Minister of Housing, Infrastructure and Communities Transition Binder (2025)
Book 2: Establishing Your Office
- Welcome Minister
- Introduction
- Administrative support
- Security
- Human resources management
- Financial management
- Office accommodation and supplies
- Travel and hospitality
- Contracting
- Services
- Official languages
- Information management and information technology
- Policies for ministers’ offices
- HR new staff form
- Compensation forms (salary/pay)
- Direct deposit form (expenses)
- ID house of commons (hill pass) form
- HRG travel profile form
- Travel card form
- Acquisition card form
- Insurance for executive vehicle form
- Signature arm cartridge (autopen) form
- Secret security clearance forms
- Floor plan for HICC
Welcome Minister
Welcome to Housing, Infrastructure and Communities Canada (HICC). In order to make your transition to HICC as smooth as possible, the department will provide support to ensure your office is well established to meet your needs. This will be coordinated by departmental officials (MINOffice) who are assigned by the Deputy Minister to facilitate the transmittal of departmental advice and who will be a key coordinator for arranging your office to best suit your requirements.
Upon your arrival, this support will include:
- Security requirements: assistance will be provided to ensure that all security requirements are implemented for the safety of you and your office, including arranging security consultations and briefings and providing appropriate tools for the protection of sensitive information. In addition, the department will assist in obtaining or validating security clearances for any incoming staff.
- Human resources: support will be provided to facilitate the onboarding of incoming staff, including preparing the letters of offer, and welcome kits with key administrative information. The department can also provide temporary administrative support staff to assist you with establishing your office.
- Financial advice: office budgets have already been defined by Treasury Board and the department will be available to provide information and address any questions which may arise regarding the Ministerial budget. Note, depending on whether portfolios are merged or if new Ministerial positions are created, TBS might issue new office budgets letters but those are on a case by case basis for which the Department will advise.
- Vehicle services: a vehicle will be available to you immediately following the swearing-in ceremony, as well as a temporary driver should you require one.
- Administrative needs: the department will be available to address any administrative need which may arise, and your preferences will be sought regarding several administrative items, including the selection of electronic devices, the establishment of protocols for the use of an autopen, and the arrangement of your office suite and business cards.
Once your Chief of Staff has been appointed, the department will provide them a welcome kit containing more detailed administrative information to help establish your office and address any requirements you may have.
The Deputy Minister and the department are also prepared to brief you on the department's mandate, as well as legislation (e.g.: Access to Information and Privacy Act) and practices (e.g.: information management) relevant to the day to day operations of a Minister's office. The departmental officials (MINOffice) will work with your office to coordinate these sessions, depending on your availability and interest.
Please find at the end of this document, a list of key contacts, should you require any immediate assistance in the coming days. We look forward to helping you establish your office.
Introduction
Ministers and exempt staff are subject to Treasury Board policies and regulations. In accordance with the Financial Administration Act, the Treasury Board provides advice and makes recommendations on how the government spends money on programs and services, how it regulates and how it is managed.
To support your office, the department will be following the Treasury Board Policies for Ministers' Offices (the “Policies”). These Policies consolidate the various financial, personnel, and administrative rules and regulations that govern Ministers and their exempt staff when they perform duties directly related to their responsibilities.
By its very nature, the Policies cannot be all-inclusive and, as such, source documents are cited in this binder where appropriate. Other guidelines included in the Policies are the Contracting policy and Directive on Travel, Hospitality, Conference and Event Expenditures.
The departmental staff can guide you and your office on interpreting these policies, directives and internal tools, as required.
Administrative support
Your Ministerial office is supported by (MINOffice),a small group of departmental staff, paid for by the department who are assigned to provide administrative assistance within the scope of your portfolio responsibilities.
The departmental liaison Officer (DL) will be responsible for non-partisan departmental advice and will be the liaison between the Minister's office and the department and manages the interaction between your staff and the department, as well the sharing of information and documents.
