creating a PReq in SAP and attaching a complete Statement of Work (SOW). See the Create a Purchase Requisition (PReq) section of this iService catalogue for instructions in creating a PReq.

    As applicable, clients may also need to prepare evaluation criteria (DOCX, 50 KB) and a Security Requirement Check List (SRCL). Clients who are in the early stages of this process and need guidance with any of the above criteria are encouraged to contact CFOB Procurement directly at: nc-purchasing_portal.

    Service Standards for ESDC Procurement

    Once a Procurement Specialist has been assigned, they will advise as to the procurement strategy needed to proceed. Various procurement strategies include:

    PSPC Methods of Supply

    ProServices (both IT and Non-IT services) – If the value is below the Canada-Korea Free Trade Agreement (CKFTA) threshold ($100,000.00).

    Task and Solutions Professional Services (TSPS) for non-IT services, or Task-Based Informatics Professional Services (TBIPS) for IT services - If the value is at or above CKFTA threshold.

    Solutions-Based Informatics Professional Services (SBIPS) for solutions-based IT services, which is used where the supplier provides a complete solution to a requirement.

    Professional Audit Support Services Supply Arrangement (PASS-SA) for audit services.

    Capacity on Demand (CoD) Contracts

    A Capacity on Demand (CoD) contract is a multi-year, multi-category contract awarded to one or more companies that can be drawn upon by any ESDC branch. These task-based contracts allow for a quicker and more efficient procurement process as there is no need for a new competitive process.

    For a list of all categories available, please refer to the COD Category List. Below you will find more information on each of the ESDC Tools mentioned herein.

    Questions and comments can be sent to COD Triage Team: nc-cod-cald-gd

    NOTE: If you have a recurring need for a specific resource category that is NOT included on one of our already developed CoD contracts, please contact the CoD team so that they can include it on the next wave of CoD contracts.

    • ESDC Tool - Statement of Work (SOW) Writer

      For clients who would like a resource to help with procurement related tasks, such as writing a statement of work, can use the tool Capacity on Demand for Statement of Work Writers (DOCX, 334 KB). This is a task-based contract and you will need to create a purchase requisition so that a task authorization can be done.

      Service Standards for ESDC Procurement

    • ESDC Tool - Human Resources Services

      In an effort to satisfy an ongoing departmental need for HR Services to support various initiatives the Chief Financial Officer Branch (CFOB) has awarded a task based contract.

      Clients can view the available categories and the process for determining if these contracts can meet their needs in the document Capacity on Demand - HR Process (DOCX, 377 KB). Clients wishing to take advantage of this contract to satisfy their requirement must send a request to the triage team as per the instructions located therein.

      If it is determined by the triage team that this tool can meet the requirement, clients and procurement specialists must follow the process outlined in the above document for issuing a Task Authorization.

      Service Standards for ESDC Procurement

    • ESDC Tools (IT and Non-IT) - Project Management and Business Services

      IT Project Management and Business Services (Wave 4)

      For Project Management and Business Services, ESDC has put in place eight Capacity on Demand (CoD) contracts which may be used to quickly acquire services in a number of different categories, when applicable.

      Clients can view the available categories and the process for determining if these contracts can meet their needs in the document Capacity on demand – Wave 4 Process (DOCX, 810 KB). Clients wishing to take advantage of these contracts to satisfy their requirement must send a request to the triage team as per the instructions located therein.

      If it is determined by the triage team that this tool can meet the requirement, clients and procurement specialists must follow the process outlined in the above document for issuing a Task Authorization.

      Service Standards for ESDC Procurement

      Non-IT Project Management and Business Services

      In an effort to satisfy an ongoing departmental need for Non- IT professional services to support various initiatives the Chief Financial Officer Branch (CFOB) has awarded two (2) task-based contracts which may be used to quickly acquire services in a number of different categories, when applicable.

