SACCO 2010-003

Subject: Government of Canada Pension Modernization Project (GCPMP)—Release 2.0—New Data Capture Tool

June 22, 2010 – updated November 30, 2024

1. Purpose

The purpose of this special advice is to provide Crown corporations and territorial governments that are not using the new Phoenix pay system which replaced the Regional Pay System (RPS) with instructions regarding the new Data Capture Tool (DCT) for reporting pension information required due to changes in pension legislation that came into force on January 1, 2013 and to communicate the details required for implementation of the changes.

The DCT was implemented in the winter of 2011.

2. Background

The Government of Canada Pension Modernization Project (GCPMP) was established to develop and implement the business transformation and Information Technology solutions for the renewal of the Public Works and Government Services (PWGSC) pension systems and services. This Project has provided a modern pension administration infrastructure through a phased adoption of commercial-off-the-shelf (COTS) solutions for both the pension administration and the Customer Relationship Management (CRM). The transition to this software solution has been carried out in parallel with the implementation of a rigorous plan to transform the business organization, functions and processes related to pension administration.

In the winter of 2011, PWGSC implemented Penfax, a new software for core public service pension administration. In addition to the Penfax components related to active member accounts, a new software component, the Data Capture Tool (DCT), has also been introduced. It has enabled employers that are not using Phoenix to report Human Resource (HR) and payroll information for all employees. The DCT is used for submitting employee data/information to the new Penfax system.

To administer the public service pension plan efficiently, it is imperative to report all pension data on a monthly basis.

3. Description of changes

3.1. Main changes for Release 2.0

3.1.1. System changes

The Crown Process Improvement (CPI) workbook, Contributor System, Pension Support System and Contributor Verification System have been decommissioned with the implementation of Penfax. With the decommissioning of the CPI workbook, non Phoenix Crown corporations and territorial governments will use the DCT to report human resource and payroll data to the new pension system (Penfax). The DCT is accessible through the new secure Crown Corporation Portal (see ARCHIVED Special Advice to Crown Corporations and Others 2010-002).

Improved system edits and business processes have been introduced to ensure accuracy of data.

Note: The DCT is only accessible to employers who are not using Phoenix.

3.1.2. New business processes

New business processes have been introduced to improve the administration of the pension plan and to provide timely and accurate pension information to plan members. The following identifies the business changes:

  • All HR and payroll information is submitted by Crown corporations and territorial governments through the DCT. The Government of Canada Pension Centre (Pension Centre) no longer enters data in the pension system on behalf of employers.
  • HR and payroll data is submitted on a monthly basis. However, it is recommended that employers submit the information more frequently to match their payroll run. This enables the Pension Centre to provide member counselling based on current information. It will also allow members to access the most up-to-date pension information once member self-service functionality becomes available.
  • First level edits are performed on data as part of the DCT's upload process.
  • A new automated contribution variance process has been introduced to verify the integrity of the relationship between contributions, salary and service. This ensures the provided data is accurate and valid.

3.1.3. New data requirements

In addition to the data that Crown corporations and territorial governments are currently providing, new information is required to support the new pension solution. The following identifies new data requirements:

  • Report HR and payroll information for all new employees regardless of their employment status. This includes employees who are not yet eligible to contribute to the public service pension plan (for example employees with terms of less than 6 months, casual employees and as required (on call) employees).
  • Report all types of leave without pay (LWOP) of 2 hours or more, as they occur. Extended (open-ended) LWOP is reported as it occurs, rather than reporting it once the member has returned to work.
  • Report employment terminations.
  • Report additional employee personal information such as area of residence and area of work, date of birth/adoption of children, home address and classification.
  • Report date of payment (date of cheque) and "effective to" date of payment period on the contribution file.
  • Report Supplementary Death Benefit (SDB) contributions for current and arrears (for LWOP) on the contribution file.
  • Report pension adjustment (PA) on a yearly basis starting in 2011, including amended PA.
  • Report dual remuneration and dual employment situations as they occur.

3.1.4. Data requirements at implementation

3.1.4.1 Active non contributing employees

At the time of implementation, all existing pension information residing in the Contributor System was converted to the new pension system. Since active employees who were not yet contributors to the public service pension plan did not have an account in the Contributor System, HR and payroll information for these employees was reported in the DCT. Employers are required to provide the initial hiring (taken on strength) and salary information for these employees including all LWOP events that occurred from the hire date. This information is required to set up the accounts in DCT and in Penfax.

3.1.4.2 Active contributing employees

All LWOP events, for employees that are already contributors, that started prior to and are ongoing at the time of implementation of the DCT have to be reported as well.

4. Procedures/Instructions

4.1. Using the Data Capture Tool

The main function of the DCT is to capture member/employee data from an employer, and import the data into Penfax. The DCT runs validation edits to ensure that data fields satisfy predetermined validation rules and that valid characters are present within those fields.

The DCT is accessible through the secure Crown Corporation Portal. Refer to Special Advice to Crown Corporations and Others 2010-002 for additional information on this portal.

Two options are available to the user for submitting data into the DCT:

  • import data via a batch file
  • manually input data

Once the data has been imported into the DCT, a validation process starts automatically to validate the data by running the first level edits. The data is validated immediately and information is sent back to the user instantly if there are problems with the data.

4.2. Setting up Data Capture Tool

Before using the DCT for the first time, each employing organization is required to set up accounts for all active employees who are plan members at the time of implementation.

4.2.1. Employee set up

As part of the initial set up of the DCT, Crown corporation and territorial government employers are required to upload the following information: the employee reference number (ERN), personal record identifier (PRI), name tag and paylist for each active employee.

The purpose of this initial data upload is to link the ERN to the PRI and paylist for each employee. This load populates a table in DCT called the employee table. This table is updated automatically when the user reports a taken on strength (TOS), or when a change is made to the PRI, paylist or ERN.

The employee table is populated by uploading to DCT an EMP (employee) file or by manually entering the data for each employee individually using the EMP screen in the DCT. Refer to Appendix A for details of the EMP file layout.

4.2.2. Pay cycle set up

Pay cycle data is a new requirement. This information is required to support the contribution variance integrity process. The pay cycle automatically defaults to the agency code and adds the number 1 to this acronym (for example Atomic Energy of Canada Limited's would have pay cycle AEC1). Then, Penfax associates each employee to the employer pay cycle.

The pay cycle is linked to the pay period information that has already been provided by the Crown corporation or territorial government employers.

For employers who have provided multiple pay periods, PWGSC has contacted them to set up their pay information. Since each employee is associated to a specific pay cycle, DCT is not able to automatically associate the employees to a pay cycle if there are multiple pay cycles.

Once created, this table is kept up to date automatically when a new hire is reported to the DCT or when a status change is processed to the change the pay cycle.

4.3. Importing a file

The purpose of the DCT is to provide employers with a web-based application that allows accurate importing of payroll data into Penfax. Users are able to import and update a payroll file, perform validations and approve the data for processing into Penfax.

The DCT is able to receive and update data on any frequency. The DCT stores data from previous payroll runs for the purpose of reviewing, archiving or purging historical data that has already been submitted. In addition, the DCT allows the user to view the information from a previous payroll run that has already been posted.

4.4. File layouts

Appendix A provides details on different file layouts for import information into the DCT. These file layouts are developed according to the layouts that are currently being used with the CPI Workbook. The file layouts are for:

  • TOS – Taken on strength
  • SOS – Struck off strength
  • STS – Status change
  • LWOP – Leave without pay
  • SAL – Salary
  • STA – Contributions
  • PA – Pension adjustment
  • ADR – Address

The DCT accepts comma delimited file formats from employer payroll systems. The DCT also accepts files from non Phoenix employers; provided the files meet the pre-determined formats (see Appendix A).