The Executive Correspondence Unit (ECU) manages incoming and outgoing correspondence for the Minister by providing expert linguistic advice as well as registering, processing, editing and mail services. For responses requiring the Minister's signature, ECU works closely with departmental subject-matter experts to prepare draft replies and sends responses on behalf of the Minister once approved. For other correspondence the Minister receives, ECU facilitates requestors receiving a response directly from the Department.
The department can also provide three public servant administrative support staff to the Minister's office. The roles and responsibilities of these staff are outlined in the Policies, and may include administrative assistants to support the office, such as a receptionist. It is important to note that the salary for these positions would be funded by the department. The HR MINO Support Team can assist in staffing these positions to ensure a smooth transition.
Security
All individuals who work in or for the office of any Minister, including exempt staff, other employees, contractors, students, and persons on loan, assignment, or secondment, regardless of their work location, require at a minimum a Level 2 (Secret) security clearance prior to appointment.
A Top Secret clearance is required for individuals who will have access to information classified at that level.
Security clearance requests
Employees who do not have valid security clearance with HICC or another Government of Canada Department, will need to complete the following security clearance forms. To expedite the process, the department will be available to assist in the completion of screening forms for any incoming staff. These forms will be sent for analysis and either an approved or denied secret clearance will be obtained.
The processing time for security clearance varies based on the complexity of the individual's file. However, on average, new secret security clearance requests as well as an update of a security clearance can take between 2 to 12 weeks. The verification of a security clearance from another department can typically be done within 5 business days as long as the individual file is complete at the other department.
Security considerations
Your security, as well as of your office's, is a priority for HICC and upon your arrival, we will ensure that all your needs are met.
Security is a joint responsibility between the department, the Royal Canadian Mounted Police (RCMP) and the Privy Council Office. While Ministers are responsible for the security of their staff and offices, as well as of sensitive information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.
The department will brief your Chief of Staff and your official on requirements for the protection of personnel, sensitive information and other assets, including their security responsibilities with respect to Cabinet Confidences.
For your and your staff's protection, when planning to travel abroad, the HICC security team should be informed of your or your staff's plans to travel outside of Canada (preferably 15 days prior to travel). For Minister travel, HICC security services will coordinate with the RCMP and House of Commons (HoC) to obtain physical and IT risk assessment to establish risk level and provide appropriate protection according to the level of risk.
When traveling abroad with HICC issued equipment, all exempt staff, including your Chief of Staff, are required to complete a travel abroad request before their intended travel. All travel abroad with HICC issued equipment must be approved by the HICC Deputy Minister.
Office and hill passes
The Security team will provide you and your office with office passes on their first day.
Hill Passes are for those who require access to the House of Commons (HoC) and are recommended to be assigned only to those who require regular access to the HoC, rather than occasional access. Should a Hill Pass be required, please complete the following form.
Threat and risk assessment
A Threat and Risk assessment (TRA) is performed by the House of Commons Corporate Security Group for Minister's home(s), cottages and the constituency office. This team is responsible to physically visit each of these locations and perform an assessment. A TRA is performed by the departmental security team for the departmental Minister's office. The result of the assessment is typically a set of recommendations based on risk factors (e.g. ensuring a home alarm system, etc.).
Office sweep
An office sweep consists of periodic review of the physical office space to ensure that sensitive material (e.g.: sensitive documents, electronic devices) are properly stored.
Policies for Ministers’ offices
Please refer to Part 2 of the Policies for additional information on requirements and personal security.
Assistance
Advice on security clearances and other security requirements may be obtained by the MINOffice with the collaboration of the Chief Security Officer. Please contact MINOffice if you require a secure briefcase.
For all IT Security concerns or incidents, please contact [redacted] and by phone at [redacted] for after-hours IT Security incidents.