      Clients can view the available categories and the process for determining if these contracts can meet their needs in the document Capacity on Demand - Non-IT Project Management and Business Services (DOCX, 943 KB). Clients wishing to take advantage of this contract to satisfy their requirement must send a request to the triage team as per the instructions located therein.

      If it is determined by the triage team that this tool can meet the requirement, clients and procurement specialists must follow the process outlined in the above document for issuing a Task Authorization.

      Service Standards for ESDC Procurement

    • ESDC Tool – Cyber Protection, Project Management, Applications and IM/IT Services

      In an effort to satisfy an ongoing departmental need for Informatics Technology (IT) professional services, CFOB in collaboration with IITB, has awarded thirteen (13) task-based contracts for the following streams: Cyber Protection, Project Management - Enterprise Architect Services, Application and IM/IT Services.

      Primarily this contract is to be used by IITB only, however all ESDC branch clients who require these services to satisfy their requirements MAY be able to use this method of supply upon approval from IITB.

      Clients can view the available categories and the process for determining if these contracts meet their needs in the IITB Cod W4 process Guide (DOCX, 1.3 MB). In order to use this method of supply, Clients must send a request to IITB's Inbox (NA-FPS-SFA-GD@hrsdc-rhdcc.gc.ca) and receive approval prior to the requisition being entered in SAP.

      Service Standards for ESDC Procurement

    Other Professional Services

    For professional services other than the above, please create a Preq in SAP. A duly completed Purchase Requisition (PReq) (PDF, 192 KB) must be attached to the PReq as well as your Statement of Work (DOCX, 64 KB), the Security Requirements Check List, and any other pertinent document.

    Service Standards for ESDC Procurement

  • Public Opinion Research

    Public opinion research (POR) is a communications activity that, as per the Policy on Communications and Federal Identity, falls under the responsibility of the Department’s Head of Communications.

    Within ESDC, the Public Environment and Stakeholder Relations (PESR) team within the Public Affairs and Stakeholder Relations Branch (PASRB) is responsible for managing the POR process, including determining if research is considered POR, determining if Deputy Minister approval is necessary and initiating the POR contracting process.

    If you are considering conducting POR, you are not sure if your research might be POR or you have questions, please contact: nc-por-rop-gd@hrsdc-rhdcc.gc.ca.

    Frequently Asked Questions:

    • Q: What is public opinion research (POR)?

      Treasury Board defines POR as the planned, one-way systematic collection of opinion-based information of any target audience using quantitative or qualitative methods.

      • Quantitative research: Information collected through structured procedures allowing conclusions to be made for the total target population. Example: Surveys (telephone/cellphone/online).

      • Qualitative research: Information collected through unstructured/semi-structured procedures. No projections of results to target populations can be made; however, it can provide a deeper exploration into perceptions and provide insights or be indicative of trends. Examples: Focus groups, in-depth interviews, online bulletin boards.
    • Q: How do I contract POR?

      Under the federal government's Contracting Policy, Public Services and Procurement Canada (PSPC) is responsible for awarding contracts through standing offers for public opinion research. See the PSPC website on Public opinion research in the Government of Canada.

      To initiate this process, please contact: nc-por-rop-gd@hrsdc-rhdcc.gc.ca

    • Q: Which POR needs Deputy Minister approval?

      As per the Policy on Communications and Federal Identity, all contracted and significant non-contracted POR projects require Deputy Minister approval.

      Contracted POR projects are conducted through a service agreement by an external organization for the Government of Canada.

      Significant non-contracted POR projects:

      • support legislation, regulations or litigation;
      • support government or departmental priorities;
      • address the development of new policies, programs, services or initiatives;
      • touch on issues that are of high public interest or sensitivity; or
      • relate to any other important or high-risk issues.

      To determine if your project requires Deputy Minister approval, please contact: nc-por-rop-gd@hrsdc-rhdcc.gc.ca

    • Q: What does the POR research process entail?
      • Step 1:

        You will work with your account manager to determine if your project is POR, help outline the objectives of your research and define the appropriate level of approval.

