ARCHIVED CD 1996-026

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• Annex "A" - List of Reject and Warning Messages

June 4, 1996

Ottawa, Canada
K1A 0S5

SUBJECT: Salary-service Enhancements Data Integrity

1. PURPOSE

1.1 The purpose of this directive is to provide you with information concerning changes to the Regional Pay System (RPS). These changes will serve to ensure that cleaner data is entered immediately into the RPS which would subsequently provide better, more accurate and useful historical data. This historical data can then be utilized to provide more automation when retroactive payments are required, to update the pension quotation system with more complete information and to better assist in the automated process of the Public Works and Government Services Canada (PWGSC) 2000.

2. BACKGROUND

2.1 It has been identified that data currently resident on the PWGSC Compensation systems may be corrupt on certain employee accounts. This data has the effect of producing output, whether payments, rejects or other information, inaccurately. Furthermore, over the years departments and paying offices have found ways to use the Regional Pay System to overcome pay processing problems to achieve a desired payment result. This process caused corruption to down-line applications and systems such as Salary-service and Contributor. These down-line systems are used to support other operational activities such as pay retroactivity and pension processes and therefore must be accurate.

3. POLICY

3.1 Effective June 14, 1996, the Regional Pay System will be amended to ensure that transactions are correctly input and processed properly. In the past, many transactions while input properly by departments were rejected by the down-line systems and subsequently re-input by Pay Offices. Edits have been moved to the front-end (at input) so that once correctly completed, payments would process and down-line systems would be accurately updated without Pay Office intervention. This will have the effect of increasing service levels for Pay and Benefits Specialists and ultimately employees overall.

It must be noted that corrupt data may currently reside on the PWGSC Salary-service master file. Therefore, for the first few months valid transactions may not be accepted by the system. When this occurs, it is imperative that departments immediately contact their Pay Office to make the necessary corrections to the Salary-service file for affected employees so that the transactions can then be re-input and accepted. As the files get corrected, future corruption will be eliminated requiring fewer interventions by Pay Offices.Paying Offices have been advised that these requests are to be treated as urgent and corrected immediately.

3.2 Appropriate departmental training is in progress and manual changes will be issued shortly.

3.3 The following lists the screens, processes and transactions which have been affected by this initiative:

1. Entitlement Adjustment Screen (EAJ),
2. Reporting of Leave Without Pay (LWOP),
3. Reversal of LWOP,
4. Ongoing LWOP (new process),
5. Reversal of ongoing LWOP,
6. Pay Equity,
7. Struck off Strength (SOS) effective date in the past,
8. LWOP reporting on Temporary Struck off Strength (T-SOS),
9. On-line Salary-service Inquiry.

4. PROCEDURES/INSTRUCTIONS

4.1 Effective June 14, 1996, system changes will be implemented to reflect the following processes and procedures.

4.2. EAJ SCREEN

This screen has been modified to allow only the following entitlement codes to be input:

• 189 - Retroactivity on Taken on Strength (TOS),
• 199 - Retroactivity on RE-TOS,
• 148 - Maternity Allowance.

Departments using the EAJ screen to effect payments for entitlement codes 001, 002, 171 and 401-405 will now experience front end rejects preventing the transaction from processing. The appropriate action is to utilize the correct screens for these entitlement codes. This restriction was imposed since information input on the EAJ screen bypasses the Salary-service Master resulting in missing information and rendering certain future retroactive payments inaccurate.

When incorrect codes are used on the EAJ screen, Error message I03 "Invalid Deduction/Entitlement (D/E) code for this Pay Action Code (PAC)" will be produced on screen for the on-line clients. Procedures already outlined in the Personnel-Pay Input Manual must be followed for the transaction being input.

4.3. Reporting of LWOP (15C301)

The edit requirements have been enhanced to ensure that dates input correspond to the number and quantity of Days/Weeks input on the transaction. Edits on salary will be on the actual salary for the time period of the LWOP and not necessarily the current salary on the Pay Master file.

Hourly input has been enhanced to allow for reporting of compressed work week and shift work; i.e. employees could be working more than the standard work week as per their collective agreement (e.g. 9.33 hours).

It must be noted that for hourly reported LWOP, the difference between the number of days of LWOP on the transaction and the number of days in the from and to period on the transaction cannot exceed 2 days (based on the Assigned Work Week (AWW)) .

Example:

Employee's AWW = 30 hours, LWOP Effective from 21-08-95(1), LWOP Effective to 24-08-95(2), H/D/W = H, No. hours = 17 input.

The four day period noted above would calculate as 24 hours based on the AWW on the master of 30 hours. Based on the new edits, two days worth of hours would equal 12 hours. Therefore in the above example, since the difference between the number of hours of LWOP and the number of hours covered by the "from and to" dates on the transaction, does not exceed 2 days (based on the AWW), this transaction would be processed. Conversely, if the LWOP was 10 hours, the 2 day threshold would be exceeded and the input would be rejected.