Human resources management
In the coming weeks, you will receive a letter from the Treasury Board providing information on your Ministerial budget. Depending on this budget and your preferences and regional responsibilities, you will have the flexibility to establish the structure of your office to best suit your needs within your allocated funding levels.
To assist you in your considerations, please find below some information regarding position titles and salary maximums as laid out in the current Policies.
The department will be available to provide human resources support and advice to facilitate the timely arrival of incoming Ministerial staff.
Staffing
Members of a Minister's exempt staff are “exempt” from the Public Service of Canada's standard appointment procedures. Once you have decided on whom you wish to hire, the department will assist you in onboarding the individual in accordance with the relevant Policies.
A Minister can sign letters of offer after being sworn-in. However, the first step in the staffing process is providing the individual's CV, their employee informationFootnote 1 and confirming their security clearance. If an individual does not have a valid security clearance with HICC or another Government of Canada Department, the individual must complete a new security screening request. Additionally, if the individual has previously been employed in a Minister's office, we will need a copy of their most recent letter of offer, including any salary increases, as this will determine their salary eligibility in accordance with the relevant policies.
Once all the required information and a security clearance is obtained, the department will assist in preparing a letter of offer for your signature. MINOffice will be available to assist you throughout this process. It is important to note that you are the only person who can issue and sign letter of offer of employment (or termination of employment) for your exempt staff, this authority cannot be delegated.
Once a letter of offer is signed by both you and the newly appointed exempt staff, MINOffice will work with that individual to complete the necessary forms to set up their pay and benefits. Additionally, the MINOffice will collaborate with HR and IT to ensure the efficient onboarding of the new exempt staff. As such, an email account will be created and electronic devices will be issued. We will work with you and your Chief of Staff to assign office space and configure your office to best suit your needs.
The positions of the individuals should reflect those found in Appendix A of the Policies. Although you do have the flexibility to configure the complement of your exempt staff, ensure to respect the following conditions:
- One Executive Assistant / Private Secretary.
- Maximum of one Chief of Staff.
- Maximum of one Director per function.
- Maximum of one Regional Affairs Director per region (if applicable).
Rules regarding position titles and their respective salary ranges must be observed and are described below.
Salary
Each approved exempt staff position title found in Appendix A is associated with a salary equivalent to the current maximums of Public Service groups and levels.
There are no minimum rates of pay. However, as a general rule, the maximum salary is reserved for staff with relevant professional qualifications, ten or more years of employment experience or extraordinary skills and qualifications.
In exceptional circumstances, a Minister may, with the prior agreement of the Prime Minister's Office and approval by the Treasury Board, pay an exempt staff member a salary above the permitted maximum. This exception will be sought through a Treasury Board Submission.
Departmental staff assigned to Ministers’ offices
A Minister is permitted three positions which are not charged against the Minister's departmental staff budget, but directly from existing departmental reference levels.
- One departmental liaison (at a level equivalent to PM-06, EX-01, or EX-02) ).
- One departmental administrative support position (at a level equivalent to AS-01).
- One departmental corporate support position (at a level equivalent to AS-04).
This is the maximum complement of departmental positions funded directly by the department. Any other remaining departmental staff positions are considered to be support staff positions and must be funded from the Minister's staff budget.
- There can be a maximum of one senior support staff position (at a level equivalent to AS-05).
- All other support staff positions may only be classified up to the AS-04 level.
A Minister may hire as many departmental staff as the departmental staff budget will allow; however, subject to 4.2 departmental staff budget maximums may not be exceeded without prior Treasury Board approval. The department will assist you in providing a list of eligible candidates for these positions.
Training
The Canada School of Public Service (“the School”) provides self-paced online trainingFootnote 2. The School offers a collection of rich, interactive and open online resources, videos, courses, seminars and events to support the Government of Canada's enterprise-wide approach to learning, accessible anytime and from anywhere all at no cost to learners.
HICC Cyber Security training and best practices, including cyber best practices for senior officials, can be found on the HICC Infranet under the IT and Cyber Security Section.