The import files can include header and footer data, provided they follow these guidelines:

  • Header—Must be proceeded with "HDR,"
  • Footer—Must be proceeded with "ZTR,"

An example of a file with header and footer:

  • HDR, STA,077777777,ADAM,P,1,ED,2009/06/01,1,2009/06/15,2,2009/06/15,500.88,203
  • STA,077777778,BARN,P,1,ED,2009/06/01,1,2009/06/15,2,2009/06/15,200.78,10626
  • STA,077777779,BOUD,P,1,ED,2009/06/01,1,2009/06/15,2,2009/06/15,290.98,2084 ZTR, 3

An example of a file without header and footer:

  • STA,77777777,ADAM,P,1,ED,6/01/2009,0,6/15/2009,1,6/15/2009,500.88,203
  • STA,77777778,BARN,P,1,ED,6/01/2009,0,6/15/2009,1,6/15/2009,200.78,10626
  • STA,77777779,BOUD,P,1,ED,6/01/2009,0,6/15/2009,1,6/15/2009,290.98,2084

4.4.1. Taken on strength

As previously stated in section 3.1.3, all data for new employees must be reported regardless of their employment status. Employers are required to assign a PRI to new employees in order to submit the data to DCT. The process that is currently in place for obtaining a PRI, either by contacting the Pension Centre or through the Central Index, remains unchanged.

The employee data can be submitted to the DCT by uploading a file containing all the required information, as per the TOS import file layout, or can be entered manually by using the TOS screen in DCT.

In addition to the data that non Phoenix employers are currently required to report for new hires, the following information is required to support the functionality of the new pension solution:

  • Area of residence
  • Area of work
  • Pay cycle
  • Disability Insurance Plan/Long Term Disability Insurance Plan (DI/LTD)
  • Dual remuneration indicator

4.4.2. Struck off strength

Upon implementation of the DCT, Crown corporation and territorial government employers are required to report all termination of employment in the DCT. The plan member's termination date and termination reason have to be reported; please refer to the SOS import file layout in Appendix A for the list of termination reasons.

Termination information can be submitted to the DCT by uploading a file containing all of the information required or by entering the information directly in the DCT using the SOS screen.

4.4.3. Change in status

This transaction is used to report changes in status of employees, on event. The STS is also used to report the date of birth/adoption of a child and any changes in status that were previously reported on a TOS entry.

This data can be submitted to the DCT by uploading a file containing all of the required information or by manually entering the data in the STS screen in the DCT.

4.4.4. Leave without pay

Crown corporations and territorial government employers now have to report all types of LWOP of 2 hours or more. Extended periods of LWOP also have to be reported in DCT as soon as the period of leave begins. Once the member has returned to work, the DCT user has to report the end of the LWOP period. Extra care needs to be taken when selecting the reason for LWOP to ensure proper validation of pension contribution. Refer to the LWOP import file layout in Appendix A for a list of LWOP reasons.

The LWOP information can be submitted by uploading a file or by manually entering the data in DCT using the LWOP screen.

4.4.5. Salary

The salary information for new employees has to be reported concurrently with the TOS. Any change in salary must also be reported.

Salary information can be submitted to the DCT by uploading a file or by manually entering the data directly into the SAL screen of the DCT.

4.4.6. Contribution

The pension and Supplementary Death Benefit (SDB) contribution information must be reported at least monthly or more frequently as per the employer's pay cycles.

Contribution information can be submitted through the DCT by uploading a file or by entering the information manually in the STA screen of the DCT.

An invoice "Monthly Remittance of Superannuation Contributions (Public Service Corporations)" is issued on the second business day of each month. The amount on the invoice is based on the pension contributions reported in the previous month.

4.4.7. Pension adjustment

The pension adjustment (PA) has to be reported each year starting with year 2011 and must also be reported at termination of employment of employees.

The information can be submitted to the DCT by uploading a file or by manually entering the data in the PA screen of the DCT.

4.4.8. Address

As the Pension Centre is communicating directly with plan members on matters relating to pension administration, the home address should be provided as soon as it is available.

Note: When a TOS is processed, a warning message pops up to remind the user to populate the ADR screen with the employee's information.

4.5. Validation

Following the upload of data into the DCT, either by file import or manual entry, a validation routine is performed. This step executes first level edits to ensure the data is valid and accurate before it can be submitted to Penfax. The data either passes or fails the edit process.

All correct data passes to Penfax, however, incorrect or invalid data remains in DCT. Errors are flagged during data validation and the user is notified of the errors immediately. Files that contain errors do not pass to Penfax until all errors from that file are fixed.

The data that passes the DCT edit process is posted to Penfax.

If the data fails the DCT edit process, errors are displayed immediately on the screen. The user has the option of correcting the data immediately or, if this is not possible due to the nature of the error, at another time once the issue is resolved. Only validated data can be submitted to Penfax for processing. Data that does not pass the validation stage will remain in the transaction file for correction.

Please refer to Appendix B for a list of first level edits.

5. Contribution variance

Penfax verifies the accuracy of key pension data by comparing salary, service and contributions. This comparison test uses salary and service data to calculate the estimated contributions. The estimated contributions are then compared to the actual contributions received to determine if the relationship between salary, service and contributions is valid.

The Pension Centre investigates the cause of any discrepancy identified between the estimated contributions and the actual contributions received. There may be a requirement for the Pension Centre to contact the Crown corporation and territorial government employers to request assistance in correcting the error.

In order to support the automated contribution variance integrity test, the Crown corporation and territorial government employers are required to provide the pay period schedules on an annual basis. For the year 2010, this information has already been provided in response to a request to all Crown corporation and territorial governments. In the future, this information will be requested by PWGSC at year end.

6. Business transformation

The following identifies key business activities have been planned to facilitate the transition to the new business model:

  • Development of a DCT user manual
  • Development of a web-based training
  • Issue of Special advices to Crown corporations
  • Participation of selected Crown corporations to the user acceptance testing
  • Information sessions have been offered to support the transition process in using the new DCT

7. Reminder of legal reporting requirements

As you are aware, it is a legal requirement that Public Service Corporations provide pension data reporting. Subsection 37(5) of the Public Service Superannuation Act explicitly states this requirement:

The corporation (refers to Public Service Corporations) shall provide the information relating to the employment, pensionable service, salary and contributions to the Superannuation Account or the Public Service Pension Fund, including reports and assessments respecting the accurate application of this Act, and any other relevant information, that the Minister may require with respect to employees or former employees referred to in subsection (2), at the times and in the manner that the Minister may direct.

To correctly administer the public service pension plan, it is imperative to report all pension data on a monthly basis or more frequently. To remain current for administrative purposes, data reporting should be current to the end of the previous month.

8. Inquiries

Any requests for information regarding the foregoing should be addressed to:
Employer Support Services at the Government of Canada Pension Centre.


Original Signed by
B. Fortin

Brigitte Fortin
Associate Assistant Deputy Minister
Compensation Sector
Accounting, Banking and Compensation

Reference(s):

Appendix A

Import file layouts

Employee (EMP) import file layout
Field description Type Length Value or format Description
Form identification (ID) Char 3 EMP All employee records must have EMP as the form ID.
Personal record identifier (PRI) Num 9   Nine characters with 0 as the first character.
Name tag Char 2-4   Only the first 4 characters of the entered name tag are used. Must be capital letters. The name tag will be updated by an STS transaction if there is a name change.
Employee reference number (ERN) Char Variable (up to 250)   ERN used by Crowns (other than PRI). If not used, then leave blank.
Pay list Char 4 0001 if not populated Paylist for the employee. This can be left blank but the system will default it to 0001.

