ARCHIVED CD 2003-005

This Web page has been archived on the Web.

May 14, 2003 (Revised January 27, 2004)

SUBJECT: Regional Pay System - Master File Expansion

1. PURPOSE

1.1 The purpose of this directive is to provide an introduction and overview of the requirements for a Master File Expansion (MFE) in the Regional Pay System (RPS). This information is directed to the compensation community as well as the clients that have human resources (HR) systems which interface with the RPS.

1.2 In this text, use of the masculine is generic and applies to both men and women.

2. BACKGROUND

2.1 New requirements resulting from pension reform, taxation legislation and collective agreements have consumed all available space on the Regional Pay System Master File (MF). In keeping with the ever changing complexities of the compensation environment, Public Works and Government Services Canada (PWGSC) must expand the capacity of the existing MF in order to satisfy new policies, legislative and initiative requirements. The MFE will benefit all departments and agencies by providing the necessary capacity to meet the growing requirements for compensation service delivery until Pay Modernization evolves.

2.2 Treasury Board approval for the implementation of this initiative was received on August 7, 2002.

3. OVERVIEW

An overview of the changes that PWGSC will be making to the MF are described below. The implementation strategy for this initiative will be a two-phased release approach scheduled for June 2003 and March 2004. The production dates will be confirmed through a broadcast message and will be posted on the RPS prior to each release. A compensation directive will be issued in January 2004 to provide further details on the changes listed in sections 3.1 to 3.6 as part of the second release.

3.1 Allowance and Deduction (A/D) Portion of the Master Employee Record (MER) or On-line Deduction Entitlement Select (DDT) Inquiry Screen

| The A/D portion of the MER will be amended to accept a maximum of 52 deductions and/or entitlements instead of the current 18, thereby providing the client with more flexibility on pay input.

3.2. Deduction and Entitlement (DEDENT) Codes

Over the last few years, unique requirements of the various employers and their collective agreements have necessitated new deductions and entitlements resulting in a lesser number of codes available for future use. The current structure of the DEDENT codes'first digit will remain numeric for easy reference of the deductions and entitlements (value of 0 to 4 for entitlements and value of 5 to 9 for deductions). Newly assigned DEDENT codes will reflect an alphanumeric value in the second and third characters. This will provide sufficient additional code values for future compensation needs.

3.3 Leave Without Pay (LWOP) Reason Codes

The LWOP policy requirements have exhausted most of the LWOP reason codes resulting in fewer codes available for new collective agreements. It has become necessary to expand the LWOP code structure to accept two characters. The existing codes will remain unchanged and the new reason codes will be created, when required, using the new format.

3.4. Tax Eligibility and Pay Rate Codes

Elements pertaining to tax eligibility and pay rate codes will be redefined to accept a one character alphanumeric value. The new values will be identified and created only as future requirements/legislations are approved for implementation. There will be no change to the existing codes.

3.5. Geographic Location Code (GEOLOC)

Statistics Canada produces a seven-character GEOLOC and PWGSC currently converts this code to six characters for update to the RPS'GEOLOC Control File. The conversion process has become complex and it is now necessary to expand the RPS'GEOLOC element and align it to the original seven-character code. The MER and the GEOLOC Control File will automatically be updated with the new seven characters. A data conversion file will be made available to those departments wishing to update their internal system.

3.6. Additional Elements

Approximately 100 additional elements will be created in the MF to provide for future compensation service delivery requirements.

4. PROCEDURES - RELEASE 1

The following sections contain the changes that will be included in the June 2003 release of this initiative.

4.1. On-line Screen Changes

The RPS'on-line screens will be amended (identified in Section 4.2) to reflect the actual business name and to remove fields and references that are no longer applicable. The corresponding edits and logic will also be amended to reflect these changes. Compensation advisors will see new field names when using the affected on-line screen. Actual field usage will not change as a result of this release. Please note that some English on-line screens needed amendments whereas the equivalent French screens did not and vice versa.

4.2. Table of On-line Screen Changes

On-line English Screen Name	Screen Code	On-line Screen Field to be Deleted
ADJUST PAY PER TO DATE	PPT	EI GROSS EI PREM EI HRS
T4-REL1 EARN PREV YEAR	TPY	NON-TXBL-TRV-ASSTNC
PAY PERIOD SUB-SET	PPS	UNINSBL-WK INSBL-GRS EI-PREM EI-HRS
ADJUST MISCELLANEOUS	AME (2)	NON TXBL TRV ASSTNC
YEAR TO DATE EARNINGS	YTD	NON TXBL TRV ASSTNC
PERSONNEL	PER	VAC PAY PRCNT
STRUCK OFF STRENGTH	SOS	EI UNINSBL WKS
REDUCTION COMMENCE	REC	EI UNINSBL WKS
TEMP STRUCK OFF STRENGTH	TSO	EI UNINSBL WKS
NON FINANCIAL CHANGES	NFC	EI WEEKS LWOP IN PP
TIME SUMMARY	TIM	EI

On-line French Screen Name	Screen Code	On-line Screen Field to be Deleted
AJUST PER DE PAYE A DATE	PPD	MONTANT BRUT A-E PREM A-E H.A.E
T4-REL1 GAINS ANNNE PREC	TPR (2)	AVANT VOY NON IMPOS
SS-GR PERIODE PAYE	SPP	SEM NON ASS BRUT ASS PRIM A-E H.A-E
RAJUST. DIVERS	ADI (2)	AVANT VOY NON IMPOS
CUMUL. ANNEE DES GAINS	CDA	AIDE VOY NON IMPOS
GROUPE PERSONNEL	GRP	PRCNT PAYE VAC
RAYE DE L'EFFECTIF	RAY	SEM A-E NON ASS
REDUCTION COMMENCER	RDC	SEM A-E NON ASS
TEMP RAYE EFF	TRE	SEM A-E NON ASS
CHANGEMENT NON FINANCIER	NFI	SEM AE DE CNP DANS LA PP
RECAPITULATION DU TEMPS	RDT	AE