Assistance
For any HR management inquiries or questions, please contact the MINOffice. They will collaborate with the HR MINO Support Team to provide guidance and support as needed.
Mandatory
At this time of transition, all previous delegations of authority become null and void, and new delegations must be sought. The department will assist the Minister's office in identifying the individuals who require delegated spending and financial authorities under sections 32, 33 and 34 of the Financial Administration Act and to facilitate the establishment of new delegations authorities (including the use of the autopen).
These employees will be required to complete the following mandatory training which are available online on the Canada School of Public Service.
Upon completion of the training, please contact MINOffice and they will schedule a briefing session of the Financial Delegation Matrix. The Financial Delegation Matrix which will need to be signed quickly to ensure continuity.
A specimen signature card will be prepared for the individual exercising financial delegation. This card will confirm the authorities and limits associated with the financial delegation.
Recommended
The School provides online self-paced training. The department recommends the following training for your staff:
- HICC Onboarding Program.
- Orientation to the Public Service - Who We Work For (FON304).
- Values and Ethics Foundations For Employees (FON301)
- Values and Ethics Foundations for Managers (FON302).
- HR-to-Pay for Employees (FON308)
- HR-to-Pay for Managers (COR137)
- Security Awareness (COR310).
- Preventing Harassment and Violence in the Workplace for Employees (WMT101)
- Preventing Harassment and Violence in the Workplace for Managers (WMT102)
- Addressing Disability Inclusion and Barriers to Accessibility (INC115).
- Inclusive Hiring for a Diverse Workforce (COR120)
- Introduction to Gender-based Analysis Plus (INC101)
- Canada Labour Code, Part II: An Overview (WMT110)
- Access to Information and Privacy Fundamentals (COR502).
Policies for Ministers’ offices
Please refer to of the Policies for Ministers' Offices for additional information on HR Management such as, employment equity, staffing, pay, employee benefits, leave and entitlements when a Minister ceases to be a Minister or changes portfolio.
Assistance
Please contact MINOffice regarding Human Resources Management inquiries or questions.
Financial management
In the weeks following your appointment, Treasury Board, in conjunction with the Prime Minister's Office, will work to identify the allocations for all Ministerial budgets. Once identified, you will receive a letter from the Treasury Board outlining your budget.
The department is available at your convenience to discuss any financial inquires you may have and will seek to brief you and your Chief of Staff as soon as your budget has been received from the Treasury Board.
The Chief Financial Officer (CFO) will designate a Financial Management Advisor (FMA) for your office and will provide regular financial reports on the status of your budget including expenditures and forecasts. They will also assist your office in responding to the quarterly requirement from the Treasury Board Secretariat to report on Ministerial budgets.
Establishing the Ministers’ office budgets
The office budget will be divided into six components:
- Ministerial salary budget for exempt staff;
- Ministerial operating budget, which covers all operating expenditures related to the conduct of the portfolio or other official government departmental business;
- Students' salary;
- Minister's salary and motorcar allowance (controlled separately);
- Ministerial regional exempt staff and operating budget (if there is regional staff); and
- Ministerial salary and operating budget for the Parliamentary Secretary Assistant.
This budget is in addition, and separate from, entitlements that you have as a Member of Parliament.
In addition to the office budget, the Minister will receive $96,800 for their salary and $2,000 for their car allowance as a statutory allowance which is not directly managed by the Minister's office.
Please note that Ministers are individually responsible and accountable for dealing with all public inquiries about the expenditures made from their office budgets, including publicly justifying them if the need arises.
Budget transfers and the carry forward of unspent funds
Ministers cannot exceed their budget. However, funds can be transferred between salary budgets and operating budgets.
Ministers may access the departmental operating budget carry forward from one fiscal year to the next for an amount equal to their unspent exempt staff and other operating budgets, up to a maximum of five percent of their most recently approved annual budgets effective on April 1 of the fiscal year.
