Salary Transaction (SAL)

The SAL is used to report employees' base salary and pensionable allowances, including pensionable lump sum allowances. A salary transaction should be reported each time an employee's base salary or pensionable allowance changes.

Salary Transaction - Modifier Code

The SAL transaction can perform the following changes:

  • Commence (add a new salary record) or;
  • Delete (delete an existing salary record).

The Modifier Code C is used to commence a new salary transaction and will automatically close the previously posted salary record.

The Modifier Code D is used to delete a previously posted salary record if the previous data was incorrect. The Modifier Code D may be followed by a Modifier Code C transaction(s). When using Modifier Code D, it is important to use the exact same Effective From Date, and Salary Type previously posted in Penfax.

When to Report a Salary Transaction

Salary types, including allowances, have to be reported for new employees. Any changes in salary or allowances also need to be reported.

Taken on Strength (TOS) Salary Reporting:

  • 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.

Example:

Employee hired as a casual for 4 months – March 1st, 2011 to June 30th, 2011. Process a TOS and SAL transaction for the employee.

Step 1 (TOS Transaction):

  • Effective From Date: 2011/03/01 – AM/PM indicator (1 or 2)
  • Effective To Date: 2011/06/30 – AM/PM indicator (1 or 2)
  • 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)
  • Pension Type Code: 53 (Term/Casual  6 mths, F/T - P/T  12 hrs not grandfathered)

Step 2 (SAL Transaction):

Modifier Code: C

  • Salary Type: 001
  • Effective From Date:  2011/03/01 – AM/PM indicator (1 or 2)
  • Effective To Date: blank (for open salary record)
  • Salary Amount: 50000.00

How to Commence a Salary/Allowance

To commence a salary or pensionable allowance record, a SAL transaction must be processed using the Modifier Code C.

NOTE: The Effective From Date must be prior to the Struck off Strength (SOS) date when reporting retro-active salary/allowance after a termination of employment (SOS transaction).

A salary or allowance can be reported as an open or closed record. To report an open salary record, the Effective To Date needs to be blank. To report a salary that is closed and in the past, the Effective To Date also needs to be populated.

Example for How to Commence a Salary/Allowance:

Open Salary:

Modifier Code: C

  • Salary Type: 001
  • Effective From Date:  2011/03/01 – AM/PM indicator (1 or 2)
  • Effective To Date: blank (for open period)

Closed Salary:

Modifier Code: C

  • Salary Type: 001
  • Effective From Date:  2011/03/01 – AM/PM indicator (1 or 2)
  • Effective To Date: 2011/06/30 – AM/PM indicator (1 or 2)

* all other fields pertinent to a salary transaction must also be completed (ex: rate base, Standard Work Week (SWW))

How to Amend an Existing Salary/Allowance

To amend a salary or pensionable allowance record, a SAL transaction must be processed using the Modifier Code C as well as D in some situations. The Effective From Date, Effective To Date and Salary Type used in the transaction need to match the original dates reported in Penfax; if not, the transaction will reject.

Example 1 (amendment to salary, same from and to dates):

  • Salary posted to Penfax: 2010/06/01 to 2010/06/30 at $60,000.00
  • Salary needs to be amended to: 2010/06/01 to 2010/06/30 at $55,000.00
  • Modifier Code: C
  • Salary Type: 001
    • Effective From Date: 2010/06/01 - AM/PM indicator (1 or 2)
    • Effective To Date: 2010-06-30 – AM/PM indicator (1 or 2)
    • Salary Amount: $55,000.00

* all other fields pertinent to this salary line must also be completed (ex: rate base, Standard Work Week (SWW))

Example 2 (amendment to salary and the from and to dates):

  • Salary posted to Penfax: 2010/02/18 to 2010/04/28 at $50,000.00;
  • Salary needs to be amended to: 2010/02/18 to 2010/03/31 at $45,000.00 and from 2010/04/01 to 2010/04/28 to $50,000.00;
  • First delete original Salary and then create new one
  • Modifier Code: D
    • Salary Type: (mandatory, must match original)
    • Effective From Date: 2010/02/18 (mandatory, must match original)
    • AM/PM indicator: 1 or 2
    • Effective To Date: blank – AM/PM indicator (blank)
    • Salary Amount: blank
  • Modifier Code: C
    • Salary Type: 001
    • Effective From Date: 2010/02/18 – AM/PM indicator (1 or 2)
    • Effective To Date: 2010/03/31 – AM/PM indicator (1 or 2)
    • Salary amount: $45,000.00
  • Modifier Code: C
    • Salary Type: 001
    • Effective From Date: 2010/04/01 - AM/PM indicator (1 or 2)
    • Effective To Date: 2010/04/28 - AM/PM indicator (1 or 2)
    • Salary Amount $50,000.00

* all other fields pertinent to these salary lines must also be completed (ex: rate base, Standard Work Week (SWW))

How to Close a Salary/Allowance

Closing a salary or allowance can be done using different transactions depending on the employee's situation.