Taken on strength (TOS) import file layout
Field description Type Length Value or format Description
Form ID Char 3 TOS All salary records must have TOS as the form ID.
PRI Num 9   Nine characters with 0 as the first character.
Given name Char 12   Maximum of 12 characters.
Family name Char 25   Maximum of 25 characters.
Initials Char 1-3   Must be between one to 3 characters.
Date of birth (DOB) Date 10 YYYY/MM/DD Must be a valid date and greater than 14 or less than 100 years from effective from date.
Marital status Num 1 0, 1, 2, 3, 4, 5, 6
  • 0 – Unknown
  • 1 – Single
  • 2 – Married
  • 3 – Widow(er)
  • 4 – Separated
  • 5 – Divorced
  • 6 – Other
Sex Num 1 1, 2
  • 1 – Male
  • 2 – Female
Language preference Num 1 1, 2
  • 1 – English
  • 2 – French
Employee type Char 1 A, B, C, D, E, F, G, H, K, L, M, S, T
  • A – Full time (FT) indeterminate
  • B – Part time (PT) indeterminate
  • C – FT seasonal
  • D – PT seasonal
  • E – FT term—Specified period of less than 3 months
  • F – PT term—Specified period of less than 3 months
  • G – FT term—Specified period equal to or greater than 3 months but less than 6 months
  • H – PT term—Specified period equal to or greater than 3 months but less than 6 months
  • K – FT casual—Specified period not to exceed 90 working days in one calendar year in any particular department or other organization
  • L – PT casual—Specified period not to exceed 90 working days in one calendar year in any particular department or other organization
  • M – FT ab initio (AIO): PT special employee—Works on an "as required" basis
  • S – FT term—Specified period of more than 6 months
  • T – PT term—Specified period of more than 6 months
[C45-P2] Pension type Char 2 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 50, 53, 54, 55, 56, 58, 59, 60, 62, 64, 66
  • 01 – Service < 35 years assigned work week (AWW >=12 hours)
  • 02 – Service < 35 years (dual remuneration)
  • 03 – Service > 35 years (1% contribution)
  • 04 – Service > 35 years (1% dual remuneration)
  • 13 – Dual Employment
  • 31 – Group 2 (GR2) <35 years of service (AWW >=12 hours)
  • 32 – GR2 <35 years of service (dual remuneration)
  • 33 – GR2 35 years of service (contributing 1% to Public Service Superannuation Act (PSSA) 2)
  • 34 – GR2 35 years service (contributing 1% to PSSA 2 dual remuneration)
  • 36 – GR2 dual employment
  • 50 – Employee is less than 18 years of age
  • 53 – term/casual = <6 months , FT – PT = >12 hours not grandfathered
  • 54 – Member on loan and contributes to outside plan
  • 55 – Canadian Forces Superannuation Act (CFSA) or Royal Canadian Mounted Police Superannuation Act (RCMPSA) contributor
  • 56 – Employees <12 hours AWW or PT grandfathered employee AWW = > 12 < 30
  • 58 – Employed on an as required basis
  • 59 – Age 69/71, fees of office, AIO, and Royal Commission
  • 60 – Seasonal employees under 6 months
  • 62 – Reduced hours—Rehabilitation or education
  • 64 – Dual employment <12 hours/week
  • 66 – Paid educational leave over 5/3 year pensionable LWOP limit
Canada Pension Plan (CPP)/Quebec Pension Plan (QPP) eligibility Num 1 1, 2, 3
  • 1 – Required to contribute to CPP/QPP
  • 2 – Not required to contribute to CPP/QPP
  • 3 – Province of work is Quebec, but contributes to CPP
Effective from date Date 10 YYYY/MM/DD  
Effective from date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 1 if null
Effective to date Date 10 YYYY/MM/DD It cannot be null if employee type is E, F, G, H, K, L, M, S, T. Otherwise, it can be null.
Effective to date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 2 if effective to date is valid.
Scheduled work week (SWW) Num 5   Example: For 37.5 hour work week, enter 37.50
Assigned work week (AWW) Num 5   Example: For 37.5 hour work week, enter 37.50
Non standard work week (NSWW) Char 1 1, 2, 3
  • 1 – Yes—Employee works a NSWW
  • 2 – No—Employee works a SWW
  • 3 – No—Employee works a SWW, non-regular Monday to Friday
    • If AWW = SWW, will default to 2
    • If AWW not = SWW, will default to 1
Paylist Num 4   Must be 4 numeric characters. If it is null, the DCT will default it to 0001.

Note: Paylist must be supplied in a dual employment and dual remuneration situation.
ERN Char Variable (up to 250)   Optional field to store ERN used by Crowns (other than PRI).
Classification Char 10    
Supplemental Death Benefit (SDB) Num 1 1, 2, 4
  • 1 – Eligible
  • 2 – Not eligible
  • 4 – Premiums suspended, rehabilitation program
Pay cycle Char 4-10

Department code + a number i.e. department ABC would have paycycles ABC1, ABC2 etc.

Format is XXX9999999

If null default to department code + 1. i.e. ABC1.

User can update as required.
Area of residence Char 2 91, 93, 95, 96, 97, 98, 99, AB, BC, MB, NB, NL, NS, NT, NU, ON, PE, QC, SK, YT
  • 91 – Europe
  • 93 – Africa
  • 95 – Asia
  • 96 – Oceania and Antarctica
  • 97 – South America
  • 98 – North America (Central America and Antilles)
  • 99 – North America (Northern subgroups including USA)
  • AB – Alberta
  • BC – British Columbia
  • MB – Manitoba
  • NB – New Brunswick
  • NL – Newfoundland and Labrador
  • NS – Nova Scotia
  • NT – Northwest Territories
  • NU – Nunavut
  • ON – Ontario
  • PE – Prince Edward Island
  • QC – Quebec
  • SK – Saskatchewan
  • YT – Yukon
Area of work Char 2 AB, BC, MB, NB, NL, NS, NT, NU, ON, PE, QC, SK, YT, 00
  • AB – Alberta
  • BC – British Columbia
  • MB – Manitoba
  • NB – New Brunswick
  • NL – Newfoundland and Labrador
  • NS – Nova Scotia
  • NT – North West Territories
  • NU – Nunavut
  • ON – Ontario
  • PE – Prince Edward Island
  • QC – Quebec
  • SK – Saskatchewan
  • YT – Yukon
  • 00 – Outside of Canada
Disability Insurance (DI) Plan/Long Term Disability Insurance (LTD) Plan Char 1 Null, 1, 2, 3, 4, 5, 6, 7, 8, 9
  • 1 – DI Plan
  • 2 – LTD Plan
  • 3 – Non participant
  • 4 – LTD premium holiday
  • 5 – DI premium holiday
  • 6 – LTD management category
  • 7 – LTD management category premium holiday
  • 8 – DI participant—Premiums waived
  • 9 – LTD participant—Premiums waived
  • Note – Default to 3 if null
Dual remuneration Char 1 0, 1, 2
  • 1 – Dual remuneration
  • 0 or blank – Not dual remuneration
  • 2 – Ceases to receive dual remuneration

Struck off strength (SOS) import file layout
Field description Type Length Value or format Description
Form ID Char 3 SOS All SOS records must have SOS as the form ID.
PRI Num 9   Nine characters with 0 as the first character.
Paylist Num 4   Paylist must be 4 numeric characters. Paylist cannot be null.
ERN Char Variable (up to 250)   Optional field to store ERNs used by Crowns (other than PRI).
SOS date Date 10 YYYY/MM/DD The SOS date.
SOS date AM/PM indicator Num 1 Null, 1, or 2
  • 1 – AM
  • 2 – PM
  • The DCT will default this to 2 if null.
SOS reason Num 2 01, 02, 03, 04, 05, 06, 09, 10, 11, 12, 13, 14, 15, 16, 17, 22, 40, 41, 51