Financial authorities
You may choose to delegate, pursuant to the Financial Administration Act, financial authorities for expenditures to your Chief of Staff or other exempt staff. Please note that:
- A Minister can delegate (but cannot be sub-delegated) his authority for expenditures related to their Ministers' office budgets.
- A Minister cannot delegate his authority for hiring, determining salaries and salary increases, and terminating employment of exempt staff and benefits.
Policies for Ministers’ offices
Please refer to Part 4 and Appendix E of the Policies for additional information on accountability, accounting for expenditures charged to Ministers' budgets, internal audit and Minister's salary and motor vehicle allowance.
Assistance
Please contact MINOffice regarding Financial Management inquiries or questions.
Office accommodation and supplies
Departmental HQ offices
The department has assigned an office space for you and your staff. Your office will be in HICC's Ministerial suites located at 427 Laurier [redacted]. Floor plans are available here.
Ministers’ regional offices
Ministers' regional offices, furniture and furnishing are provided by Public Works and Government Services.
Office furniture and furnishings
A Minister's department funds the acquisition of office furniture, fixtures and equipment, and their operation and maintenance costs.
Our accommodation team is available to assist you with additional requirements. Equipment and furnishings outside of departmental standards are paid from the Ministers' operating budget.
Office equipment and supplies
Supplies are paid from the Minister's operating budget. To enroll for an acquisition card, please complete this form.
Signature arm (autopen)
Given the number of documents that a Minister of the Crown is required to sign, an autopen (or signature arm) is frequently used. Since a signature from the autopen is considered a legal signature, and therefore, bind the Government and the Crown to certain decisions, its use must be carefully controlled. The department can assist you in the roles and responsibilities, as well as current security and functional procedures for the use of the Minister's autopen at HICC.
Please complete the following form to set-up a signature arm (autopen).
Policies for Ministers’ offices
Please refer to Part 5 of the Policies for additional information on accountability, accounting for expenditures charged to Ministers' budgets, internal audit and Minister's salary and motor vehicle allowance.
Assistance
Please contact MINOffice regarding office accommodation and supplies inquiries or questions.
Travel and hospitality
Travel expenses by the Parliamentary Secretaries and Ministers' staff incurred while on departmental business, are eligible for reimbursement in accordance with the Treasury Board directives and the National Joint Council Travel directives. The directives outline four common travel situations such as travel within headquarter area, outside headquarter area, travel in Canada and USA and international travel.
Ministers are excluded from the National Joint Council travel directive, however, it provides framework for appropriate expenditures. Any travel by the Minister outside the National Capital Region must be authorized by the Prime Minister's Office.
The department will be available to facilitate your office's travel needs, their roles and responsibilities for Travel Authority (TA), expense claims and report travel transactions.
Designated travel card
Exempt staff that are expected to travel frequently can apply for a Designated Travel Card. The department can assist exempt staff in obtaining this card and explain the advantages for government business travel.
Ministers can use their Designated Travel Card or their personal credit card and be reimbursed for funds expended for travel costs.
The Ministers' offices are encouraged to use the government Shared Travel Services provided by HRG. Before a Designated Travel Card can be issues, the Ministers' staff will be required to complete a travel profile with HRG. To create a travel profile, please complete this form.
Executive vehicle for use by a Minister
An executive vehicle will be allocated to the Minister. A vehicle is provided to each Minister and expenses are paid by the department for the conduct of official business. Your Driver is part of your exempt staff complement, whose salary is drawn from your exempt staff budget. The department will provide you with a temporary driver until you appoint an individual to this position.
It is important to note that the use of the executive vehicle is a taxable benefit, therefore personal use, by you or your driver, of the car should be documented (kilometers recorded) for taxation purposes.
Exempt staff and departmental staff are not authorized to use the vehicle for personal use.
Anyone who may be required to drive the executive vehicle, including you and your family should be insured. Please complete this form.
