CD 2011-016

Subject: New Edit on Date of Birth for Taken on Strength and Transfer-In Transactions

August 29, 2011

1. Purpose

1.1. The purpose of the directive is to explain the new edit on the date of birth (DOB) for Taken on Strength (TOS) and Transfer-In (TIN) transactions.

2. Background

2.1. Currently, there are very few edits on the DOB in the Regional Pay System (RPS). Those transactions that require the DOB in field 16, such as TOS/Pay Action Code (PAC) 01 and TIN/PAC 04 are not validated against the DOB that may reside in the Central Index System (CIS) and are thus processed by the RPS even if the information differs. As of June 27, 2011, the day and month of birth must always be entered when a Personal Record Identifier (PRI) is created in the CIS. Details on this change can be found in the CD 2011-015.

A new edit in the RPS has been created allowing changes to the day and month of birth on TOS and TIN transactions. This enhances the validation and identification process for employee information.

3. Procedures

3.1. Effective August 30, 2011, the RPS will validate the day and month of birth information on TOS and TIN against the DOB that already exists in the CIS for the same PRI.

3.1.2. We recommend that the compensation advisor (CA) verifies the DOB in the CIS before entering the TOS or TIN transaction.

3.1.3. If there is no DOB for a PRI that currently resides in CIS, there will not be an edit of the DOB on the TOS or TIN transaction. The CIS will be updated with the day and month of birth submitted on the TOS or TIN transaction.

3.1.4. If the DOB on the TOS or TIN transaction matches the DOB information in the CIS , there is no message that is displayed, as indicated in section 4. In addition, batch or Peoplesoft departments, will not be required to enter information in field 69 (Particular), as indicated in section 5.

3.1.5. If the DOB on the TOS or TIN transaction doesn't match the DOB in the CIS , the CA will be prompted to answer whether the DOB reflected on the TOS or TIN transaction should replace the information in CIS. For detailed instructions, please refer to section 4. for online clients or section 5. for batch and Peoplesoft clients.

4. Online Clients

4.1. When the CA enters a TOS/PAC 01 or a TIN/PAC 04 transaction, and the DOB does not match the DOB in the CIS, the following message will be displayed:

4.2. TOS - If the DOB is incorrect in CIS and the accurate information is captured in the TOS, the CA will answer "Y" (Yes) in the first position (left justify-position 1) of field 69 (Particular). This will generate a transaction to modify the DOB in CIS to reflect the same DOB reported on the TOS transaction. TIN - If the DOB is incorrect in CIS and the accurate information is captured in the TIN the CA will answer "Y" (Yes) in the last position (right justify-position 10) of field 69 (Particular). This will generate a transaction to modify the DOB in CIS to reflect the same DOB on the TIN transaction.

When the value "Y" (Yes) is entered, the RPS will generate a Status Change (STA)/PAC 12A/F16 transaction that will repeat the information contained in field 16 of the TOS or TIN transaction in order to modify the DOB. This automated transaction will be held in the system until the next run and will update the DOB in the CIS.

4.3. If the CA answers "N" (No), the following message will be displayed:

The RPS will bring the user back to the transaction in order to correct the data entry in field 16. This transaction will be validated against the Information in CIS and when it matches, the transaction will process.

4.4. The value "Y" (Yes) or "N" (No) MUST be entered for all TOS or TIN transactions where the DOB in field 16 doesn't match the DOB residing on the CIS. If it is left blank, the transaction will be rejected with the following error message:

5. Batch and Peoplesoft Clients

5.1. When the CA submits a TOS/PAC 01 or TIN/PAC 04 transaction, the RPS will validate the DOB on the next processing update.

5.2. If the DOB on the TOS or TIN doesn't match the information on CIS , the transaction will be rejected and an Error Analysis Report will be produced for the department with the following error message:

5.3. TOS - If the DOB is incorrect in CIS and the accurate information is captured in the TOS , the CA will answer "Y" (Yes) in the first position (left justify-position 1) of field 69 (Particular). This will generate a transaction to modify the DOB in CIS to indicate the same DOB on the TOS transaction.

TIN - If the DOB is incorrect in CIS and the accurate information is captured in the TIN the CA will answer "Y" (Yes) in the last position (right justify-position 10) of field 69 (Particular). This will generate a transaction to modify the DOB in CIS to indicate the same DOB on the TIN transaction.

5.4. The value "Y" (Yes) or "N" (No) MUST be entered in field 69 for all TOS or TIN transactions where the DOB in field 16 doesn't match the DOB in the CIS. If it is left blank, the transaction will be rejected with the following error message:

5.5. If the value in field 69 is other then "Y" (Yes) or "N" (No) the transaction will reject with the following error message:

5.6. When the value in field 69 is "Y" (Yes) or "N" (No), the RPS will generate a STA/PAC 12A/F16 transaction that will repeat the information contained in field 16 of the TOS or TIN transaction in order to modify the DOB. This automated pay transaction will be held by the system until it is processed and will update the DOB information in the CIS.

6. Personnel-Pay Input Manual (PPIM)

6.1. The PPIM will be updated to reflect the information contained in this Directive.

7. Inquiries

7.1. Any inquiries on the information contained in this document should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Reference(s): CJA