Note: (I) – involuntary, (V) – voluntary, (NA) – not applicable
  • 01 – Resignation - outside employment (V)
  • 02 – Resignation - return to school (V)
  • 03 – Resignation - personal reasons (V)
  • 04 – Resignation under the Workforce Adjustment Program (I)
  • 05 – Discharge for misconduct (I)
  • 06 – Release for incompetence or incapacity (I)
  • 09 – Reject during probation (I)
  • 10 – End of specified term (I)
  • 11 – Laid off (I)
  • 12 – Abandonment of position (V)
  • 13 – Retirement illness (NA)
  • 14 – Retirement age (V)
  • 15 – Retirement elective (V)
  • 16 – Revocation of appointment (I)
  • 17 – Death (NA)
  • 22 – Dismissal (I)
  • 40 – Early Retirement Incentive – Employee is between the age of 50 and 54 inclusive
  • 41 – Early Retirement Incentive – Employee is between the age of 55 and 59 inclusive
  • 51 – Privatization or devolution with severance pay (I)

Status change (STS) import file layout
Field description Type Length Value or format Description
Form ID Char 3 STS All status change records must have STS as the form ID.
PRI Num 9   Nine characters with 0 as the first character.
ERN Char Variable (up to 250)   Optional field to store ERNs used by Crowns (other than PRI).
Effective from date Date 10 YYYY/MM/DD
  • For TOS changes – the effective from date = the old TOS date
  • For SOS changes – the effective from date = the old SOS date
  • For all other changes – the effective from date = effective date of the status change
Effective from date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 1 if null.
Effective to date Date 10 YYYY/MM/DD  
Effective to date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 2 if effective to date is a valid date; otherwise null.
Family name Char 25   Maximum of 25 characters.
Initials Char 1-3   Must be between one and 3 characters.
Given name Char 12   Maximum of 12 characters.
DOB Date 10 YYYY/MM/DD Must be a valid date and greater than 14 or less than 100 years from effective from date.
Preferred language Num 1 1, 2
  • 1 – English
  • 2 – French
Marital status Num 1 0, 1, 2, 3, 4, 5, 6
  • 0 – Unknown
  • 1 – Single
  • 2 – Married
  • 3 – Widow(er)
  • 4 – Separated
  • 5 – Divorced
  • 6 – Other
Sex Num 1 1, 2
  • 1 – Male
  • 2 – Female
New pay list Num 4   Must be 4 numeric characters.
New PRI Num 9   Nine characters with 0 as the first character.
New ERN Char Variable (up to 250)   ERN used by Crowns (other than PRI).
Dual remuneration Char 1 0, 1, 2
  • 1 – Dual remuneration
  • 2 – No longer receiving dual remuneration
  • 0 – Not dual remuneration
SDB Num 1 1, 2, 4
  • 1 – Eligible
  • 2 – Not eligible
  • 4 – Premiums suspended, rehabilitation program
CPP/QPP eligibility Num 1 1, 2, 3
  • 1 – Required to contribute to CPP/QPP
  • 2 – Not required to contribute to CPP/QPP
  • 3 – Province of work is Quebec but contributes to CPP
DI plan/LTD plan Char 1 1, 2, 3, 4, 5, 6, 7, 8, 9
  • 1 – DI Plan
  • 2 – LTD Plan
  • 3 – Non participant
  • 4 – LTD premium holiday
  • 5 – DI premium holiday
  • 6 – LTD management category
  • 7 – LTD management category premium holiday
  • 8 – DI participant - premiums waived
  • 9 – LTD participant - premiums waived
Pay SOS date Date 10 YYYY/MM/DD  
Pay SOS date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 1 if null.
TOS date Date 10 YYYY/MM/DD  
Child (DOB)/date of adoption (DOA) Date 10 YYYY/MM/DD  
Area of residence Char 2 91, 93, 95, 96, 97, 98, 99, AB, BC, MB, NB, NL, NS, NT, NU, ON, PE, QC, SK, YT
  • 91 – Europe
  • 93 – Africa
  • 95 – Asia
  • 96 – Oceania and Antarctica
  • 97 – South America
  • 98 – North America (Central America and Antilles)
  • 99 – North America (Northern subgroups including USA)
  • AB – Alberta
  • BC – British Columbia
  • MB – Manitoba
  • NB – New Brunswick
  • NL – Newfoundland and Labrador
  • NS – Nova Scotia
  • NT – Northwest Territories
  • NU – Nunavut
  • ON – Ontario
  • PE – Prince Edward Island
  • QC – Quebec
  • SK – Saskatchewan
  • YT – Yukon
Area of work Char 2 AB, BC, MB, NB, NL, NS, NT, NU, ON, PE, QC, SK, YT, 00
  • AB – Alberta
  • BC – British Columbia
  • MB – Manitoba
  • NB – New Brunswick
  • NL – Newfoundland and Labrador
  • NS – Nova Scotia
  • NT – North West Territories
  • NU – Nunavut
  • ON – Ontario
  • PE – Prince Edward Island
  • QC – Quebec
  • SK – Saskatchewan
  • YT – Yukon
  • 00 – Outside of Canada
Employee type Char 1 A, B, C, D, E, F, G, H, K, L, M, S, T
  • A – FT indeterminate
  • B – PT indeterminate
  • C – FT seasonal
  • D – PT seasonal
  • E – FT term—Specified period of less than 3 months
  • F – PT term—Specified period of less than 3 months
  • G – FT term—Specified period equal to or greater than 3 months but less than 6 months
  • H – PT term—Specified period equal to or greater than 3 months but less than 6 months
  • K – FT casual—Specified period not to exceed 90 working days in one calendar year in any particular department or other organization
  • L – PT casual—Specified period not to exceed 90 working days in one calendar year in any particular department or other organization
  • M – FT AIO: PT works on an "as required" basis
  • S – FT term—Specified period of more than 6 months
  • T – PT term—Specified period of more than 6 months
[C45-P2] Pension type Char 2 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36,  50, 53, 54, 55, 56, 58, 59, 60, 62, 64, 66
  • 01 – Service < 35 years assigned work week (AWW >=12 hours)
  • 02 – Service < 35 years (dual remuneration)
  • 03 – Service > 35 years (contributing 1% PSSA 1 and 2)
  • 04 – Service > 35 years (contributing 1% dual remuneration)
  • 13 – Dual employment
  • 31 – Group 2 (GR2) <35 years of service (AWW >=12 hours)
  • 32 – GR2 < 35 years of service (dual remuneration)
  • 33 – GR2 35 years of service (contributing 1% to PSSA 2)
  • 34 – GR2 35 years service (contributing 1% to PSSA 2 dual remuneration)
  • 36 – GR2 dual employment
  • 50 – Employee is less than 18 years of age
  • 53 – term/casual = <6 months , FT – PT = >12 hours
  • 54 – Member on loan and contributes to outside plan
  • 55 – Canadian Forces Superannuation Act (CFSA) or Royal Canadian Mounted Police Superannuation Act (RCMPSA) contributor
  • 56 – Employee <12 hours AWW or P/T grandfathered employee AWW = > 12 < 30
  • 58 – Employed on an as required basis
  • 59 – Age 69/71, fees of office, AIO, and Royal Commission
  • 60 – Seasonal employees under 6 months
  • 62 – Reduced hours—Rehabilitation or education
  • 64 – Dual employment <12 hours/week
  • 66 – Paid educational leave over 5/3 year pensionable LWOP limit
Pay cycle Char 4-10

Department code + a number i.e. department ABC would have pay cycles ABC1, ABC2, etc.