Hospitality and gifts
Hospitality is defined as the provision of beverages, snacks, meals and sometimes entertainment to guests of departments or agencies.
There may be instances when a Minister requires a Parliamentary Secretary or staff member to extend hospitality on behalf of the Minister or department. Such hospitality may be necessary because it will economically facilitate the business of the department or agency or because it is considered essential as a matter of courtesy or protocol.
In these instances, such hospitality shall be extended in accordance with the Directive on the Management of Travel, Hospitality and Conferences and all the requirements for documentation shall be met. Claims for reimbursement should be approved by the Chief of Staff or Minister, as appropriate.
Separate claims should be submitted when a member of a Minister's staff claims reimbursement for their own hospitality expenses and for hospitality disbursements made on behalf of the Minister.
Proactive disclosure
For Travel and Hospitality expenses, proactive disclosure is done on a monthly basis and requires the mandatory publication on departmental websites of travel and hospitality expenses for Ministers, Parliamentary Secretaries, exempt staff and by senior level employees at the Deputy Minister and Assistant Deputy Minister levels.
All reports should be reviewed by your Chief of Staff (or yourself) prior to publication.
Policies for Ministers’ offices
Please refer to Part 6 of the Policies for Ministers' Offices for additional information on accountability, accounting for expenditures charged to Ministers' budgets, internal audit and Minister's salary and motor vehicle allowance.
Assistance
Please contact MINOffice regarding travel and hospitality inquiries or questions.
Contracting
Ministers must ensure that the government contracts regulations are respected and the requirements of the Financial Administration Act are met.
As per the Directive on the Management of Procurement, services and products acquired must demonstrate fairness, openness and be obtained at the best value in the spending of taxpayers' money.
Proactive disclosure of contracts
Ministers, Parliamentary Secretaries and exempt staff members must disclose on a quarterly basis all expenses for contracts over $10,000, amendments which increase the value of contracts to over $10,000, and amendments over $10,000. There are some limited exceptions, such as national security.
All reports should be reviewed by your Chief of Staff (or yourself) prior to publication.
MINOffice will assist in the development of attestations for each of your staff to review and approve. The Chief Financial Officer can provide you and your Chief of Staff with a comprehensive briefing regarding the Proactive Disclosure process.
Policies for Ministers’ offices
Please refer to Part 7 of the Policies for additional information on Treasury Board Contracting Policy, employer-employee relationships, fee guidelines, former government officials and temporary help services.
Assistance
Please contact MINOffice regarding contracting inquiries or questions.
Other proactive disclosure reporting requirements
For the purposes of Part 2 of the Access to Information Act, HICC is a government institution listed under Schedule I of the Access to Information Act and Schedule I of the Financial Administration Act. All proactive publication requirements to which the institution is subject can be found here.
Services
Parking
A Minister's vehicle, being the property of the Crown, is allotted a parking space at the Minister's office. The department has purchased a reserved parking space [redacted]. We also have a pre-arranged pick up permit with the Ottawa airport. This will allow your driver quick access and easy access upon arrivals and departures.
All exempt staff members must pay for their parking in commercial parking areas.
Relocation
The reimbursement of relocation expenses may be authorized for exempt staff at the EX-02 equivalent level or above. These expenses are at the discretion of the Minister and are paid from their operating budget.
The reimbursement of relocation expenses should be clearly specified in the HR Request - New Staff form and must be included in the letter of offer.
Policies for Ministers’ offices
Please refer to Part 8 of the Policies for additional information on hospitality and gifts, memberships, international conferences and legal services.
Assistance
Please contact MINOffice regarding Services inquiries or questions.
Official languages
Ministers' offices are considered separate from federal institutions, as such they are not subject to the Official Language Act. Nonetheless, Ministers' offices follow the spirit of the Act. They need to:
- Have the capacity to communicate and serve the public in both official languages.
- Have an office environment conductive to the use of both official languages.