This limitation has been imposed due to the fact that numerous departments input LWOP with a from/to period equal to a complete month, when the actual LWOP is less than the full month period. Consequently, future LWOP transactions input for that same month would reject in the downline systems and recorrupt the data.

4.4. Reversal of LWOP (18C401)

Front-end edits have been developed to ensure that when a reversal of a LWOP period is input, a matching period of LWOP must be resident on the Salary-service file. The LWOP reversal itself need not be for the full period but must be totally contained within a period on the master. For example:

• Original input is 15C301 01-08-95 (1) to 04-08-95 (2) = 4 days.
• Reversal period is input as 18C401 from 02-08-95 (1) to 03-08-95 (2)= 2 days.
• The system would then correctly reflect the actual period of LWOP as follows:

  15C301 01-08-95(1) to 01-08-95(2) = 1 day and 04-08-95(1) to 04-08-95 (2)="1" day.

The edit requirements have been enhanced to ensure that dates input correspond to the number of Days/Weeks input on the same transaction.

It must be noted that the current process of input of complete days or half days still exists. If LWOP is to be entered for fractions of a day (other than .50) "the number of hours" must be used as the proper manner of reporting.

4.5. Ongoing LWOP (15C383)

This code has been developed to allow for recovery of LWOP on an ongoing basis, rather than repeated closed period transactions. This occurs when an employee returns from a T-SOS period and takes repeated LWOP days; or when an employee "returns" to duty on rehabilitation leave.

Code 383 will be input on the existing reduction commence (REC) screen or via the current batch option.

The code may also be used for employees who wish to take ongoing periods of child care and nurturing leave (reason code A).

This code is treated in the same manner as code 301, whereby mandatory deductions such as tax, Canada Pension Plan (CPP), UIC, Public Service Superannuation Act (PSSA), Disability Insurance (DI) / Long Term Disability (LTD), DB and 4% are taken into consideration when the transaction is processing.

Code 383 can only be commenced on a current basis. Therefore, any LWOP that occurred in the past must continue to be input via PAC 15C 301.

Input is as follows: 15C 383 eff. from must be the start date of the current pay period and the to date must be an end date of a future pay period or can be left blank. Rate base must be in accordance with employee's basic rate. Rate amount must be current salary. If acting, the acting salary must be used. Hours, days, weeks indicator must be input and the number of H/D/W must reflect the exact reduction to be applied per pay period; i.e., if the employee is taking 2 days of LWOP per pay period, 2 days must be highlighted in this area. The appropriate reason code must be reflected.

Again, please note that only complete days or half days may be input. Any other fraction of a day must be entered as hours. If an employee has additional LWOP during the ongoing period, the 15C301 will process without impacting the ongoing LWOP action (15C383). A warning message is issued advising that another LWOP has been entered. If the 15C301 transaction is correct, disregard the message.

If input does not include a termination date or, the end date previously input is to be amended, the new Ongoing LWOP (OLS) screen is to be used to make the appropriate changes.

Input instructions are as follows:

15S383 must contain the original effective from date from the PAC 15C383 and the end date must again be the end date of a future pay period.

Example:

• 15C383 eff. from 11-01-96(1) eff. to date blank,
• 15S383 eff. from 11-01-96(1) eff. to date 03-04-96(2).

If the LWOP is to end during a pay period then a reversal input is required (18C384) to repay any LWOP taken in error.

4.6. Reversal of Ongoing LWOP (18C384)

This code has been created to facilitate the reversal of the 15C383.

Code 384 is treated in the same manner as code 401, whereby mandatory deductions such as tax, CPP, UIC, PSSA, DI/LTD, DB and 4% are taken into consideration when the transaction is processing. The current Entitlement Commence (ENC) screen is to be utilized for input of this entitlement.

Input instructions are as follows:

18C384 must have an effective "from date" equal to the start of the pay period in which the reversal is to take place. The to date must be the end date of the pay period in which the reversal is to take place. If only part of the LWOP was to be recovered for a particular pay period, then after the 18C384 has been input, a 15C301 closed period will have to be input to adjust the difference. Rate base must be in accordance with employees basic rate, rate amount must be current salary and if acting, the acting salary must be used. Hours, days, weeks indicator must be input and the number of H/D/W must reflect the exact Hours/Days/Weeks to be repaid.

Example:

• Original Ongoing LWOP is as follows: 15C 383 eff. from 13-07-95(1) eff. to 'blank'at 15 hours.
• Reversal to be processed is as follows: 18C384 eff. from 05-10-95(1) to 01-11-95(2) at 30 hours.

As there are 2 complete pay periods in this reversal, a reject will not occur. It must be noted that if a reversal is input with an effective "to date" greater than the current pay period "end date", the transaction will reject. That is to say that a reversal cannot be for a LWOP period which has not yet occurred.

4.7. Pay Equity (Codes 144, 245 and 288)

This enhancement has been developed to automatically stop an ongoing equity payment when an employee changes Bargaining Unit Designator (BUD) groups (first 3 digits must be different). The stop will impose an "end date" of the previous half a day from the effective date of the change. If the change occurs effective 01-11-95(1), then the system will impose an end date of 31-10-95(2). The ongoing payment on RPS will cease and an end date will be reflected on Salary-Service.