      • Step 2:

        Under the Policy on Communication and Federal Identity, all contracted and significant non-contract POR requires Deputy Minister approval. The POR team will manage the POR approval process and contracting.

      • Step 3:

        Contracted POR is conducted through a service agreement with a firm from the POR Standing Offer. The POR team will help develop the statement of work, manage the approvals and contracting, and act as the liaison between you and the research supplier.

      • Step 4:

        Working with the POR team and the research supplier, methodologies will be finalized and research instruments developed (i.e. recruitment screeners, moderator guides, questionnaires, etc.).

      • Step 5:

        Data collection/Fieldwork

      • Step 6:

        Analysis and reporting

      • Step 7:

        Final reports are legally required to be released to the public within six months of completion of field work through Library and Archives Canada, as required under the Policy on Communications and Federal Identity and the Library and Archives of Canada Act.

    • Q: Where can I find official resources on public opinion research?

    Please contact the Departmental POR team for further information at: nc-por-rop-gd@hrsdc-rhdcc.gc.ca.

  • Temporary Help Services

    Temporary Help Services (THS) Supply Arrangement (SA) is the mandatory method of supply to be used within the National Capital Region (NCR) to acquire services for office support clerks, administrative services, technical services as well as some professional services.

    • THS must only be used in cases where one of the following situations apply:
      • A public servant is absent for a temporary period.
      • A position is vacant and a staffing action is in progress.
      • You need additional staff during a temporary workload increase. (This additional workload is not to include special one-off projects with deliverables, or the providing of special expertise not normally found in the organizational unit. See the tools under Professional services for such requirements.)

    See the THS list of streams and categories for a complete list of available services under this Supply Arrangement. If your service is not covered, please consult the Professional Services or the Other Goods and Services (General) sections included under the Procurement Services of the iService Catalogue. Additional information is also available on the Temporary Help Services at a Glance and the THS GCPedia websites.

    For services provided under THS, clients can start by creating a PReq in SAP. A duly completed Procurement Requirement Form (PRF) (PDF, 192 KB) must be attached with the PReq as well as all applicable documents (SOW, SRCL, IP, Privacy, etc…).

    Temporary Help services are also available outside of the NCR. For more information, please contact CFOB Procurement at : nc-purchasing_portal.

    Service Standards for ESDC Procurement Team Requests

    • Non-competitive Process
      • Sole source contracts can be awarded using the THS Supply Arrangement (SA) if:
        • The total value of the contract, including all applicable taxes and travel does not exceed $40K;
        • The period of the contract does not exceed 48 weeks;
        • The Supplier is selected from the CPSS Search list of pre-qualified suppliers; and
        • The Supplier is responsive to the Minimum Mandatory Criteria for the selected SA category.
    • Competitive Process – Method 1 ($400K or less)
      • The Competitive method 1 of the THS SA rules for requirements $400K or less, including all applicable taxes and travel are:
        • The period of the contract does not exceed 48 weeks;
        • Only one resource is required;
        • No more than 2 additional mandatory criteria are added to those of the SA;
        • No rated or asset criteria can be added;
        • 11 suppliers randomly selected by CPSS must be invited to bid;
        • Clients can select up to 4 additional suppliers to be invited to bid. The selected suppliers must be in the CPSS search list of pre-qualified suppliers;
        • Lowest Price responsive and *Right-fit are the only basis of selection available;
        • *Right-fit basis of selection can only be used for requirements below the Canadian Free Trade Agreement threshold ($101,100); and
        • Minimum solicitation period is 48 hours when using Lowest price and 96 hours when using *Right-fit.

      * Clients should be advised that the Right-fit basis of selection is a pilot program subject to be modified or removed at any time and includes additional requirements, such as pre-determined price band. It is recommended they consult with the procurement team before considering this basis of selection.