On-line English Screen Name	Screen Code	From	To
STATUTORY DEDUCTION SET	SDS	HARDSHIP FED EXM	FED TAX EXM
STATUTORY DEDUCTION SET	SDS	ADDTNL QUE EXM	QUE TAX EXM ADDTNL AMT
STATUTORY DEDUCTION SET	SDS	ADDTNL FED CREDIT	FED TAX CR ADDTNL AMT
STATUTORY DEDUCTION SET	SDS	QUE TAX CREDIT	QUE TAX CREDIT INDEXED
STATUS CHANGE	STC	HARDSHP FED EXM	FED TAX EXM
STATUS CHANGE	STC	QUE TAX CREDIT	QUE TAX CREDIT INDEXED
STATUS CHANGE	STC	ADDTNL QUE EXM	QUE TAX EXM ADDTNL AMT
STATUS CHANGE	STC	ADDTNL FED CREDIT	FED TAX CR ADDTNL AMT
TAKEN ON STRENGTH	TOS	HARDSHP FED EXM	FED TAX EXM
TAKEN ON STRENGTH	TOS	ADDTNL QUE EXM	QUE TAX EXM ADDTNL AMT
MISC STAFFING ACTION	MSA	ADDTNL QUE EXM	QUE TAX EXM ADDTNL AMT
MISC STAFFING ACTION	MSA	HARDSHP FED EXM	FED TAX EXM
TRANSFER IN	TIN	HARDSHP FED EXM	FED TAX EXM
TRANSFER IN	TIN	ADDTNL QUE EXM	QUE TAX EXM ADDTNL AMT
TITLE	TTL	PERS-PAY INPUT (56)	TITLE (amend the screen title)

On-line French Screen Name	Screen Code	From	To
GR RETENUE STATUTAIRE	GRR	EX IMP FED PREJ	EX IMP FED
GR RETENUE STATUTAIRE	GRR	CREDIT IMPOT QUE	CR IMPOT QUE INDEXE
CHANGEMENT D'ETAT	CSI	CR IMPOT QUE	CR IMPOT QUE INDEXE
CHANGEMENT D'ETAT	CSI	EX IMP FED PREJ	EX IMP FED
PORTE A L'EFFECTIF	PEF	EX IMP FED PREJ	EX IMP FED
INTERV. DIV. PERSONNEL	INT	EX IMP FED PREJ	EX IMP FED
MUTATION D'ENTREE	MUE	EX IMP FED PREJ	EX IMP FED
MUTATION D'ENTREE	MUE	EX ADD IMPOT QUE	EXM-IMP-QUE-ADD
CUMUL ANNEE DES GAINS	CDA	AIDE VOY. IMPOS	AVANT VOY. IMPOS
T4-REL1 GAINS ANNNE PREC	TPR (2)	AIDE VOY. IMPOS	AVANT VOY. IMPOS
CONGE TRANS. RETRAITE	CTR	TAUX REDUIT	ARR-CONGE-TAUX-RED-SAL
CONGE ETALEMENT REVENU	CER	TAUX REDUIT	ARR-CONGE-TAUX-RED-SAL
GROUPE SALAIRE	GRS	TAUX REDUIT	ARR-CONGE-TAUX-RED-SAL
TITRE	TTR	ENTREE PERS-PAYE (56)	TITRE (modifier le titre de l'écran)

On-line English Screen Name	Screen Code	New Field
STATUTORY DEDUCTION SET	SDS	QUE TAX CREDIT NON INDEXED
STATUS CHANGE	STC	QUE TAX CREDIT NON INDEXED

On-line French Screen Name	Screen Code	New Field
GR RETENUE STATUTAIRE	GRR	CR IMPOT QUE NON INDEXE
CHANGEMENT D'ETAT	CSI	CR IMPOT QUE NON INDEXE

4.3. Renamed Elements

The renaming of specific master elements (refer to the Personnel-Pay Input Manual - PPIM sections 3.5.3 and 7.3.4) is required to reflect the actual business name. The functionality of these elements will not change as a result of this release.

4.4 It is important to note that the changes identified in the first release do not affect compensation advisors in terms of RPS'input procedures. These changes are for reference purposes only.

4.5 Clients should take the necessary steps to modify their departmental systems and processes to ensure that corresponding changes identified herein are made to their systems.

4.6 A period of reduced development activity for the Regional Pay System is necessary to minimize inherent risks and to ensure the smooth implementation of the MFE changes. This period will extend from May 2003 to March 2004. PWGSC will continue to implement all mandatory and legislative requirements as well as initiatives already in progress in accordance with established time frames and deadlines.

4.7 The Contributor System is not impacted by any of the changes in the first release. There will be an impact as a result of the second release and the details will be included in the compensation directive scheduled for distribution in January 2004.

4.8 Should new requirements, e.g. a new tax eligibility, pay rate, DEDENT or LWOP codes, be identified in the future, a compensation directive will be issued conveying the new requirements.

4.9 Please be advised that the PPIM and the Pay Office Procedures Manual (POP) will be updated on June 6, 2003, to incorporate the relative information contained in this directive.

5. INQUIRIES

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

Original Signed by
R. Jolicoeur

R. Jolicoeur
Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): CJA 9024-551