CD2014-009

Subject: Completing the "Next Statutory Increase Date" (status field 50)

Date: August 12, 2014. Updated November 21, 2014

1. Purpose

Updated 1.1. The purpose of this directive is to provide information to compensation advisors on processing statutory increases in the Regional Pay System (RPS) for accounts that have not reached the last step in the scale of rates or the maximum of the salary range. The purpose of this directive is also to provide instructions on completing the Next Statutory Increase Date (Field 50) to facilitate the transition to Phoenix since field 50 requires a date.

2. Background

2.1. Currently, compensation advisors record information about an employee's next statutory increase date on the pay card or e-pay card. Internal reports are produced regularly to keep track of the increments to be implemented.

Updated 2.2. Phoenix, the new pay system, will be implemented in three roll-outs, starting on July 1, 2015. Once Phoenix is fully implemented, the increment process will be an automated process.

2.3. In the RPS, the Next Statutory Increase Date field (50) is not mandatory and therefore, has not always been completed and updated.

3. Policy

3.1. Most collective agreements include scales or ranges of salary, which describe an employee's entitlement to an increase based on anniversary date. They also give instructions on when the employee is authorized to move from one step to the next.

4. Procedures and Instructions

4.1. Whenever a compensation advisor reports a transaction on the account of an employee who has not yet reached the last step of the applicable salary scale, the Next Statutory Increase Date field (50) must be completed. In the RPS, this field does not generate a pay transaction to change the rate of pay to the next salary increase. Instead, it serves as a reminder. Going forward, it is important to assure that all accounts which will be due an increment have this field completed by their compensation advisor.

Updated 4.2. Once the conversion of the data from the RPS to Phoenix is complete, Phoenix will use the information in the Next Statutory Increase Date field (50) to automatically process increments for valid dates only.

4.3. The Next Statutory Increase Date field (50) must be completed using six digits; DDMMYY, e.g. December 8, 2014: 08 (day), 12 (month), 14 (year).

Updated 4.4. Whenever an employee moves between positions, for example, in the case of an extended acting assignment, promotion, deployment, the Next Statutory Increase Date field (50) must be completed if the employee's salary is not at the maximum level of the salary scale. Once the employee returns to their substantive position, if their regular pay is not yet at the maximum step of their pay scale, the Next Statutory Increase Date field (50) must be completed.

Updated 4.5. When the Next Statutory Increase Date field (50) is on the screen for the transaction the compensation advisor is processing, input the actual Next Increment Date or if the employee is at the maximum, input 31-12-9999.

Updated 4.6. If you have a pay account that contains an older date, no action is required since Phoenix will accept it and recognize that no action is required.

5. Inquiries

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

Original Signed by
Carrie E. Roussin

Carrie E. Roussin
Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): CJA