In acting pay situations which are input for a closed period in the past the Salary-service system will automatically stop the pay equity line and reopen it without additional input from the client. However, an 18R recovery action on RPS must be input to collect the actual overpayment.

4.8. SOS Effective Date in Past (W80)

The RPS has been enhanced to produce a front-line edit to allow for immediate correction to the SOS date, if applicable. This will occur when the SOS date is 6 or more months earlier than the current pay period. This allows the Pay and Benefits Specialist the opportunity to verify that the year entered is correct. Errors commonly occur at taxation year-end whereby the wrong year is input.

4.9. LWOP Reporting on T-SOS (Temporarily Struck Off Strength)

The system has been amended to allow for input of periods of LWOP which occurred prior to the T-SOS date. In the past, departments were forced to wait until RE-TOS (Re-taken On Strength) before entering the outstanding LWOP. When the employee is RE-TOS, the 15C301 will automatically be recovered from the first regular pay.

4.10. On-line Salary-Service Inquiry

In order for departments to determine the corrective action required when a front-end Salary-Service error message is received, Read Only access has been provided. It must be noted that, in future, all error messages starting with a "Q" stem from anomalies between the input transaction and the Salary-Service file. In some cases, the department must initiate corrective action through RPS when the reject message occurs. For example, if the department is attempting to input an ongoing LWOP transaction which contains an incorrect rate base, input will be rejected via "Q02" message and corrective action can be taken immediately without intervention from the Pay Office.

However, if a department inputs a LWOP correctly, but the Salary-service file has an incorrect period reflected which overlaps with the intended input a reject will occur "Q01" .Departments must then immediately contact their Pay Office for corrective action to the Salary-service file before they can enter the transaction without reject.

For those clients who input via batch or bulk, a full or partial snapshot will accompany the error message which will allow for analysis of the problem.

4.11 Four new warning messages have been created which will not prevent processing of the transaction; however, they will give the department the opportunity to re-examine the input for accuracy.

4.12 Annex "A" provides a list of Reject and Warning messages which will be received by the client. The list provides a brief explanation of the reason for the reject or warning.

5. INQUIRIES

5.1 Any request for information regarding the foregoing should be addressed to your PWGSC Client Service Centre.

Original Signed by
J.A. Boudreau

P. Charko
Director General
Compensation Sector
Government Operational Service

Annex "A" - List of Reject and Warning Messages

• Q01 - "LWOP TRANSACTION OVERLAPS AN EXISTING LINE(S)"
• Q02 - "RATE BASE NOT = TO 001/002 PAY SALARY RECORD"
• Q03 - "INVALID NUMBER OF H/D/W FOR FROM/TO DATES"
• Q04 - H/D/W INDICATOR NOT = SALARY SERVICE MASTER"
• Q05 - "NO MATCH FOUND IN EFF FROM AND OR TO DATE"
• Q06 - "TRANSACTION # H/D/W IS # H/D/W ON SALARY SERVICE"
• Q07 - "TO DATE MUST BE = FUTURE PAY PERIOD END DATE"
• Q08 - "FROM DATE MUST BE = CURRENT PAY PERIOD START DATE"
• Q09 - "ACCOUNT CONTAINS AN ONGOING LWOP"
• Q10 - "NO MATCH ON FROM DATE"
• W78 - "15C383 ON MER - MANUAL ADJUSTMENT MAY BE REQUIRED"
• Q11 - "RATE AMOUNT NOT = 001/002 PAY SALARY RECORD"
• Q12 - "MUST BE IN HRS OR DIVISIBLE IN ½ DAY"
• Q13 - "FROM AND/OR TO DATE NOT = TO VALID PAY PERIOD DATES"
• Q14 - "EFFECTIVE TO DATE CURRENT PAY PERIOD END DATE"
• W79 - "EQUALIZATION CHANGED - MANUAL ADJUSTMENT MAY BE REQUIRED"
• W80 - "SOS DATE IS 6 MONTHS < CURRENT PAY PERIOD START DATE"
• Q16 - "TO DATE NOT = A PAY PERIOD END DATE"
• W81 - "AWW CHANGED DURING LWOP PERIOD - ADJUSTMENT MAY BE REQUIRED"
• Q15 - "18C384 # H/D/W NOT = FULL PAY PERIODS"
• Q17 - "# WEEKS REPORTED INVALID"
• Q18 - "TSOS DATE = OR < EXISTING LWOP"
• Q19 - "INCORRECT LWOP RECORD - S/S ADJUSTMENT REQUIRED"
• N27 - "S/S UPDATED - OVERPAYMENT REQUIRED"
• Q26 - "NO SALARY SERVICE ACCOUNT FOUND - CONTACT PAY OFFICE"

Messages that should produce a snapshot for batch and tape input:

• Q01,
• Q04,
• Q05,
• Q06,
• Q11,
• W81,
• Q18,
• Q19.