ARCHIVED CD 2007-002

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January 10, 2007 (Revised June 5, 2007)

SUBJECT: New Deduction Codes for the Association of Justice Counsel (AJC)

1. PURPOSE

1.1 The purpose of this directive is to provide compensation advisors with information regarding two new deduction codes that have been created in the Regional Pay System (RPS) for the Association of Justice Counsel (AJC).

2. BACKGROUND

2.1 Treasury Board (TB) has requested that two deduction codes be created in the RPS for the new bargaining agent AJC for the Law (LA) Group in order to collect the union dues (current and arrears) for employees under the Bargaining Unit Designator (BUD) 21400, 21401 or 21402.

2.2 Effective May 1, 2006, a bulk change was processed in the RPS to stop the Professional Institute of Public Service (PIPS) union dues deduction (deduction code 642) for the LA group.

The AJC union dues will be collected from November 2, 2006, as a result of a memorandum of understanding signed between TB and the AJC on the same date.

3. POLICY

3.1 Effective November 2, 2006, the deduction of the AJC union dues will be taken from the employee's basic pay (Entitlement code 001) or acting pay (Entitlement code 002) on a percentage basis (currently .75%) rather than a fixed monthly amount. Consequently, the AJC union dues will be deducted from all pay cycles including the pay period plus (PP+), and from supplementary payments that contain basic or acting pay.

3.2 The AJC union dues are to be commenced or changed for the first full month of employment as a member of the bargaining unit.

3.3 Prior to the calculation of the AJC union dues amount, the RPS will automatically reduce the earnings that are subject to the union dues by the following leave without pay (LWOP) codes:

• 301 Leave without pay (LWOP)
• 302 Fixed hours not worked
• 303 Unearned leave
• 306 Leave with income averaging (LIA) - AJC dues calculated on the reduced salary
• 346 Pre-retirement transition leave (PRTL) - AJC dues calculated on the reduced salary

For accounts on LIA, the AJC dues will be calculated on the reduced salary. If the LIA contract is not fulfilled, the AJC union dues will be automatically adjusted for any change in the reduced salary (recovery of overpayment of salary, or payment of underpayment of salary). If the employee leaves the bargaining agent during the LIA period, the compensation advisor will be required to adjust the union dues accordingly.

3.4 The arrears deductions for the AJC union dues are to be calculated based on a percentage of any of the following retroactive entitlements:

• 182 Arrears Pay - Acting appointment
• 189 Arrears Pay - Taken on strength (TOS)
• 190 Arrears Pay - Struck off strength (SOS)
• 191 Arrears Pay - Transfer-in
• 192 Arrears Pay - Miscellaneous staffing
• 193 Arrears Pay - Promotion
• 194 Arrears Pay - Statutory increase
• 195 Arrears Pay - Revision
• 196 Arrears Pay - Conversion
• 197 Arrears Pay - Assimilation
• 198 Arrears Pay - Temporarily struck off strength (T-SOS)
• 199 Arrears Pay - Retaken on strength (RE-TOS)
• 210 Retroactive Pay - Current fiscal year
• 211 Retroactive Pay - Prior fiscal year 1
• 212 Retroactive Pay - Prior fiscal year 2
• 213 Retroactive Pay - Prior fiscal year 3
• 214 Retroactive Basic Pay - Non superannuable

4. PROCEDURES/INSTRUCTIONS

4.1 Effective December 15, 2006, the new deduction code 5C6 "AJC" will be in effect in the RPS to commence the deduction for the first pay of January 2007 (Pay Period [PP] 01).

On December 20, 2006, the RPS will automatically commence the AJC deduction for all non-excluded employees of the LA group who are active or T-SOS for the first pay of January 2007 (PP 01).

For employees who were TOS in November or December 2006, the RPS will automatically commence the deduction for these accounts. Compensation advisors should verify these accounts to ensure that the deduction commences effective the first full month of employment as a member of the AJC bargaining unit.

4.2 The new deduction code 5C7 "AJC Arrears" will also be in effect in the RPS for the first pay of January 2007 (PP 01).

Effective on the first pay of January 2007, the RPS will automatically collect the arrears on a "one current, one arrears" basis for the last four pay periods of 2006 (PP 23 to PP26) for 7C, 7A and 7B pay accounts, using the pay data contained in the Register Database on December 20, 2006. The deduction of the arrears will be spread over four pay periods (PP01 to PP04, 2007).

For employees who were TOS in November or December 2006, the RPS will automatically commence the arrears deductions for these accounts. Compensation advisors should verify these accounts to ensure that the arrears are deducted properly.

For employees who are T-SOS or SOS in November or December 2006 and who must pay the union dues for November and/or December 2006, the RPS will automatically calculate and recover the arrears for these accounts. Compensation advisors should verify these accounts to ensure that the arrears are deducted properly.

4.3 For any transactions input in the RPS after December 20, 2006, for new employees in the LA group, it will be the compensation advisor's responsibility to commence the deduction for the AJC using the deduction code 5C6, with rate base "P" and rate "0.75".

For any transactions input in the RPS after December 20, 2006, the compensation advisor will also be responsible for collecting any arrears on a monthly basis, using code 5C7, with rate base "6"or "0".

| 4.4 For additional information regarding union dues deductions, compensation advisors should refer to the Personnel-Pay Input Manual (PPIM) sections 5-4, 14-5-1, 14-5-5, 4-4-16-1, 4-4-16-2 and 4-4-17-1.

5. INQUIRIES

5.1 Any inquiries on the information contained in this document should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Original Signed by
B. Fortin

Brigitte Fortin
Acting Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): CJA DED 5C6 and 5C7