- Reflect the presence of both linguistic communities in their workforce.
Policies for Ministers’ offices
Please refer to Part 9 of the Policies for additional information on service to the public, language of work, equitable participation and support mechanisms.
Assistance
Please contact MINOffice regarding Official Languages inquiries or questions.
Information management and information technology
Information management
While Ministers are responsible for the security of sensitive government information and other assets in their custody, the department provides assistance in ensuring that all security requirements are implemented for your office and safety.
The department will brief you on the legislation, practices and guidelines relevant to information management in the day to day operations of a Minister's office.
However, please note that a Minister's office is not in and of itself a Government Institution, nor is it part of a Government Institution for purposes of the Access to Information Act (ATIA). Therefore, in general the records held exclusively in a Minister's office are not subject to Part 1 of the ATIA (the request-based system). However, a document held exclusively in a Minister's office could be deemed to be under the control of a government institution if the contents of the record relate to a departmental matter and the government institution could reasonably expect to obtain a copy of the record.
Please refer to Part 10 of the Policies for additional information on information management, information technologies and the Access to Information Act and the Privacy Act.
Information technologies
The department will work closely with Shared Services Canada (SSC) to ensure your Information Technology requirements and those of your office are met. This will include establishing network and email accounts, providing mobile devices, computers and peripherals (printers, scanners, etc.) as required to all members of your office.
An iPhone device for you will be activated for use on swearing-in day. For your Chief of Staff and employees, iPhone devices and computers will be included as part of their welcome package on their first day at HICC.
The department's Chief Information Officer is available to brief you on other options, address any specific needs you may have and assist you in getting set up on these devices. Similarly, an IT technician will be available to assist any member of your office as required.
Policies for Ministers’ offices
Please refer to Part 10 of the Policies for additional information on information management, information technologies and the Access to Information Act and the Privacy Act.
Assistance
Please contact MINOffice regarding Information Management inquiries or questions
Policies for Ministers’ offices
Please refer to the Treasury Board Policies for Ministers' Offices (the “Policies”). These Policies consolidate the various financial, personnel, and administrative rules and regulations that govern Ministers and their exempt staff when they perform duties directly related to their responsibilities.
HR new staff form
Who |
these forms are addressed to |
All exempt staff members who will be hired |
When |
to complete the forms |
Before hire |
What |
to do prior to the forms |
Confirm their security clearance |
Where |
to send the completed forms |
MINOffice, along with the compensation forms below |
Help |
MINOffice |
Please contact the MINOffice to initiate any staffing requests, including new hires. They will require the following information to initiate the process:
- CV
- First Official Language / Letter of Offer Language Preference
- Previous Letter of Offer (if applicable)
- Copy of the previous salary increase letter (if applicable)
- Personal History Form (see section 4 below)
- Direct Deposit Form (see section 1 below)
- Federal tax form (see section 2 below)
- Provincial tax form (see section 3 below)
Once the letter of offer has been signed by all parties, MINOffice will submit a personnel request form to initiate the onboarding process with key internal stakeholders, including HR, IT, Finance and Accommodations.