    • Competitive Process – Method 2 ($1M or less)
      • The Competitive method 2 of the THS SA rules for requirements $1M or less, including all applicable taxes and travel are:
        • The period of the contract does not exceed 48 weeks;
        • Multiple resources are allowed;
        • Additional mandatory and rated criteria are permitted;
        • 11 suppliers randomly selected by CPSS must be invited to bid;
        • Clients can select up to 4 additional suppliers to be invited to bid. The selected suppliers must be in the CPSS search list of pre-qualified suppliers;
        • Basis of selections are:
          • Lowest Price responsive;
          • Highest combined rating of technical merit and price;
          • Minimum point-rated; or
          • Any other option except Right-fit.
        • Solicitation period is determined by user; and
        • A Notice of Proposed Procurement (NPP) must be published on the Government Electronic Tendering Service (GETS) for requirement above 400K.
    • Competitive Process for larger requirements - Method 2 (above $1M)
      • The Competitive method 2 of the THS SA rules for above $1M requirements are identical to those estimated below $1M but:
        • All requirements must be reviewed and approved by Public Services and Procurement Canada (PSPC) before being processed by ESDC Procurement Operations;
        • Are subject to the departmental basic contracting limits for services ($3.75M); and
        • Must be processed by PSPC above ESDC's basic contracting limit for services.
  • Training
    • Simple Training

      For short term or for simple training for one person or a small group (non-language training), you should use the acquisition card up to its limit (e.g. $10k).

    • Language Training

      Once language training has been discussed with and approved by your manager, include it in your learning plan, and consult with your language training coordinator. The training coordinator will contact the College@ESDC. Also search "Language" in the iService Catalogue for more information. Language training approved by the college is funded through the centrally managed cost pool (CMCP). Therefore, the College@ESDC language training advisor will create a purchase requisition (PReq), which will be processed by the procurement group. For smaller value language requirements, the College@ESDC will also use their acquisition card up to its limit.

      ESDC has four standing offers for language training, two for NCR, one for the Montreal region, and one for the Quebec City region. For requirements outside of these regions or requirements that cannot be met with the above standing offers, PSPC also has a number of standing offers for language training which can be used.

      On an exceptional basis, for language training which was not approved by the College@ESDC, managers can use their acquisition card up to its limit against their own operational budgets or submit a PReq to use a standing offer, as appropriate.

      Learn more about official language training and usage.

      Service Standards for ESDC Procurement

    • Other Training

      For all other training, which is over the acquisition card limit, the area will need to create a purchase requisition. Refer to Create a Purchase Requisition (PReq).

      Service Standards for ESDC Procurement

  • Translation Services

    Translation services can be acquired in two ways, through:

    • Department-Wide Translation Standing Offers; or,
    • Translation Bureau.

    Note that the majority of translation requests are managed by the regional and branch translation coordinators, therefore, employees should not send translation requests directly to supplier or to the bureau unless so permitted by their branch or region. Your area's administrative assistant will either coordinate your translation requests or provide you a contact name. Employees also need to obtain the appropriate approval as determined by their respective branch or regional process.

    As part of the coordination role, certain branches have a translation verification service which acts as a quality control on the returned product.

  • Vocational Rehabilitation Services

    Vocational rehabilitation services are acquired through Standing Offers (SOs) issued for each region or sub-region. There are multiple standing offers for some sub-regions and call-ups are awarded to suppliers on a proportional basis as laid out in the standing offer.

    To obtain vocational rehabilitation services, users must create a PReq indicating the supplier, respecting the required proportions, and indicate in the PReq in the line item detail the services required. The CFOB procurement specialist will award a call-up to the indicated supplier (respecting the $50,000 call-up limit).

