Finance, planning and procurement
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On this page
- Approval under Sections 32 and 34 of the Financial Administration Act (FAA)
- Petty cash
- Parking reimbursement
- Expenditures linked to COVID-19
- Emailing Purchase Requisitions and Purchase Orders
- Contracting and Materials Management Division (CMDD)
- Messages from PSPC
Approval under Sections 32 and 34 of the Financial Administration Act (FAA)
In circumstances where a delegated cost centre manager is unable to sign a signature block with a wet or electronic signature, the Department is allowing them to approve expenses under Sections 32 and 34 of the FAA via email. An email approval will only be accepted from the delegated individual, and only if their signature block is included in the email.
On-Demand Signature Cards
In case of unplanned absences, on-demand signature cards should be in place for each cost centre. Until further notice, the activation of on-demand signature cards will be accepted even if the acting is less than three consecutive business days without a justification. For more information on the regular requirements, refer to the Procedures for Completing the Specimen Signature Card Form.
Any questions should be directed to Accounts Payable Inquiries at API_DCP@justice.gc.ca.
Deadline for Standing Advance Certificate 2020-2021
Standing advance certificates for permanent cash advances must be completed and submitted to Corporate Accounting no later than May 8, 2020. If you are working remotely, you can submit an email containing:
- the amount of petty cash advance you are holding as of March 31, 2020
- your cost centre
- your signature block
Petty cash expenses
Petty cash expenses for 2019-2020 will be recorded in the new fiscal year (2020-2021). Please submit the petty cash statement with receipt vouchers and upload to the Digital Workspace for processing no later than June 1, 2020.
The current phase of the Department’s Easing Restrictions Plan allows employees to enter the workplace, when needed. Employees are expected to cover any costs incurred for transportation to the workplace and parking. As stipulated in the National Joint Council Travel Directive, transportation and parking costs will be reimbursed when employees are on authorized travel status. An employee who is working remotely but must go into their office for work purposes is not considered to be on travel status.
Employees are encouraged to speak with their manager to discuss any concerns. Managers are expected to use their discretion and judgment when approving parking reimbursements. For any further questions about parking reimbursements, please contact the Department’s travel helpdesk.
Expenditures linked to COVID-19
Expenditures linked to COVID-19 must be coded under Internal Order 502603. See types of expenditures below. Please contact your Financial Management Advisor with any questions.
- Salary of additional hires that directly support the federal government COVID-19 response (incremental expenditures)
- Salary of existing employees re-assigned to assist in supporting the federal government COVID-19 response (non-incremental expenditures)
- Salary of full-time or part-time employees who spend the majority (>50%) of their time on the COVID-19 response (non-incremental, if not new hires)
Care should be taken to avoid double counting, especially where existing employees dedicated to the COVID-19 response have had their positions backfilled.
Operations expenditures, including:
- Supplies (e.g. medical supplies, personal protective equipment, fuel)
- Services such as flights, bus transportation
- Communication services if attributable to supporting the federal government COVID-19 response
- IM/IT services, directly attributable to supporting the federal government COVID-19 response
- Accommodations, if additional space is required for additional hires / contractors working directly in support of dealing with the federal government COVID-19 response
Emailing Purchase Requisitions and Purchase Orders
Due to limitations in printing while working remotely, Purchase Requisitions and/or Purchase Orders can be sent by email using the following instructions:
Contracting and Materials Management Division (CMDD)
The CMDDs in the NCR and regional offices are working remotely. If you have contracts that are impacted by the COVID-19 situation, CMDD can amend those contracts. Please forward a signed (wet or electronic signature) purchase requisition to CMMD_PR-DGMM_DA@justice.gc.ca.
Messages from PSPC
- Procurement: Message for Contracting Authorities
- Service Continuity: Pay and pension, Translation Bureau, GCSurplus and more
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