Format is XXX9999999

 Null by default. User will update only if a change to the pay cycle is required.
Classification Char 10    

Leave without pay (LWOP) import file layout
Field description Type Length Value or format Description
Form ID Char 3 LWOP All LWOP records must have LWOP as the form ID.
PRI Num 9   Nine characters with 0 as the first character.
Modifier Char 1 C, S, A, D
  • C – Commence
  • S – Stop
  • A – Amend a reason code (from date must match)
  • D – Delete
LWOP reason code Char 2 0, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10, A, B, C, CA, CC, CP, D, E, F, G, H, J, K, L, M, N, P, PS, PE, Q, R, S, T, U, V, W
  • 0 – Re-employed Members of Parliament (MP)
  • 1 – Single—Opt not to count
  • 2 – Double—Opt not to count
  • 3 – Parental leave >52 weeks (birth/adoption) *Use PE after June 15, 2024
  • 4 – Long term care—Family member
  • 5 – Parental leave <52 weeks (family/birth/adoption)
  • 6 – Self-funded leave
  • 7 – Loaned to organization (except unions/credit unions)
  • 8 – Off-duty status
  • 9 – Unpaid surplus status (12 months)
  • 10 – Leave with Income Averaging (LIA)
  • A – LWOP <6 days (not illness)
  • B – Training/instruction/educational leave
  • C – Illness and disability
  • CA – Family caregiver leave for a critically ill or injured adult 18 or over
  • CC – Family caregiver leave for a critically ill or injured child under 18
  • CP – Compassionate caregiver leave for a person who requires end-of-life care
  • D – Serving in CFSA - not contributing to CFSA
  • E – Federal commission/board/agency outside PSSA
  • F – On loan to international organization (no advantage)
  • G – On loan to other country (no advantage)
  • H – FT paid official of a union
  • I – LWOP Indigenous Practices
  • J – FT paid official of a credit union
  • K – Maternity leave
  • L – Other reasons for LWOP (not covered by a code)
  • M – Strike - without pay
  • N – Absent - without pay
  • P – Suspension
  • PE – Parental leave beyond > 52 weeks and within <= 78 weeks of birth or adoption
  • PS – Parental leave within <= 52 weeks of birth or adoption
  • Q – Seasonal layoff
  • R – Parental LWOP within 52 weeks of birth or adoption * Use PS after June 15, 2024
  • S – Adoption leave within 52 weeks * Use PS after June 15, 2024
  • T – Personal leave (not to exceed 3 months)
  • U – Family care (except child within 52 weeks)
  • V – Relocation of spouse
  • W – Non-pensionable LWOP > 5/3 year limit
Effective from date Date 10 YYYY/MM/DD  
Effective from date AM/PM indicator Num 1 1, 2
  • 1 – AM
  • 2 – PM
Effective to date Date 10 YYYY/MM/DD Must be greater than or equal to effective from date.
Effective to date AM/PM indicator Num 1 1, 2
  • 1 – AM
  • 2 – PM
Hours/Day (HD) indicator Char 1 H, D
  • H – Hours
  • D – Days
Number of HD Num 6 9(3).99
  • Must be 0 or greater
  • Number of HD = 0 if modifier = D
ERN Char Variable (up to 250)   Optional field to store ERN used by Crowns (other than PRI).
Child DOB/DOA Date 10 YYYY/MM/DD  
Paylist Num 4  

Must be 4 numeric characters.

Paylist cannot be null.

Salary (SAL) import file layout
Field description Type Length Value or format Description
Form ID Char 3 SAL All salary records must have SAL as the form ID
PRI Num 9   9 characters with 0 as the first character.
Name tag Char 2-4   4 first characters of last name. Must be capital letters. The name tag will be updated by an STS transaction if there is a name change.
Modifier Char 1 C, D
  • C – Commence (add a new salary record)
  • D – Delete (delete an existing salary record)
Salary type Num 3 See Appendix C  
Effective from date Date 10 YYYY/MM/DD  
Effective from date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 1 if null.
Effective to date Date 10 YYYY/MM/DD  
Effective to date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 2 if null and effective to date is valid.
Salary amount Num 11 S9(06).999 Negative values are allowed.
Payment frequency Char 1   This value will no longer be used, but will remain in the file template.
Rate base Char 1 Null, 1, 2, 3, 4, 6, 7, 9
  • 0 – Lump Sum
  • 1 – Hourly
  • 2 – Daily
  • 3 – Weekly
  • 4 – Four weekly
  • 6 – Monthly
  • 7 – Bi-weekly
  • 9 – Annually
SWW Num 5  
  • Example: For 37.5 hour work week enter 37.50
  • SWW = 0 when modifier = D
AWW Num 5  
  • Example: For 37.5 hour work week enter 37.50
  • AWW = 0 when modifier = D
NSWW Char 1 1, 2, 3
  • 1 – Yes—Employee works a NSWW
  • 2 – No—Employee works a SWW
  • 3 – No—Employee works a SWW, non-regular Monday to Friday. The value of this field = *when modifier = D.
ERN Char Variable (up to 250)   Optional field to store ERN used by Crowns (other than PRI).

Contribution (STA) import file layout
Field description Type Length Value or format Description
Form ID Char 3 STA All contribution records must have STA as the form ID.
PRI Num 9   9 characters with 0 as the first character.
Name tag Char 2-4   4 first characters of last name. Must be capital letters. The name tag will be updated by an STS transaction if there is a name change.
Modifier Char 1 P P must be inserted for all records.

Note: Default to P if null or not equal to P.
[C45-P2] Fund Char 1 1, 2, 3, 4, [C45-P2], 5, 6
  • 1 – Fund 1
  • 2 – G1 Fund 2
  • 3 – Retirement Compensation Arrangement (RCA)
  • 4 – SDB
  • 5 – G2 Fund 2
  • 6 – G2 RCA
Contribution type Char 1-2 C, LS, LD, ES, ED, R, D, TE
  • C – Current
  • LS – LWOP single
  • LD – LWOP double
  • ES – Election single
  • ED – Election double
  • R – Retro
  • D – Deficiencies for LWOP
  • TE – Tax exempt
Effective from date Date 10 YYYY/MM/DD The first day of the pay period.
Effective from date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 1 if null
Effective to date Date 10 YYYY/MM/DD The last day of the pay period.
Effective to date AM/PM indicator Num 1 Null, 1, 2
  • 1 – AM
  • 2 – PM
  • Default to 2 if null
Payment date Date 10 YYYY/MM/DD The payment date should be used from the payroll source system.
Contribution amount Num 11 S9(06).999
  • Negative values are allowed
  • All amounts must be zero filled, with the sign in the leftmost position
ERN Char Variable (up to 250)   Optional field to store ERN used by Crowns (other than PRI).
Paylist Num 4   Must be 4 numeric characters. Paylist cannot be null.

Pension adjustment (PA) import file layout
Field description Type Length Value or format Description
Form ID Char 3 PA All PA records must have PA as the form ID.
PRI Num 9   9 characters with 0 as the first character.
ERN Char Variable (up to 250)   Optional field to store ERN used by Crowns (other than PRI).
PA Num 11 99(06).999 Negative values are not allowed. The default is blank.
Paylist Num 4   Must be 4 numeric characters. Paylist cannot be null.
Tax year Num 4 9,999  

Address (ADR) import file layout
Field description Type Length Value or format Description
Form ID Char 3 ADR All address records must have ADR as the form ID.
PRI Num 9   Nine characters with 0 as the first character.
ERN Char Variable (up to 250)   Optional field to store ERN used by Crowns (other than PRI).
Line 1 Char 35   The first address line.
Line 2 Char 35   The second address line.
Line 3 Char 35   The third address line.
City Char 35   The city.
Province/state Char 2   The 2 digit province or state code.
Postal code/zip code Char 10   Postal code or zip code.