    There are a number standing offer, which cover the following regions:

    • Alberta
    • British Columbia
    • Manitoba
    • New Brunswick
    • Nova Scotia
    • Ontario
    • Prince Edward Island
    • Saskatchewan

    See the Standing Offer Index (SOI) - Other Health Services (lower half of list) for the details on the standing offers.

    • CLCAs

      For services to a location impacted by a Comprehensive Land Claim Agreement (CLCA), these standing offers cannot be used and a separate procurement process must be performed.

  • Web-Based Services

    To purchase Web-Based services, use your acquisition card within its limit (e.g. $10K). Before signing up to a Web-based service, you must be aware of the below information.

    Web-Based Services include all services (not goods) purchased through the web. For instance, if you use a login and password to access a paid service online, this is a Web-based service. These would include, but are not limited to, online services offering the following:

    • Information resources
    • Creation of or access to databases
    • Streaming or purchasing of music/media
    • Images and stock photo websites
    • Graphic design work
    • Subscriptions (for example, newspapers and magazines)

    Acquisition cardholders, and others using the Web-based service account, must consider and comply with the terms and conditions associated with the services, as stated in the Procurement Bulletin 2017-6 (PDF, 65 KB), in order to avoid exposing ESDC to risks related to intellectual property, privacy and legal issues.

    Terms and conditions vary from website to website and can be complex to understand. For any questions, cardholders or their management may contact the Asset Management Policy and Procurement (AMPP) team by email at NC-PURCHASING_PORTAL-PORTAIL_D'ACHATS-GD

    It should be noted that services such as Amazon, used to procure physical goods, are not considered as Web-Based Services.

    For those Web-based services over your acquisition card limit, create a PReq in myEMS/SAP including any and all required documents.

    See Create a Purchase Requisition (PReq) section, including tools for help with the creation of a SOW and other activities.

    Service Standards for ESDC Procurement

  • Other Goods and Services (General)

    For other goods and services not already addressed in the above sections.

    • Simple Services

      For those services that can be described in few lines (snow removal, repair services, etc.), use your acquisition card within its limit (e.g. $10k). However, if you are purchasing Web-based services, see the section entitled Web-based Services for further details.

    • Complex Services

      Complex services are those that require more complex terms and conditions (e.g. for intellectual property) or those requiring a Statement of Work (SOW). For these services, or for simple service that are over your acquisition card limit, create a PReq in myEMS/SAP including any and all required documents.

      See Create a Purchase Requisition (PReq) section, including tools for help with the creation of a SOW and other activities.

      Service Standards for ESDC Procurement

    • Goods

      For other goods use your acquisition card within its limit (e.g. $10k).

      For other goods over your card limit, follow the PReq process, and your purchase will be managed by a procurement specialist.

      For requirements over $25k when a full competition may be required, see the Procurement Roadmap for a detailed map of the complete procurement process. A PReq will also be required.

      Service Standards for ESDC Procurement

  • Procurement - Atlantic Region

    The below are Atlantic region's specific processes and are in addition or in place of the above guidance.

    In the Atlantic Region, many purchases are managed through centrally managed cost pools (CMCPs).

    For the below requirements, send requests as indicated in the RMS SharePoint Site:

    • Archiving/storage
    • Duty to accommodate items
    • Ergonomic assessments
    • Office supplies
    • Postage and courier
    • Repairs and maintenance of office equipment
    • Stationary or paper
    • Shredding services

    For questions related to the Atlantic Central Budget contact us via the RMS SharePoint Site.

  • Procurement - Quebec Region

    The below are Quebec region's specific processes and are in addition or in place of the above guidance.

