ARCHIVED CD 2010-001

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January 18, 2010 (Revised April 15, 2010)

SUBJECT: Regional Pay System Changes - New Primary Edits

1. PURPOSE

1.1. The purpose of this directive is to provide compensation advisors with information regarding the creation of new primary edits in the Regional Pay System (RPS). These changes will be effective on February 2, 2010.

2. BACKGROUND

2.1. These changes will improve data integrity in the RPS as well as in the Pension System.

3. POLICY

3.1. These new primary edits will apply to certain fields that relate to the following pay transactions and will improve data integrity of compensation information in the system. Pay actions as they appear in the system:

• Taken On Strength (TOS),
• Struck Off Strength (SOS),
• Transfer In (TIN),
• Miscellaneous Staffing Action (MSA),
• Status change (Misc.) (STA),
• Temporarily Struck Off Strength (TSO),
• Reduction Commence (REC),
• Entitlement Commence (ENC),
• Entitlement Amend (ENA), and
• Revert To Basic Pay (RBP).

4. PROCEDURES/INSTRUCTIONS

4.1. New edits for certain fields have been created and data must be correct in order to accept and process pay transactions. A new warning message was also created and only applies to the following pay transaction: "Revert to Basic Pay" (RBP) from education leave.

For online input clients, the reject messages will be displayed online upon input. As for batch and bulk input clients, the reject message will be sent to the client department along with an Error Analysis Report.

Departments are responsible for correcting these pay transactions before they can be processed. Refer to the Personnel-Pay Input Manual (PPIM) Chapter 7 for additional information.

4.2. TOS, TIN and STA Pay Transactions

On a TOS, TIN or STA pay transaction, two error messages will be produced if field 22 (marital status) and field 24 (sex) are not completed properly.

4.2.1. Field 22 - Marital Status

On TOS, TIN or STA, marital status field 22 must be equal to 1, 2, 3, 4 or 5; otherwise, the pay transaction will reject and the following error message will be produced:

• R01 - OUT OF VALID RANGE / HORS DES LIMITES VALIDES

On TOS or TIN, STA (batch mode only), if the marital status (field 22) is left blank, the pay transaction will reject and the following error message will be produced:

• M01 - MANDATORY FIELD MISSING / ZONE OBLIGATOIRE MANQUANTE

4.2.2. Field 24 - Sex

The valid values are 1 (male) and 2 (female). On TOS, TIN or STA, the sex code (field 24) must be equal to 1 or 2; otherwise, the pay transaction will reject and the following error message will be produced:

• R01 OUT OF VALID RANGE / HORS DES LIMITES VALIDES

On TOS, TIN or STA (batch mode only), if the sex code (field 24) is left blank, the pay transaction will reject and the following error message will be produced:

• L13 - MANDATORY FIELD MISSING / ZONE OBLIGATOIRE MANQUANTE

4.2.3. Field 37 - Death Benefit Eligibility and Field 39 - Pension Type Code

On a TOS or TIN pay transaction, if field 39 (Pension Type Code) indicates one of the following codes, field 37 (Death Benefit Eligibility) must indicate a code 2 (non-participant); otherwise, the pay transaction will reject and the following error message will be produced:

• RA9 - INVALID PENSION TYPE CODE/SDB COMBINATION / COMBINAISON TYPE DE CODE DE PENSION/PD INVALIDE

4.2.4. On a STA pay transaction, if field 37 (Death Benefit Eligibility) indicates a code 1 (participant), Field 39 (Pension Type Code) on the Master Employee Record (MER) must not indicate the codes listed below; otherwise, the pay transaction will reject and the following error message will be produced:

• RA9 - INVALID PENSION TYPE CODE/SDB COMBINATION / COMBINAISON TYPE DE CODE DE PENSION/PD INVALIDE

Pension Type Codes

• 52 - In a class to be designated as a contributor
• 54 - On loan to the public service - Contributes to an outside plan
• 55 - Contributing to another federal pension plan (e.g. Canadian Forces, RCMP, etc.)
• 56 - Part-time employee working less than 12 hours, and grandfathered part-time employees working 12 hours or more but less than 30 hours and opted "out" of PSSA
• 57 - Locally engaged outside Canada
• 58 - Employed on an as required basis
• 59 - AB initio (non-employees) in BUD 99400
• 60 - Seasonal - Under six months service
• 61 - A Lieutenant-Governor or House of Commons sessional employee, who has elected not to contribute

4.3. SOS - Reason Code

When an employee is SOS, and the employee type code (field 31) on the MER is X, the reason for leaving (field 48) must indicate 32 (retroactive pay adjustment) or 17 (death); otherwise, the pay transaction will reject and the following error message will be produced:

• RB1 - REASON FOR LEAVING INVALID FOR EE TYPE CODE 'X' / MOTIF DE DEPART INVALIDE POUR LE TYPE DE CODE EE 'X'