Note: A postal code or zip code must be provided if country is either Canada or USA, otherwise it can be null.
Country Char 3   The 3 character country code.
Paylist Num 4   Must be 4 numeric characters. Paylist cannot be null.

Appendix B

Employee (EMP) edits
Message Rule Severity
Duplicate personal record identifier (PRI) If there is a duplicate PRI with the same paylist already existing in the DCT EMP table for this employee. Critical
PRI is mandatory If PRI is null. Critical
Name tag is mandatory If name tag is null. Critical
Pay list is mandatory If pay list is null. Critical
Name tag must be capital letters If name tag is not all capital letters Critical
Invalid PRI PRI must be numeric and 9 characters long Critical
Duplicate PRI/paylist in a loading file If there is a duplicate PRI with the same paylist in another row for this employee in the file being uploaded. Critical
Duplicate ERN/paylist in a loading file If there is a duplicate ERN with the same paylist in another row for this employee in the file being uploaded. Critical
Paylist must be numeric If paylist is not in a numeric format. Critical
Paylist must be four characters long If the length of paylist is not equal to 4. Critical

Take-on-Strength (TOS) edits
Message Rule Severity
Family name is mandatory If family name is null. Critical
Given name is mandatory If given name is null. Critical
Birth date is mandatory If birth date is null. Critical
Birth date is not valid. Valid format is YYYY/MM/DD. If birth date is in an invalid format. Critical
Marital status is mandatory If marital status is null. Critical
Invalid marital status code If marital status is not in the code table. Critical
Gender is mandatory If gender is null. Critical
Invalid gender code If gender is not in the code table. Critical
Language is mandatory If language is null. Critical
Invalid language code If language is not in the code table. Critical
Employee type is mandatory If employee type is null. Critical
Invalid employee type code If employee type is not in the code table. Critical
Pension type is mandatory If pension type is null. Critical
Invalid pension type code If pension type is not in the code table. Critical
SDB is mandatoryIf SDB is null. Critical
Invalid SDB code If SDB is not in the code table. Critical
CPP/QPP is mandatory If CPP/QPP is null. Critical
Invalid CPP/QPP code If CPP/QPP is not in the code table. Critical
Effective from date is mandatory If effective from date is null. Critical
Effective to date is mandatory for the employee type If effective to date is null and employee type = E, F, G, H, S, T, K, L, M. Critical
Effective to date cannot be populated for this employee type If effective to date is not null and employee type = A, B, C, D. Critical
SWW hours is mandatoryIf SWW is null. Critical
AWW hours is mandatoryIf AWW is null. Critical
AWW must equal SWW for this employee type If AWW is not = SWW and employee type = A, C, E, G, K, S. Critical
NSWW is mandatoryIf NSWW is null. Critical
Invalid NSWW code If NSWW is not in the code table. Critical
PRI is mandatory If PRI is null. Critical
Invalid area of residence code If area of residence is not in the code table. Critical
Invalid area of work code If area of work is not in the code table. Critical
Invalid dual remuneration code If dual remuneration is not in the code table. Critical
Invalid pension type for employee type A If pension type is not equal to 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 54, 55, 59, 62, or 66 Critical
AWW should be less than SWW for employee type B If AWW equal or greater than SWW. Critical
Invalid pension type for employee type B If pension type not equal to 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 54, 55, 56, 59, 62, 64, or 66. Critical
Invalid pension type for employee type C If pension type code not = 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 54, 55, 59, 60, or 62. Critical
Invalid pension type for employee type D If pension type code not = 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 54, 55, 56, 59, 60, 62, or 64. Critical
AWW should be less than SWW for employee type D If AWW equal or greater than SWW. Critical
Invalid pension type for employee type E If pension type code not = 01, 02, 13, [C45-P2] 31, 32, 36, 53, 54, 55, 59, or 62. Critical
Invalid pension type for employee type F If pension type code not = 01, 02, 13, [C45-P2] 31, 32, 36, 53, 54, 55, 56, 59, 62, or 64. Critical
AWW should be less than SWW for employee type F If AWW equal or greater than SWW. Critical
Invalid pension type for employee type G If pension type code not = 01, 02, 13, [C45-P2] 31, 32, 36, 53, 54, 55, 59, or 62. Critical
Invalid pension type for employee type H If pension type code not = 01, 02, 13, [C45-P2] 31, 32, 36, 53, 54, 55, 56, 59, 62, or 64. Critical
AWW should be less than SWW for employee type H If AWW equal or greater than SWW. Critical
Invalid pension type for employee type K If pension type code not = 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 53, 54, 55, 59, or 62. Critical
Invalid pension type for employee type L If pension type code not = 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 53, 54, 55, 56, 59, 62, or 64. Critical
Invalid pension type for employee type M If pension type Code not = 58, 59, 56. Critical
Invalid pension type for employee type S If pension type not equal to 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 54, 55, 59, 62, or 66. Critical
Invalid pension type for employee type T If pension type not equal to 01, 02, 03, 04, 13, [C45-P2] 31, 32, 33, 34, 36, 54, 55, 56, 59, 62, 64, or 66. Critical
AWW should be less than SWW for employee type T AWW equal or greater than SWW. Critical
Address information required If there is not an ADR transaction in this batch for this member.

Note: Either the PRI or ERN, along with a corresponding pay list, must be entered to allow this message to be displayed.

 Warning
Initials are mandatory If initials are null. Critical
Effective from date is not valid.
Valid format is – YYYY/MM/DD.		 If this date is not null and it is not in the right format (YYYY/MM/DD). Critical
Effective to date is not valid.
Valid format is – YYYY/MM/DD.		 If this date is not null and it is not in the right format (YYYY/MM/DD). Critical
Invalid effective from date
AM/PM indicator		 If AM/PM indicator is not equal to 1 or 2. Critical
Invalid effective to date AM/PM indicator If AM/PM indicator is not equal to 1 or 2.

Note: A value is not expected unless effective to date is populated.

 Critical
PRI must be numeric If PRI is not in a numerical format. Critical
PRI must be 9 characters long  If the length of PRI is not equal to 9. Critical
Invalid DI/LTD code If DI/LTD does not contain a valid code. Critical
Paylist is mandatory If paylist is null. Critical
Paylist must be numeric If paylist is not in a numerical format. Critical
Paylist must be 4 characters long If length of paylist is not equal to 4. Critical
[C45-P2] GR2 pension types cannot have an effective from date prior to January 1, 2013 If GR2 pension type (31, 32, 33, 36) and effective from date < 01/01/2013. Critical

Struck off strength (SOS) edits
Message Rule Severity
PRI or ERN is mandatory If PRI or ERN is null. Critical
SOS date is mandatory If SOS date is null. Critical
SOS reason is mandatory If SOS reason is null. Critical
Pay list is mandatory If Pay list is null. Critical
Invalid SOS reason code If SOS reason is not in the code table. Critical
PRI/ERN/paylist combination does not exist in the EMP table If PRI/ERN/paylist combination does not exist in the EMP table. Critical
SOS date is not valid. Valid format is – YYYY/MM/DD If SOS is not exist in the correct format. Critical
PRI must be numeric If PRI is not in a numerical format. Critical
PRI must be 9 characters long If the length of PRI is not equal to 9. Critical
Paylist must be numeric If paylist is not in a numerical format. Critical
Paylist must be 4 characters long If the length of paylist is not equal to 4. Critical
Invalid SOS date AM/PM indicator If AM/PM indicator is not equal to one or two. Critical