    Content under review

    In the Quebec region, many purchases are made centrally. Please send your requests to the following addresses:

    qc-magasin-regional-store-GD@servicecanada.gc.ca

    • Stationary/paper
    • Packing boxes
    • Office supplies

    qc-achats-purchasing@servicecanada.gc.ca

    • Credit card purchases of $ 25,000 or less, including taxes

    qc-serv-adm-ser@servicecanada.gc.ca for the following administrative services:

    • Courier Services
    • Mail
    • Postal Fees
    • Office machines (except photocopiers)

    qc-dgfa-installation@hrsdc-rhdcc.gc.ca

    • Office furniture (e.g. bookcase, chair, filing cabinet, other furniture, keyboard trays attached to workstations, shelves/shelving)
    • Nameplate

    Landlord or Building Manager

    • Heaters, AC, etc.
  • Procurement - National Capital Region (NCR)

    The below are NCR's specific processes and are in addition or in place of the above guidance.

    For furniture not covered in Furniture section above, contact your client coordinator as per the List of Accommodation Coordinators (for NCR) (PDF, 41 KB).

    For building equipment (e.g. heaters, AC), contact the National Service Call Centre.

  • Procurement - Ontario Region

    The below are Ontario region's specific processes and are in addition or in place of the above guidance.

    For furniture (bookcase, chair, filing cabinet, other furniture, keyboard trays attached to workstations, shelves/shelving) - send request to: ON-CFOB_DGAPF-SD_IS-GD

    For Postage and Courier is centrally managed cost pool (CMCP), send request to: MSB-CA Portal

    For questions related to the Ontario Central Budget contact Management Services - Corporate Accountability (MS-CA) Portal.

  • Procurement - Western Region

    The below are Western region's specific processes and are in addition or in place of the above guidance.

    As many purchases in the Western region are through centrally managed budgets, see below for instructions.

    For the below products, send a request by email to RMS Gateway:

    • Archiving/storage
    • Courier
    • Duty to accommodate
    • Ergonomic assessments
    • Office supplies
    • Postage
    • Shredding
    • OHS/Security related items (e.g. first-aid kits, keys, vehicle kits)

    For the below products, send a request to CFOB Western Service Portal:

    • Accommodations
    • Building equipment (e.g. heater, air conditioner, air purifier or humidifier)
    • Furniture (bookcase, chair, filing cabinet, other furniture, keyboard trays attached to workstations, shelves/shelving)

    For other equipment (e.g. kettle, coffee maker), contact your social committee.

  • Create a Purchase Requisition (PReq)
    • Create a Purchase Requisition in myEMS/SAP, attaching required documents such as Statement of Work, SRCL. See the Checklist - Purchase Requisition (PReq) (DOCX, 38 KB) for assistance.
    • A Statement of Work (SOW) is required when there is a requirement for audit services, professional services or training services. For help writing complex SOWs, a procurement specialist can be hired through the Procurement Standing Offer. Also, see the SOW templates available on webpage Tools & Templates for Admin Professionals and Managers.
    • The delegated cost center manager (per workflow) must approve the Purchase Requisition in myEMS/SAP.
    • The ESDC Procurement Team will assign a CFOB Procurement Specialist to complete the purchase.
    • The CFOB Procurement Specialist will prepare the Request for Proposals (RFP) package and post it. However, if the value is over $2 million, a requisition will be sent to PSPC and their timelines will apply.
    • At the completion of the process the contractual authority will prepare the contract and send it to the vendor for signature. A copy of the final contract will be sent to the requestor.
    • For help with the myEMS/SAP process for Goods, see: Create Purchase Requisition for Goods.
    • For help with the myEMS/SAP process for services, see: Create a Purchase Requisition for Services.
    • For complete details on the procurement process phases see the: Procurement Road Map.
    • Service Standards for ESDC Procurement
  • Resource Planning, Forecasting & Reporting

    Resource Planning, Forecasting and Reporting functions include the reporting and analysis of ESDC's internal financial situation information, as well as the development and coordination of the departmental forecasting guidelines and process.

