ARCHIVED CD 1999-002

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January 28, 1999

SUBJECT: Financial Coding Update Facility - Training for Departments

1. PURPOSE

1.1 The purpose of this directive is to notify departments of the availablity of training on the new on-line facility which will be available to Financial Officers for updating accounts coding on the master employee records (MER) in the Regional Pay System.

1.2 Use of the masculine in this text is generic and applies to both men and women.

2. BACKGROUND

2.1 A new online facility was developed under the Financial Information Strategy (FIS) - Payroll Systems initiative for the purpose of maintaining financial coding on the Regional Pay System. The facility (a subsystem of the Regional Pay Online System) can be accessed through the Finance (FIN) menu selection and is available to all client departments.

There are three options available on the FIN menu selection, two are for use by departments moving to FIS compliant status and are for the purpose of maintaining line object and credit back coding data, and the third, the Financial Coding Update (FCU), is available to all clients. Through the FCU option the Financial Officer can create accounts coding transactions (Pay Action Code 12A) by individual Personal Record Indicator (PRI) or in bulk by selecting multiple employees (by paylist, by PRI) and creating multiple Pay Action Code (PAC) 12A transactions. These transactions can be held pending authorization for processing in future pay periods. This does not replace the current accounts coding update process, but provides a facility specifically for coding changes required by the Financial Officer.

3. PROCÉDURES/INSTRUCTIONS

3.1 There are two training modules available for the FIN subsystem. These are:

1. Module 1 - "Line Object and Credit Back Coding Updates" is for FIS compliant departments only, and addresses the new pay expenditure process for handling line object and credit back coding. Module 1 is 2 hours in duration and the target audience is Financial Officers who are currently responsible for updating line object and credit back coding to the Interactive Online Control Files/Pay Expenditure Control Files used by the Regional Pay Interface System. These files have been replaced by the new Regional Pay Expenditure Control Database and this module provides the required training for updating to the tables.
2. Module 2 - "Financial Coding Update" is available to all departments regardless of FIS status and introduces the new financial coding update screen and process. This process allows Financial Officers to input changes to financial coding information by employee for update to the Regional Pay System Master Employee Record. The authorization procedure for these transactions is also covered in this module. Module 2 is 2 hours in duration and the target audience is Financial Officers who are currently responsible for maintaining financial coding information on the Regional Pay System Master Employee Record.

3.2 Clients are to contact their Public Works and Government Services Canada (PWGSC) Compensation Services Office to register for training on this new facility. The training application (form GC211) is required. The Personnel Pay Input Manual (PPIM) procedures for the new FIN subsystem and the associated security requirements will be available in February 1999.

Clients are encouraged to obtain training prior to using this new functionality.

4. INQUIRIES

4.1 Any request for information regarding the foregoing should be addressed to your Public Works and Government Services (PWGSC) Compensation Services Offices.

Original Signed by

P. Charko

P. Charko
Director General
Compensation Sector
Government Operational Service

Reference: CJA 2005-18