Status change (STS) edits
Message Rule Severity
PRI or ERN is mandatory If PRI or ERN is null. Critical
PRI/ERN/paylist combination does not exist in the EMP table If PRI/ERN/paylist combination does not exist in the EMP table Critical
Effective from date is mandatory If effective from date is null. Critical
Invalid marital status If marital status code is not a valid code. Critical
Invalid language If language code is not a valid code. Critical
Invalid gender If gender code is not a valid code. Critical
Invalid dual remuneration If dual remuneration code is not a valid code. Critical
Invalid SDB If SDB code is not a valid code. Critical
Invalid CPP/QPP If CPP/QPP code is not a valid code. Critical
Invalid DI/LTD If DI/LTD code is not a valid code. Critical
Invalid area of residence If area of residence code is not a valid code. Critical
Invalid area of work If area of work code is not a valid code. Critical
Invalid employee type If employee type is not a valid code. Critical
Invalid pension type If pension type code is not a valid code. Critical
[C45-P2] GR2 pension types cannot have an effective from date prior to January 1, 2013 If GR2 pension type (31, 32, 33, 34, 36) and effective from date < 01/01/2013. Critical
Effective from date is not valid. Valid format is – YYYY/MM/DD. If this date is not null and is not in the right format (YYYY/MM/DD). Critical
Effective to date is not valid. Valid format is – YYYY/MM/DD. If this date is not null and is not in the right format (YYYY/MM/DD). Critical
Pay SOS date is not valid. Valid format is – YYYY/MM/DD. If this date is not null and is not in the right format (YYYY/MM/DD). Critical
TOS date is not valid. Valid format is – YYYY/MM/DD. If this date is not null and is not in the right format (YYYY/MM/DD). Critical
Birth date is not valid. Valid format is – YYYY/MM/DD. If this date is not null and is not in the right format (YYYY/MM/DD). Critical
Child DOB/DOA is not valid. Valid format is – YYYY/MM/DD. If this date is not null and is not in the right format (YYYY/MM/DD). Critical
Invalid effective from date AM/PM indicator If the AM/PM indicator is not equal to 1 or 2. Critical
Invalid effective to date AM/PM indicator If the AM/PM indicator is not equal to 1 or 2.

Note: A value is not expected unless effective to date is populated.

 Critical
Invalid pay SOS date AM/PM indicator If the AM/PM indicator is not equal to 1 or 2.

Note: A value is not expected unless pay SOS date is populated.

 Critical
Invalid TOS date AM/PM indicator If the AM/PM indicator is not equal to 1 or 2.

Note: A value is not expected unless TOS date is populated.

 Critical
Paylist is mandatory If paylist is null. Critical
PRI must be numeric If PRI is not in a numerical format. Critical
PRI must be 9 characters long If the length of PRI is not equal to 9. Critical
Paylist must be numeric If paylist is not in a numerical format. Critical
Paylist must be 4 characters long If the length of paylist is not equal to 4. Critical
SWW hours is required If SWW is null and AWW is not null. Critical
AWW hours is required If AWW is null and SWW is not null. Critical
AWW must equal SWW for this employee type If AWW is not = SWW and employee type = A, C, E,G, K, or S. Critical
Invalid NSWW code If NSWW is not null and NSWW is not in the code table. Critical
AWW should be less than SWW for employee type B If AWW is equal to or greater than SWW and employee type = B. Critical
AWW should be less than SWW for employee type D If AWW is equal to or greater than SWW and employee type = D. Critical
AWW should be less than SWW for employee type F If AWW is equal to or greater than SWW and employee type = F. Critical
AWW should be less than SWW for employee type H If AWW is equal to or greater than SWW and employee type = H. Critical
AWW should be less than SWW for employee type T If AWW is equal to or greater than SWW and employee type = T. Critical

Leave without pay (LWOP) edits
Message Rule Severity
PRI or ERN is mandatory If PRI or ERN is null. Critical
PRI/ERN/paylist combination does not exist in the EMP table If PRI/ERN/paylist combination does not exist in the EMP table Critical
Modifier is mandatory If modifier is null. Critical
Invalid modifier If modifier is not a valid code. Critical
LWOP reason is mandatory If LWOP reason is null and modifier is not S. Critical
Invalid LWOP reason value If LWOP reason is not a valid code. Critical
Effective from date is mandatory and modifier is not S If effective from date is null and modifier not = S. Critical
Effective from date cannot be a future date Effective from date > system date. Critical
Effective to date is mandatory for the modifier and reason If effective to date is null and modifier = S or LWOP reason = A, M, N, P and modifier = C). Critical
Effective from date is not valid.
Valid format is – YYYY/MM/DD.		 If this date is not null and it is not in the right format (YYYY/MM/DD). Critical
Invalid effective from date AM/PM indicator If AM/PM indicator is not equal to 1 or 2.

Note: A value is not expected unless effective from date is populated.

 Critical
Invalid effective to date AM/PM indicator If AM/PM indicator is not equal to 1 or 2.

Note: A value is not expected unless effective to date is populated.

 Critical
Paylist is mandatory If paylist is null. Critical
PRI must be numeric If PRI is not in a numerical format. Critical
PRI must be 9 characters long If the length of PRI is not equal to 9. Critical
Paylist must be numeric If paylist is not in a numerical format. Critical
Paylist must be 4 characters long If the length of paylist is not equal to 4. Critical

Salary (SAL) edits
Message Rule Severity
PRI or ERN is mandatory If PRI or ERN is null. Critical
Modifier is mandatory If modifier is null. Critical
Invalid modifier code If modifier is not a valid code. Critical
Salary type is mandatory If salary type is null. Critical
Invalid salary type If salary type code is not a valid code. Critical
Effective from date is mandatory If effective from date is null. Critical
Lump sum must have an effective to date If rate base = 0 and effective to date is null. Critical
Basic pay cannot be a lump sum If basic pay and rate base = 0. Critical
Rate base is mandatory If rate base is null. Critical
Invalid rate base code If rate base code is not a valid code. Critical
Salary record rate base should correspond to salary rate amount (amount rate overflow)
  • 0 – lump sum – no edits
  • 1 – hourly > $.50 and < $300.00
  • 2 – daily > $3.50 and < $2396.00
  • 3 – weekly > $17.50 and < $11980.00
  • 4 – 4 weekly > $70.00 and <$47920.00
  • 6 – monthly > $75.00 and < $52083.00
  • 7 – biweekly > $34.50 and < $23958.00
  • 9 – annually > $800.00 and < $625,000.00

This should apply to the basic pay codes 001, 002 and 127 as well as allowance code 027.

 Error

Contribution (STA) edits
Message Rule Severity
PRI or ERN is mandatory If PRI or ERN is null. Critical
Contribution type is mandatory If contribution type is null. Critical
Invalid contribution type If contribution type code is not a valid code. Critical
Fund is mandatory If fund is null. Critical
Invalid fund code If fund code is not a valid code. Critical
Effective from date is mandatory If effective from date is null. Critical
Effective to date is mandatory If effective to date is null. Critical
Payment date is mandatory If payment date is null. Critical
Contribution amount is mandatory If contribution amount is null. Critical
Effective from date must be less than effective to date If effective from date is greater than effective to date. Critical
[C45-P2] invalid contribution type for fund type If the contribution type code is not valid for the type code selected. For example, fund 1, 2, 3, 5, 6 with contribution type D or TE or fund 4 with contribution type LS, LD, ES, ED or R. Critical
GR2 fund type cannot have contributions with an effective from date prior to January 1, 2013 If fund type is 5 or 6 and the effective from date < 01/01/2013. Critical

