Standard personal information banks

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 98/001

Related Record Number: PRN 930

Bank Number: PSU 901

Accounts Payable
Description: This bank describes information related to individuals who are issued payments by government institutions, including by the Receiver General for Canada. Payments may be issued in any form of payment approved by the Canadian Payment Association established under the Canadian Payments Act. Payments maybe in respect of: travel and hospitality claims, education course fees, program payments, isolation allowances, membership fees, awards, ex gratia, and other sundry payments. Personal information may include: name, contact information, financial information, nature of expenses/claim, employee identification number, other identifying numbers, signature, and Social Insurance Number (SIN).

Note: Individuals seeking access to this bank should specify whether they are an employee, claimant from the general public, contractor or representative of a company, corporation or association, and provide details of the payment such as amount, type, date(s), payment number, and type of program or service and name of institution. Personal information may be found in the institution’s Financial Management Systems and/or in Public Works and Government Services Canada’s Standard Payment System. Description last updated: December 2013.

Class of Individuals: Current and former employees of government institutions; claimants from the general public, contractors, and representatives of companies, corporations, and associations.

Purpose: Personal information is used to support the payment of financial benefits and entitlements in relation to expenses, fees, claims and other non-payroll payments. For many institutions, personal information is collected pursuant to sections 33 and 34 of the Financial Administration Act (FAA). For those institutions not subject to the FAA, consult the institution’s Access to Information and Privacy Coordinator to determine the legal authority for the collection. The SIN is collected pursuant to the Income Tax Act and may be used to issue various income reporting slips.

Consistent Uses: Information may be shared with Public Works and Government Services Canada (Receiver General for Canada) for payment purposes refer to Receiver General Payments – PWGSC PCU 712. Where applicable, information may be shared with the Bank of Canada and financial institutions of foreign countries for transactions purposes. In some cases, the SIN and other information is shared with the Canada Revenue Agency and the Province of Quebec, and is used for data matching purposes, including income verification, refer to Individual Returns and Payment Processing – CRA PPU 005 and Business Returns and Payment Processing – CRA PPU 047. Information may be used or disclosed for financial reporting and program evaluation.

Retention and Disposal Standards: For information about the length of time that specific types of common administrative records are maintained by a government institution, including the final disposition of those records, please contact the institution’s Access to Information and Privacy Coordinator.

RDA Number: 99/004

Related Record Number: PRN 914

Bank Number: PSU 931

Accounts Receivable
Description: This bank describes information related to individuals who remit monies payable to government institutions, including the Receiver General for Canada. Payments may be issued in any form of payment approved by the Canadian Payment Association established under the Canadian Payment Act. Types of remittances include reimbursement of overpayments, payments for goods or services, including institutional merchandise (e.g., publications, coins, stamps, memorabilia, etc.), royalties, loan payments, etc. Personal information may include: name, contact information, credit information, financial information, nature of remittance, employee identification number, other identification numbers, signature, and Social Insurance Number (SIN).

Note: Individuals seeking access to this bank should specify whether they are an employee, member of the general public, contractor, representative of a company, corporation, or association, and provide details of the monies remitted such as amount, type, date(s), relevant account number, and type of program or service and name of institution. Personal information may be found in the institution’s Financial Management Systems and/or in Public Works and Government Services Canada’s Standard Payment System. Description last updated: December 2013.

Class of Individuals: Individuals who remit monies to the institution/Receiver General for Canada, including representatives of companies, corporations, and associations; current and former employees of government institutions.