Status Change Transaction (STS)

The STS transaction is used to report all employee status changes.

Effective From Date

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

Example 1:

  • STS - 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:

  • STS - 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.

Change in Employee Type and/or Pension Type/Extensions of Employment

A STS transaction must be done when there is a change in the employee type and/or pension type.

Example 1 – Change in pension type and/or employee type:

  • Employee is hired from March 1st, 2011 to May 31, 2011.

    A TOS transaction with employee type G (Full Time Term - Specified period equal to or greater than three months but less than six months) and pension type 53 (Term/Casual  6 mths, F/T - P/T  12 hrs not grandfathered) are required, along with a salary (SAL) transaction.

  • Employee is extended from June 1st, 2011 to June 30, 2011 with no change in hours or salary since TOS.

    No transaction is required as there is no change in employee type, pension type, salary or SWW/AWW (Standard Work Week / Assigned Work Week).

  • Employee is extended from July 1st, 2011 to November 30, 2011 with no change in hours or salary since TOS.

    A Status Change (STS) transaction with an Effective From Date of September 1st, 2011 is required to change the pension type from 53 (Term/Casual  6 mths, F/T - P/T  12 hrs not grandfathered) to 01 (Service < 35 years Assigned Work Week (AWW  12 hours)) but no change in employee type.

  • Employee becomes indeterminate on October 1st, 2011 with a change in salary and hours of work.

    A STS transaction with an Effective From Date of October 1st, 2011 is required to change the employee type from G to A and a SAL transaction is required to change the salary and the SWW/AWW.

Example 2 –Change in employee type:

  • Employee is hired from January 1st, 2011 to March 31st, 2011.

    A TOS transaction and a SAL transaction with an Effective From Date of January 1st, 2011 with employee type G (Full Time Term - Specified period equal to or greater than three months but less than six months) and pension type 53 (Term/Casual  6 mths, F/T - P/T  12 hrs not grandfathered) are required.

  • Employee is extended from April 1st, 2011 to March 31st, 2012 with no change in hours of work or salary since TOS.

    A STS transaction with an Effective From Date of April 1st, 2011 is required to change the employee type from G (Full Time Term - Specified period equal to or greater than three months but less than six months) to S (Full Time Term - Specified period of more than six months) and the pension type from 53 to 01.

  • Employee becomes indeterminate on July 15th, 2011 with a change in salary and hours of work.

    A STS transaction effective July 15th, 2011 is required to change the employee type from S (Full Time Term - Specified period of more than six months) to A (Full Time Indeterminate). A SAL transaction is required to change the salary and SWW/AWW. There is no change required to the pension type since it continues as pension type 01 (Service < 35 years Assigned Work Week (AWW  12 hours)).

Example 3 – Change in pension type:

Employee reaches 35 years of service. Upon receipt of notification from the Public Works and Government Services Canada (PWGSC) Pension Centre, a STS transaction is required to change the pension type from 01 (Service < 35 years Assigned Work Week (AWW  12 hours)) to 03 (Service > 35 years (1% contribution)) effective the date provided on the notification. The employee type does not change.

Multiple Changes

  • Report one STS transaction for multiple changes if the Effective From Date is the same.

    Example: Name change, marital status and province of residence.

  • Report separate STS transactions if the Effective From Date is not the same.

Change in Hours of Work

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 AWW/SWW change, a Status Change (STS) transaction will also be required to amend the Employee Type.

Change in Hours can be reported by doing a Status Change (STS) transaction or a Salary (SAL) transaction.

Example using the Status Change (STS) transaction:

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.

Example using the SAL transaction for Change in Hours of Work:

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 (commence)

    • 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: 25.00

Non Standard Work Week (NSWW) Change

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

Example using the STS transaction:

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.

Example using the SAL transaction:

The NSWW  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 (commence)

    • 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): 37.50
    • Non Standard Work Week (NSWW): 2

Amending a Taken on Strength (TOS) Date

To change the Effective From Date of a previous TOS, the following STS transactions are required:

  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.

Amending a Struck off Strength (SOS) Date

To change the Effective From Date of a previous SOS, the following inputs are required in the status screen:

  1. Input the originally reported SOS 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 SOS Date field.

Extension of Employment

If the employee's term/casual position is extended or changed to an indeterminate position, report a STS transaction with all appropriate fields completed. Note: if employee is being extended with no change in employee type or pension type, then no input is required.