  • For an employee who's terminating, the SOS transaction closes the salary and/or allowance(s) that are still open.
  • Commencing a new salary will close the previously open salary record
    • Acting Pay Example:

      To end a period of on-going acting pay and to reinstate the salary, a SAL transaction must be processed with the Effective From Date of returning to the original substantive position. A Status Change (STS) transaction must also be entered to reinstate the classification of the original substantive position

  • Commencing a new allowance (different type) will not close an ongoing allowance (ie. on going bilingual bonus; adding a dirty work allowance). To close an allowance for an active employee, commence a SAL transaction using the Effective From Date and Salary Type previously posted on Penfax. The Effective to Date should be the date the allowance ends; posting an end date closes the open period.

How to Delete a Salary/Allowance

To delete a previously posted salary record, an SAL transaction is required using the Modifier Code D. When using Modifier Code D, it is important to use the exact same Effective From Date and Salary Type previously posted to Penfax.

Example (closed period):

  • Basic Pay Salary (Salary Type 001) posted to Penfax needs to be deleted: 2012/01/04 to 2012/01/17 at $50,000.00;
  • Modifier Code: D
    • Salary Type: 001 (mandatory, must match original)
    • Effective From Date: 2012/01/04 (mandatory, must match original)
    • AM/PM indicator: 1 or 2
    • Effective To Date: blank
    • AM/PM indicator: blank
    • Salary Amount: blank

Example (open period):

  • Open Bilingual Bonus (Allowance code 141) posted to Penfax needs to be deleted:
    2012/01/04 to (open)
  • Modifier Code: D
    • Salary Type: 141
    • Effective From Date: 2012/01/04 - AM/PM indicator (1 or 2)
    • Effective To Date: blank

How to Report a Change in Hours

All change in hours need to be reported as this may have an impact on the employee's eligibility to contribute. If the Employee Type changes as a result of the (Assigned Work Week) AWW/SWW change, a STS transaction will also be required to amend the Employee Type.

Change in Hours can be reported by doing a SAL transaction or a STS transaction.

Example using the SAL transaction for How to Report a Change in Hours:

The AWW/SWW were entered incorrectly and posted to Penfax for the period from 2010/02/18 to 2010/04/28. The hours of work reported were 30 hours per week when it should have been 25 hours per week with no change in the employee type.

  • Modifier Code: C
    • Salary Type: (mandatory, must match original)
    • Effective From Date: 2010/02/18 – AM/PM indicator (1 or 2)
    • Effective To Date: 2010/04/28 – AM/PM indicator (1 or 2)
    • Salary amount: $45,000.00
    • Standard Work Week (SWW): 37.50
    • Assigned Work Week (AWW): 25.00

Example using the STS transaction for How to Report a Change in Hours:

The employee changes from a full-time indeterminate position to a part-time indeterminate position with a change in hours of work from 37.5 to 30 per week with no change in salary.

  • Enter a STS transaction to change:
    • Employee Type A (Full Time Indeterminate) to Employee Type B (Part Time Indeterminate);
    • Assigned Work Week (AWW) from 37.50 to 30.00.

How to Report a Non-Standard Work Week Change

Change to the Non-Standard Work Week field can be reported by doing a SAL transaction or a STS transaction.

Example using the SAL transaction for How to Report a Non-Standard Work Week Change:

The Non-Standard Work Week was entered incorrectly and posted to Penfax for the period from 2010/02/18 to 2010/04/28. The field was entered as code 1 (Yes, employee works a Non standard work week) when it should have been entered as a code 2 (No, employee works a Standard work week).

  • Modifier Code: C
    • Salary Type: (mandatory, must match original)
    • Effective From Date: 2010/02/18 – AM/PM indicator (1 or 2)
    • Effective To Date: 2010/04/28 – AM/PM indicator (1 or 2)
    • Salary amount: $45,000.00
    • Standard Work Week: 37.50
    • Assigned Work Week: 37.50
    • Non Standard Work Week (NSWW): 2

Example using the STS transaction for How to Report a Non-Standard Work Week Change:

The employee changes from a non standard work week (NSWW) code 1 to a standard work week (SWW) code 2 effective 2010/04/28.

  • Enter a STS transaction with Effective From Date 2010/04/28 to change NSWW to code 2.