  • Forecasting

    Forecasts are regular periodical reviews of the department's annual spending estimates, conducted at periods 3, 6, 8 and 10 of the fiscal year. The purpose of these exercises is to monitor the financial position of the department so that funding levels are not exceeded, to allow for the reallocation of resources to changing priorities, and to ensure that the department makes the best use of available resources.

    myEMS (SAP) departmental forecasting tools:

    • Salary Forecasting Tool (SFT) for Personnel forecasting
    • The Non-Salary Forecasting Tool (NFT) accessible through the myEMS (SAP) Portal, for non-personnel forecasting, including Operations and Maintenance (O&M), Vote-netted Revenues and Grants and Contributions (G&C).
    • Business Intelligence (BI), accessible through the myEMS (SAP) Portal, for reporting and to consolidate personnel and non-personnel forecasts.

    For general information and tools:

    For detailed information and reference material including procedures, processes and tools:

    If you have additional questions relating to the forecasting process, contact Financial Management and Advisory Services.

    If you are experiencing technical issues with any of the myEMS (SAP) tools, Report an incident (opens new window)

    To obtain access to the myEMS (SAP) tools, make sure you have completed all the required training.

  • Planning and Budgeting

    Planning and Budgeting are key components of sound financial management. Their purpose is to ensure that resources are allocated to support departmental priorities. Planning is characterized by an Initial Budgetary Allocation exercise to allocate departmental reference levels, as specified in the ARLU and the Main Estimates, to branches and regions. Budgeting corresponds to the subsequent changes to a branch/region's resources resulting from new funding decisions, reference level increases/decreases, freezes, allocations, reallocations and transfers between branches, regions and business lines which are processed regularly throughout the fiscal year.

    For more information and tools:

    If you have additional questions relating to the planning and budgeting process contact Financial Management and Advisory Services.

    If you are experiencing technical issues with any of the myEMS (SAP) tools, Report an incident (opens new window)

    To obtain access to the myEMS (SAP) tools, make sure you have completed all the required training.

  • Reporting

    Business Intelligence (BI) is the primary Financial Management reporting and analysis tool. There are also a number of reports available in myEMS (SAP) GUI (Graphical User Interface).

    For information and tools on how to execute and interpret self-service reports for managers and designates available on the myEMS (SAP) Portal:

    For information and tools on how to execute and interpret reports for practitioners:

    If you have additional questions relating to reporting contact Financial Management and Advisory Services.

    If you are experiencing technical issues with any of the myEMS (SAP) tools, Report an incident (opens new window).

    To obtain access to the myEMS (SAP) tools, make sure you’ve completed all the required training.

  • Salary Forecasting Tool

    The Salary Forecasting Tool (SFT) is the myEMS (SAP) salary management module. It is used to capture current year and future year forecasts, as well as financial coding for salary expenditure allocation. Specifically, the SFT is used for:

    For information and tools on how to execute and interpret self-service SFT reports for managers and designates available on the myEMS (SAP) Portal.:

    For information and tools on how to perform SFT entries, understand SFT terms, concepts and business processes, and execute reports (for practitioners):

    If you have additional questions relating to the salary forecasting process contact Financial Management and Advisory Services.

    If you require additional information specifically related to the Salary Forecasting Tool contact your Salary Forcasting Guides.

    If you are experiencing technical issues with any of the myEMS (SAP) tools, Report an incident (opens new window)

    To obtain access to the myEMS (SAP) tools, make sure you’ve completed all the required training.

  • Treasury Board (TB) Submissions and Other Related Documents

    The Submission Control Unit (SCU) within the Chief Financial Officer Branch (CFOB) is your first point of contact for the development of Treasury Board (TB) submissions and other related documents such as Reports to TB and Treasury Board of Canada Secretariat (TBS), Authorities Instruments, as well as letters to the President of TB and to TBS. The development process within the Department is managed through SCU. SCU also maintains the departmental repository of final unsigned approved TB submissions.

    The SCU site provides you with all the information, tools and templates you need to prepare a good TB submission.

    For advice, guidance or any questions regarding TB submissions and other related documents, please contact the SCU.