ARCHIVED CD 2007-009

This Web page has been archived on the Web.

May 8, 2007

SUBJECT: Option to Stop the Printing of the Statement of Earnings (Pay Stub)

NOTE: The information contained in this Compensation Directive only applies to departments and agencies that have access to the Compensation Web Applications (CWA).

1. PURPOSE

1.1 The purpose of this directive is to provide information to compensation advisors regarding an enhancement to the Statement of Earnings (Pay Stub) Web application which provides employees and compensation advisors with the option to stop the printing of the pay stub.

2. BACKGROUND

2.1 The option to stop the printing of the pay stub is an expansion to the existing Statement of Earnings (Pay Stub) Web application which allows employees to view current year and previous year pay stubs. The main objective for providing this additional functionality is to reduce the number of pay stubs that are printed, thereby reducing the volume of paper being used and eliminating the handling and distribution required for these documents.

2.2 Currently the direct deposit (DD) option is only available for regular pay for most client departments and agencies. The option to stop the printing of the pay stubs will be available for all payments made using DD. As DD for supplementary payments becomes available, the option to stop the printing of the pay stub for supplementary payments will also be available.

3. STOP PRINT FEATURE

3.1 Employees are able to view the details of their pay stub using the Statement of Earnings (Pay Stub) Web application. This application was enhanced to allow employees the option to stop the printing of their pay stubs for the regular and/or supplementary pay made by DD. Once the printing is stopped, employees will have the option to reactivate the print of their pay stubs, if required.

3.2 Compensation advisors who have access to the CWA will be able to change the print options on behalf of their employees. This facility is also available to all compensation advisors using the on-line pay system (DFT screen). However, compensation advisors within departments who do not have access to the CWA, should not use this functionality since their employees will not be able to view their pay stubs on the Web.

3.3 A bulk change facility is also available to change the indicator upon request by departments.

4. PROCEDURES/INSTRUCTIONS

4.1 The option to stop the printing of the pay stub is available to employees and compensation advisors by selecting the "Statement of Earnings (Pay Stub)" link and following the instructions.

4.1.2 The Regional Pay System (RPS) will use the existing Master Employee Record (MER) DD indicator fields for Regular Pay (MER Element 951) and Supplementary Pay (MER Element 980) to control the printing of the pay stubs. The current codes for the DD indicators are as follows:

• "1" DD active; pay stub is printed
• "2" DD inactive; employee paid by cheque
• "3" DD temporarily suspended due to strike

  A new code (4) will be used in the DD fields for regular pay and supplementary payments on the MER to indicate that the pay stub is not printed.

• "4" DD active; do not print pay stub

4.1.3 The option to stop the printing of the pay stub will only be available for DD payments. If only the regular pay or the supplementary payment is DD, then the pay stub will be stopped for the DD payment only, the other will continue to be paid via cheque with a printed stub. If both the regular pay and supplementary payments are DD and the stop the printing of the pay stub option is chosen, both pay stubs will be stopped.

4.1.4 If the employee chooses to stop the printing of his pay stubs, the Web application will create a pay action code (PAC12) transaction to change the DD indicator in MER elements 951 and/or 980 to "4" (DD active; do not print pay stub) where the previous value was "1"(DD active; pay stub is printed). If both elements had a value of "1" (DD active; pay stub is printed), then two transactions will be generated; one for each element.

4.1.5 To reactivate the printing of the employee's pay stub, the Web application will create a PAC12 transaction to change the DD indicator in MER elements 951 and/or 980 to "1" (DD active; pay stub is printed) where the previous value was "4" (DD active; do not print pay stub). If both elements had a value of "4" (DD active; do not print pay stub), then two transactions will be generated, one for each element.

4.1.6 If both MER elements 951 and 980 indicators are "2" (DD inactive; employee paid by cheque) or "3" (DD temporarily suspended due to strike), the option to stop the printing of the pay stub will not be available.

4.1.7 If the employee chooses to stop the printing of his pay stub and a payment is subsequently intercepted or rejected, the payment will be issued by cheque along with the pay stub and the DD indicator(s) will be reset to "2" (DD inactive; employee paid by cheque). When the payment can resume by DD, the compensation advisor will reset the DD indicator(s) back to "1" (DD active; pay stub is printed). The employee will then be able to re-select the option to stop the printing of his pay stub if he wants to continue with this option.

4.2. Reactivate Print Option

4.2.1 Once the stop the printing of the pay stub option is chosen, employees can opt to have the print reactivated, if required.

4.2.2 If the employee chooses to reactivate the print, the payment type that currently has the printing of the pay stub stopped (MER Element 951 and/or MER Element 980 = 4) will be changed to "1" to resume the printing of the pay stub.

4.2.3 Employees who choose to stop the printing of their pay stubs and who are subsequently transferred out (TOU) or struck off strength (SOS), with the exception of employees at the Canada Revenue Agency (CRA), will automatically have their DD indicators set to "2" (DD inactive; employee paid by cheque). A cheque will be produced and a paper statement will be printed. If the employee is temporarily struck off strength (T-SOS), the current DD indicator for regular pay (MER Element 951) will remain but the DD indicator for the supplementary pay will be set to "2" (DD inactive; employee paid by cheque).

4.2.4 CRA employees who opt to stop the printing of their pay stubs and who are subsequently SOS or T-SOS will have their DD indicators changed from "4" (DD active; do not print stub), to "1" (DD active; pay stub is printed) so that the DD remains active but the printing of the pay stubs is resumed. For T-SOS accounts, the DD indicator for regular pay will remain unaffected.

4.2.5 The printing of pay stubs that were stopped will resume automatically once the (TOU) transaction is processed within the pay system. Employees will need to re-select the option to stop the printing of the pay stub in the new department or agency, if they want to continue with this option provided the CWA are available in the new department.

4.3. Dual Remuneration

4.3.1 Employees in dual remuneration situations occupying two positions in two different departments, will have the option to stop or reactivate the printing of their pay stubs provided the CWA have been deployed in one of the departments. In this situation, if the employee opts to stop the printing of his pay stub, ALL payments made via DD in BOTH departments will be stopped. If the employee is SOS with the department where the CWA have been deployed and wishes to reactivate the printing of his pay stub in the other department, he will be required to request that his compensation advisor process the action on his behalf. The compensation advisor will be required to change the DD indicators from "4" (DD active; do not print pay stub) to "1" (DD active; pay stub is printed), using the DFT on-line screen.

5. COMMUNICATIONS

5.1 Your Corporate Compensation Office will be required to inform financial officers, cashiers and custodians that there will be a reduction in the number of envelopes that will be received for distribution as employees opt to stop the printing of their pay stubs.

6. INQUIRIES

6.1 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 9024-100-01