Pension adjustment (PA) edits
Message Rule Severity
PRI or ERN is mandatory If PRI or ERN is null. Critical
PRI/ERN/paylist combination does not exist in the EMP table If PRI/ERN/paylist combination does not exist in the EMP table. Critical
Tax year is mandatory If tax year is null. Critical
PA cannot be a negative value If PA < 0. Critical
Paylist is mandatory If paylist is null. Critical
Invalid tax year If tax year is less than 1990 and is greater than the current year. Critical
Paylist is mandatory If paylist is null. Critical
PRI must be numeric If PRI is not in a numerical format. Critical
PRI must be 9 characters long If the length of PRI is not equal to 9. Critical
Paylist must be numeric If paylist is not in a numerical format. Critical
Paylist must be 4 characters long If the length of paylist is not equal to 4. Critical

Address (ADR) edits
Message Rule Severity
PRI or ERN is mandatory If PRI or ERN is null. Critical
Line 1 is mandatory If line 1 is null. Critical
City is mandatory If city is null. Critical
Province or state is mandatory If province/state is null and country is either Canada or USA. Critical
Postal code or zip code is mandatory If postal code is null and country is either Canada or USA. Critical
Country is mandatory If country is null. Critical
PRI/ERN/paylist combination does not exist in the EMP table If PRI/ERN/paylist combination does not exist in the EMP table. Critical
Paylist is mandatory If paylist is null. Critical
PRI must be numeric If PRI is not in a numerical format. Critical
PRI must be 9 characters long If the length of PRI is not equal to 9. Critical
Paylist must be numeric If paylist is not in a numerical format. Critical
Paylist must be 4 characters long If the length of paylist is not equal to 4. Critical
Invalid province or state If province/state is not null and it is not in the list of values for province or state. Critical
Invalid country If country is not null and it is not in the list of values for country. Critical
Postal code or zip code cannot be greater than 10 characters long If postal code or zip code is longer than 10 characters. Critical

Appendix C

Salary type code value and description
Value Description
001 Basic Pay
002 Acting pay / acting appointment
003 Administration allowance teachers—One room school
004 Officer cadets—Sea duty allowance
005 Assistant principals allowance—Admin & supp
006 Offender supervision allowance
007 Bilingual differential
014 Department head and/or dean’s allowance
015 Dirty work allowance
016 Diving allowance
017 Bilingual bonus 7% (House of Commons (HOC))
020 Temporary assignment allowance
021 Farm manager’s allowance
022 First aid to the general public
023 Flying allowance
024 Expanded professional role allowance
025 Holiday pay allowance
026 Nurse in charge allowance
027 Dual remuneration
030 Light keeper allowance
031 Maintenance of radio equipment allowance
036 Self-directed team allowance
039 On-the-job training allowance
042 Penological factor allowance
044 Principal’s allowance—Administrative and supervisory
046 X – Special accommodation allowance
048 Secondment allowance (Northern Pipeline Agency)
059 Fees allowance – Board of Examiners (Dominion Land Survey (DLS))
061 Premium pay
062 Specialist’s allowance
063 Education allowance
067 Supervisory allowance
068 Canadian Grain Commission differential
070 Supervisory differential
074 Vocational training instructor allowance
075 Volunteer firefighter allowance
077 Educational leave allowance
079 Flight inspector duties – Paid quarterly
080 Inmates training differential
081 Extra duty allowance
082 Performance award (non-management category)
083 Pay supplement
085 Penological factor
087 Lump sum payment
090 Education
091 Responsibility allowance
093 Operational facility premium
094 Flight calibration duty
095 Dog handlers allowance
102 Fuel and utilities differential
105 Senior teachers allowance
106 Responsibility allowance
110 Ship reporting officer allowance
113 Fire picket duty
114 Assignment scheduling allowance (helicopter pilots)
116 Meteorological allowance (light keepers)
118 X – Ship’s officers salary supplement
119 Ship’s officers & crew basic pay time + one half
121 X – Secondment premium pay
126 Supervisory differential
127 Partial pay ship's officers
129 Adjustment for transferred teachers
132 Basic pay at straight time for ship’s crew
134 Extra duty meteorology
139 Bilingual bonus (HOC)
141 Linguistic (bilingual bonus)
143 Chairman's allowance
144 Equalization adjustment allowance
149 Responsibility allowance (Correctional Services Canada (CSC))
153 Bilingual bonus (Atomic Energy Control Board (AECB))
156 Responsibility allowance – pilots (National Research Council (NRC))
157 Financial Incentives Plan (Translation Bureau)
162 Lieu retro superannuation
164 Lieu retro fiscal year (FY) 1 superannuation
166 Lieu retro FY2 superannuation
169 Aviation weather briefing allowance
171 Performance award
179 At risk pay
183 Official language performance pay
184 Rest period allowance
187 Lead hand differential (National Film Board (NFB))
1A3 Rigid hull inflatable allowance—Lump sum
1B3 Primary products inspection (PI) supplement
1B5 Dangerous goods
1B6 Functional supervisory differential (Canadian Food Inspection Agency (CFIA))
1B7 Meat hygiene allowance (CFIA)
1C3 Instructor allowance
1C4 Instructor emergency response team (ERT) allowance
1C8 Performance pay
1D1 Market allowance
1D3 Lump sum ex-recruit
1E1 X – Market allowance
1E2 X – Scientific and tech allowance (STA)
1E8 ACSOP
200 Quarters and rations in kind (non-taxable)
201 Quarters and rations in kind (taxable)
202 X – Additional earnings super
207 X – Additional earnings super
216 Salary relativity – Superannuable (SA)
217 Salary relativity – Non-SA
218 Equalization adjustment superannuation
219 Equalization adjustment retroactive (non-SA)
227 Terminable retention allowance
229 Monthly terminable allowance
230 Lump sum equivalent
233 Part-time instructor
234 Recruitment/retention allowance
235 Development of employees and examiner premium (DEEP)
238 Acting premium (separate employers only)
244 Maternity allowance on-going
245 Interim salary adjustment
251 Recruitment and retention allowance
267 Pay equity retroactive adjustment—Pensionable
269 Pay equity retroactive adjustment non-pensionable
270 X – Additional earnings for Public Service Superannuation Act (PSSA) – Double
271 Pay equity salary adjustment
272 Pay equity salary adjustment (non-SA)
277 Pay equity basic pay adjustment – superannuable
278 Pay equity basic pay adjustment non-SA
288 Salary relativity adjustment (separate employers)
291 Retroactive acting pay—Ship’s officers
292 Retroactive acting pay—Hourly
298 Extra duty allowance – Aircraft Operations Group (AOG)
304 X – Labour adjustment program
311 Personnel pay equity retroactive adjustment
312 Personnel pay equity retroactive adjustment – Non-SA
313 Personnel pay equity basic pay adjustment
314 Personnel pay equity basic pay adjustment – Non-SA
315 Personnel pay equity salary adjustment
316 Personnel pay equity salary adjustment (non-SA)
324 Nuclear emergency allowance
326 High angle rescue allowance
328 Compensation award—Pensionable
329 Rotational supplement—Pensionable
330 Compensation award—Pensionable no premiums
331 Rotational supplement—Pensionable no premiums
332 Dangerous goods allowance
333 Human drugs clinical review allowance
334 Trans pay equity retro adjustment
335 Trans pay equity retroactive adjustment—Non-SA
339 X – Overpayment—Pay rate gross
343 Supplement multilingual service
344 Equalization adjustment balance
404 Reversed recovery of overpayment
453 Salary supplement
467 Rescue special allowance
468 Fisheries enforcement allowance
469 Temporary premium (HOC)
470 Announcing or voicing duty premium (HOC)
472 Class conversion
474 Allowance for management duties
489 Armed boarding allowance
492 Salary compression allowance
834 Equal adjustment balance received
998 X – Unknown (benefit paid)
999 X – Unknown (benefit paid)