Treasury Board of Canada Secretariat
www.tbs-sct.gc.ca
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ARCHIVED - Audit of Leave and Overtime - Audit Report
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Text Version of Appendix 2: Business Process Flowcharts
Graphic 1. Extra Duty Pay (Overtime)
Overtime forms are prepared manually by the employee and once approved are submitted to Compensation and Benefits (CAB) for processing. A leave administrator (or a compensation advisor trainee) then manually reviews overtime forms for completeness, accuracy and adherence to collective agreements. For cash payment, the leave administrator will input the overtime hours earned into the Regional Pay System (RPS) at the applicable rate along with the relevant employee salary information. From that input, the RPS automatically calculates the overtime payment. For compensatory leave, overtime hours earned are entered into PeopleSoft – an automated human resource system – under the applicable entitlement code. These transactions are peer reviewed by a compensation advisor for accuracy and then authorized for processing and payment by a section 33 manager.
Graphic 2. Leave with Pay
The Secretariat uses PeopleSoft, an automated human resource system, to manage leave activities. It operates in a self-service environment in which employees enter and update their leave transactions and verify the accuracy of their various leave balances. A supervisor will be informed via e-mail that a request for leave has been submitted with a link to the site. A supervisor may approve or deny requests for leave in PeopleSoft and the employee will receive an e-mail notification of request review. For employees who are not in the Peoplesoft system, the employee completes a paper leave form, the supervisor authorizes the leave, and a compensation advisor verifies entitlement and enters the form into PeopleSoft.