HR new staff form
Compensation forms (salary/pay)
Who |
these forms are addressed to |
All exempt staff members who will be hired |
When |
to complete the forms |
Before hire |
What |
to do prior to the forms |
Complete the HR Request - New Staff Form |
Where |
to send the completed forms |
|
Help |
MINOffice |
Direct deposit form
Direct deposit form
Federal personal tax credit form
Select form titled: Federal: TD1 Personal Tax Credits Return
Provincial personal tax credit form
If workplace is Ontario, select form titled: Ontario: TD1-ON Ontario Personal Tax Credits Return
If workplace is Québec, select form titled: TP-1015.3-V Source Deductions Return PDF
Personal history form
Personal history form
Direct deposit form (expenses)
Who |
this form is addressed to |
All staff members (including the Minister) who will be travelling or may need to be reimbursed expenses (parking, supplies, etc.) |
When |
to complete the form |
Before travelling or incurring expenses to be reimbursed (recommended during the first week) |
What |
to do prior to the form |
Getting a PRI number |
Where |
to send the completed form |
Finance Infrastructure (HICC) mailbox financeinfrastructure@infc.gc.ca |
Help |
Finance Infrastructure (HICC) mailbox |
Direct deposit form
Complete the PowerApps form: Direct Deposit for Employees
ID house of commons (hill pass) form
Who |
this form is addressed to |
Employees requiring access to the House of Commons |
When |
to complete the form |
First week |
What |
to do prior to the form |
Confirmation of Security clearance |
How |
special instructions |
Complete form and return to Security Office |
Where |
to send the completed form |
Security Services / Services de sécurité (HICC) |
Help |
MINOffice |
ID house of commons (hill pass) form
HRG travel profile form
Who |
this form is addressed to |
All staff members (including the Minister) who will be travelling or who will approve travel |
When |
to complete the form |
Before travelling (recommended during the first week) |
What |
to do prior to the form |
Completing the Direct Deposit form |
How |
special instructions |
Form is to be completed online at [redacted] |
Help |
Finance Infrastructure (HICC) mailbox |
HRG travel profile form
Travel card form
Who |
this form is addressed to |
All staff members (including the Minister) who will be travelling |
When |
to complete the form |
Before travelling (recommended during the first week) |
What |
to do prior to the form |
Creating a travel profile with HRG |
How |
special instructions |
The form is filled out and submitted directly from the HRG travel system [redacted] |
Help |
Finance Infrastructure (HICC) mailbox |
Acquisition card form
Who |
this form is addressed to |
The staff member who will be responsible for ordering and paying for low-value purchases (such as office supplies and business cards) |
When |
to complete the form |
As appropriate (recommended during the first week) |
What |
to do prior to the form |
Complete the financial delegation training online course (G110/G510) from the Canada School of Public Service |
How |
special instructions |
Complete Section A, and have the form signed by the cardholder and their Responsibility Centre Manager |
Where |
to send the completed form |
Finance Infrastructure (HICC) mailbox |
Help |
Finance Infrastructure (HICC) mailbox |
Acquisition card form
Insurance for executive vehicle form
Who |
this form is addressed to |
Anyone who may be required to drive the executive vehicle, including the Minister and his/her family, if applicable |
When |
to complete the form |
Before driving the executive vehicle (recommended during the first week) |
How |
special instructions |
Note that the top portion of the form will be filled out by Corporate Services upon submission to Public Service and Procurement Canada for processing |
Where |
to send the completed form |
accommodationsservices-servicesdeslocaux@infc.gc.ca |
Help |
Accommodations Services mailbox |
Insurance for executive vehicle form
Signature arm cartridge (autopen) form
Who |
this form is addressed to |
The Minister and the Parliamentary Secretary, if applicable |
When |
to complete the form |
As appropriate (recommended during the first month) |
How |
special instructions |
Note that section 2 must be filled out and the reference signature must be provided inside the signature box. All other sections will be completed by Corporate Services. |
Where |
to send the completed form |
accommodationsservices-servicesdeslocaux@infc.gc.ca |
Help |
Accommodations Services mailbox |
Signature arm cartridge (autopen) form
Secret security clearance forms
Who |
this form is addressed to |
All employees, students, departmental staff, contractors, persons assigned or seconded. |
When |
to complete the form |
Before hire |
What |
to do prior to the form |
Gather information on previous addresses, employers and family including In-laws |
How |
special instructions |
Complete form and return to Security Office or email to Personnel Security / Securité du personnel (HICC) |
Where |
to send the completed form |
Personnel Security / Securité du personnel (HICC) |
Help |
MINOffice |
Secret security clearance forms
Floor plan for HICC
427 Laurier [redacted]
[redacted]
Page details
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