Purpose

The purpose of the Payroll Standards Canada’s Professional Code of Conduct Committee is to uphold ethical standards and integrity within the payroll community. This involves ensuring members' compliance with the Professional Code of Conduct by monitoring behaviours and practices specific to payroll professionals. The committee is responsible for receiving, investigating, and resolving complaints related to breaches in a fair and impartial manner.

Additionally, it promotes understanding of the code through targeted training, resources, and guidance for members in the payroll sector. The committee also recommends updates to the code and related policies to reflect best practices and evolving standards in payroll, providing transparency and accountability by reporting on compliance and investigation outcomes to stakeholders. Ultimately, the committee aims to foster a culture of ethical behavior and accountability within the National Payroll Institute, enhancing the professionalism of its members.

The Professional Conduct Committee shall consist of at least five (5) Members of the National Payroll Institute who are designation holders, in addition to a public representative (preferably from a public or private academic institution).

Authority

The Professional Code of Conduct Committee will exercise its authority as a sub-committee of the National Payroll Institute and Committee of Payroll Standards Canada in accordance with its Terms of Reference. The work of the Professional Code of Conduct Committee shall be conducted independently and without interference by the Payroll Standards Canada Advisory Council and/or the Board of Directors of the National Payroll Institute. 

Decisions to withdraw/suspend designation and/or Membership will be reviewed and approved by the Payroll Standards Canada Advisory Council. Decisions to revoke Membership may be appealed to the National Payroll Institute’s Board of Directors. All other decisions of the Professional Conduct Committee shall be final.

Location

Committee members complete their work remotely, with the potential for in person activity that will be supported through the Institute.

Duties and Responsibilities

The Professional Conduct Committee is responsible for ensuring that:

• Members carry out their duties and responsibilities in a manner consistent with the Code of Professional Conduct;
• Members demonstrate the professional ethics, standards and behaviour that the National Payroll Institute and Payroll Standards Canada envisage;
• Through the regulation of professional behaviour, the image of the Institute and its Members is enhanced;
• The Members who serve on the Committee avoid and identify if they have a conflict of interest;
• Members who are alleged to have breached the By-laws or the Code of Professional Conduct are investigated impartially;
• Decisions regarding a breach of the By-laws or the Code of Professional Conduct are made in a timely manner, with procedural fairness and consistency, and all members support the final decisions of the Committee
• Discipline that is imposed is fair and commensurate to the inappropriate behaviour, acts as deterrence, protects the interests of employers and employees/contractors, and offers an opportunity for rehabilitation through education, when appropriate;
• Results of investigations and hearings are communicated to the National Payroll Institute effectively;

The Committee shall be responsible for the creation and revision, as necessary, of the following records:

1. Guide to Reporting Alleged Breach of the Code of Professional Conduct;
2. Guide for Members Alleged to have Breached the Code of Professional Conduct
3. Allegation Reporting Form
4. Procedures for Investigation, Hearing and Discipline
5. Rules for Adjudication of Alleged Breaches of the Code of Professional Conduct 

The process of the Professional Conduct Committee is not bound by the rules of law respecting evidence applicable to judicial proceedings.

Skills and Competencies

The members of the Professional Code of Conduct Committee should have the following knowledge and skills:

Knowledge

• Be familiar with the Institute’s mission, vision, values, and goals (strategic plan).
• Be knowledgeable about the Institute’s Payroll Designation programs.
• Be knowledgeable about the payroll profession in different contexts.
• Be knowledgeable about the Institute’s Professional Code of Conduct in a professional context.

Analytical Thinking

• Ability to think independently and grow in knowledge and opinions.
• Ability to think critically and logically.
• Ability to understand perspectives and synthesize large amounts of information (print, online, and oral) effectively and efficiently.
• Ability to scrutinize information, ask questions, pay attention to detail, apply logic and decisions, and weigh information.
• Ability to follow processes.

Communication

• Ability to efficiently and effectively summarize essential information and articulate decisions and reasons for those decisions.
• Ability to use clear, concise language in a manner that meets the needs of the audience.
• Ability to effectively communicate with a culturally and linguistically diverse team of other committee members and staff, orally and in writing.

Decision Making

• Ability to apply logic and reasoning to facts to make decisions.
• Ability to make decisions efficiently needed.
• Ability to discern and use judgement.

Collaboration

• Ability to effectively collaborate with committee members to come to consensus, or when consensus is not possible to accept majority decisions.
• Ability to interact with other committee members respectfully, both contributing to, and valuing the contributions of all members.

Experience

• Has various leadership experiences within the profession.
• Has experience with interpreting and applying policies and procedures.
• Has experience interacting with diverse payroll professionals with ease.

Training 

All volunteers, including Professional Code of Conduct Committee members, must complete the following training:

• Accessibility for Ontarians with Disabilities
• Workplace Violence and Harassment

Each Committee member will be required to complete the orientation training at the commencement of each term.

Term of Office and Time Commitment

The term of office on the Professional Conduct Committee shall be three (3) years and each Member may be appointed for up to one (1) additional term. Terms for Members may be renewed by the Payroll Standards Canada Advisory Council and/or Board at its discretion.  Efforts will be made to appoint or renew Members of the Committee each year to ensure some Members have prior experience.

• The Professional Code of Conduct Committee will hold virtual meetings as required (the commitment for Complaint cases can vary depending on the case details, but the average is eight to ten (8-10) hours per year).
• The Committee members are expected to review agenda items and complaint case materials before meetings (approximately ten (10) hours per year).
• Occasional virtual meetings are scheduled between meetings and/or email exchanges – usually brief (maximum three (3) hours per year)

Resources

The Professional Conduct Committee will receive the necessary resources and training from the Institute to fulfill its mandate. The Committee will receive administrative support from the National Office.

Application Process

Individuals may submit applications for a Professional Code of Conduct Committee position. The Steering Committee of the Professional Standards Canada will review all applications submitted to ensure that the applicant meets the qualifications criteria, and invite the applicants to a interview.  Once the review and interview have been completed, the Steering Committee in consultation with the President will select the members.

Benefits

Professional Code of Conduct Committee Members will be:

• Network and Foster Professional Growth: Gain opportunities to connect with a diverse range of payroll professionals and thought leaders, enhancing your professional network and growth.
• Influence the Payroll Profession: Play a pivotal role in shaping the ethical standards and integrity of the payroll profession, thereby contributing to the advancement and reputation of the field.
• Professional Development: Access exclusive training and resources that enhance your knowledge and skills in payroll ethics and compliance.
• Recognition and Credibility: Receive recognition from peers and the broader professional community for your commitment to upholding high standards of conduct.
• Leadership Experience: Develop and demonstrate leadership skills through active participation in the committee’s activities and decision-making processes.
• Collaborative Environment: Work with a dedicated team of professionals, gaining insights and perspectives from various sectors.
• Personal Satisfaction: Experience the intrinsic rewards of contributing to a cause that fosters ethical behavior and accountability within the payroll community.

Risk Assessment

Medium – As Professional Code of Conduct Committee Members will have access to confidential information, the risk is medium; however, having members sign a yearly confidentiality agreement should reduce the risk.

Other Requirements

•       Complete the volunteer waiver and the annual code of conduct and ethics declaration