Taken on Strength Transaction (TOS)

The TOS transaction is used to report all new and rehired employees regardless of their employment status (e.g. employees with terms of less than six months, casual employees and as required (on call) employees). The TOS transaction will automatically update the Employee file (EMP).

It is important to remember that the TOS transaction is the first transaction to be done before any salary or contributions can be posted. Any transactions done for a member not yet TOS will reject.

Taken on Strength Date

Penfax will reject all transactions (TOS, SOS (Struck of Strength), STS (Status Change)) if the Effective From Date is greater than 30 days from the date you upload the file.

Example 1:

  • TOS - November 01, 2010
  • Upload to Data Capture Tool (DCT) - October 01, 2010

As there are more than 30 days between October 01, 2010 and November 01, 2010, this will generate an error in Penfax.

Example 2:

  • TOS - December 01, 2010
  • Upload to DCT - November 24, 2010

As less than 30 days between November 24, 2010 and December 01, 2010, this will then post to Penfax.

Amending the Taken on Strength Date

To change the Effective From Date of a previous TOS, a STS transaction is required with the following inputs:

  1. input the originally reported TOS date in the field Effective From Date;

  2. input the AM/PM indicator in the field AM/PM;

  3. input the new date in the TOS Date field.

Other Transactions to be Reported with a TOS Transaction

A Salary (SAL), Contributions (STA) and Address (ADR) transaction should be reported with a TOS transaction.


Employee hired as a casual for 4 months - March 1, 2011 to June 30, 2011.

TOS Transaction:

The Effective From Date is March 1, 2011 and the Effective To Date is June 30, 2011 with Employee Type code K (Full Time Casual – Specified period not to exceed 90 working days in one calendar year in any particular department or other organization.) and Pension Type code 53 (Term/Casual  6 mths, F/TP/T  12 hrs not grandfathered). The Effective To Date in the TOS transaction is for edit purposes only and is not used to track periods of employment.

  1. Salary transaction (SAL):

    • Report the corresponding salary data in the same update as the TOS.

    • Report an open salary record for every type of TOS, including when a TOS is input for an employee in qualifying status. The Effective To Date needs to be blank for an open salary record.

    • The Scheduled Work Week (SWW) and the Assigned Work Week (AWW) should agree with the Employee Type and Pension Type input on the TOS.

    • The Effective From Date is March 1, 2011 and the Effective To Date is blank for an open salary record.

  2. Contributions transaction (STA):

    • Contributions must be reported according to your pay cycle schedule (weekly, biweekly, or monthly).

    • The Effective From Date is March 1, 2011 and the Effective To Date is the last day of the pay period.

  3. Address transaction (ADR):

    • The Address should be reported with the TOS but may also be reported at any time.