4.3.1. SOS - Date of birth or adoption of a child

When an employee is SOS, the SOS effective date entered in field 63 must be greater than the date of birth or adoption of a child when completed in positions 3 to 8 of field 71 (accounts coding), otherwise, the pay transaction will reject and the following error message will be produced:

• RB2 - SOS EFF DATE MUST BE> DOB / ADOPTION OF A CHILD DATE / DATE EFF DU RE DOIT ETRE> DDN OU DATE D'ADOPTION DE L'ENFANT

4.4. MSA - Standard work week (SWW) / Assigned Work Week (AWW)

When an MSA is processed and the pay transaction's standard work week (SWW) and/or assigned work week (AWW) is not equal to the SWW/AWW on the MER and the pension type code (field 39) contains a value of 62, the pay transaction will reject and the following error message will be produced:

• RB 3 - SWW/AWW CANNOT BE MODIFIED WHEN PENSION TYPE CODE EQUALS 62 / SNT/SDT NE PEUX ETRE MODIFIE SI LE TYPE DE CODE DE PENSION EST EGAL A 62

4.5. STA - Amending TOS date

It will not be possible to amend the TOS date while the employee is in pending SOS status (i.e. TSO for reasons of leave without pay equals Y [pending SOS ]). If field 62 of the pay transaction STA equals 106 (TOS date) and field 107 (activity status code) on the MER equals T (temporarily struck-off-strength) with T- SOS reason code "Y" in field 109 (reason for T SOS), the pay transaction will reject and the following error message will be produced:

• U32 - REJECTED TOS DATE CHANGE - ACCOUNT IN SOS OR TSO S STA TUS / CHANGEMENT DE DATE PE REJETE - COMPTE EN SITUATION RE OU TRE

4.6. TSO - Overlapping of Leave Without Pay (LWOP)

If a TSO is input when the LWOP reason is other than "Y" and salary service records already contain DED/ENT codes 306 (leave with income averaging) or 077 (educational leave allowance) for LWOP periods that are overlapping or after the TSOS effective date, the pay transaction will reject and the following error message will be produced:

• Q18 - TSO FROM DATE = OR < EXISTING LWOP RECORD / DATE EN VIGUEUR DU T-RE = OU < LIGNE CNP EXISTANTE.

4.7. REC (LWOP) - Overlapping of LWOP

In situations where a recovery of LWOP (code 301) is input and there is an overlap with an existing period of leave with income averaging (LIW - code 306), a period of education leave (ENC 077), or another period of LWOP (code 301), the REC (LWOP) will reject and the following message will be produced:

• Q01 - LWOP TRANSACTION OVERLAPS AN EXISTING LINE / MOUVEMENT CNP CHEVAUCHE UNE LIGNE EXISTANTE

4.8. REC - LIW - Overlapping of LWOP

Currently, there are no RPS edits that prevent the input of LWOP for leave with income averaging when the LIW period overlaps previously reported LWOP. Therefore, when a LIW is input that overlaps another period of LWOP then the pay transaction will reject. This includes periods of education leave reported with an ENC 077, LWOP reported with a REC 301 or LWOP reported with a TSO or another existing period of LWOP LIW code 306. The following error message will be produced:

• Q01 - LWOP TRANSACTION OVERLAPS AN EXISTING LINE / MOUVEMENT CNP CHEVAUCHE UNE LIGNE EXISTANTE

4.9. ENC 077 - Education leave

The ENC 077 pay transaction (reported as open or closed period) will reject when overlapping an existing LWOP codes 301 or 306 or another period of educational leave 077 on salary/service history. The following error message will be produced:

• Q36 - TRANSACTION OVERLAPS AN EXISTING LINE / MOUVEMENT CHEVAUCHE UNE LIGNE EXISTANTE.

4.10. ENC - 10-day eligibility rule entitlements

A rate base 0 (lump sum) is no longer allowed on an ENA and ENC for the following entitlement codes. If rate base 0 is entered, the pay transaction will reject and the following error message will be produced:

• F35 - RATE BASE NOT VALID FOR DED/ ENT / BASE TAUX INVALIDE POUR CE RET/VERS.

| Codes regarding the 10-day eligibility rule entitlement

• 006 - Offender Supervision Allowance
• 022 - First Aid to the General Public
• 042 - Penological Factor Allowance
• 141 - Bilingual Bonus
• 229 - Monthly Terminable Allowance
• 234 - Recruitment/Retention allowance
• 235 - Development of Employees and Examiner Premium

4.11. RBP - Reverting to Basic Pay from education leave

When an employee reverts back to his substantive position after being on educational leave (code 077) and the value in field 039 (pension type code) on the MER equals 62 or 66, the transaction will still process but the following warning message will be produced:

• WT3 - PENSION TYPE CODE CHANGE REQUIRED / MODIFICATION TYPE DE CODE DE PENSION REQUIS

5. INQUIRIES

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

Original Signed by
B. Fortin

Brigitte Fortin
Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): Reference(s): CJA 9021-1