ARCHIVED CD 2003-005
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Note This document has been modified. The changes are identified by a vertical line "|". Revision (|)
May 14, 2003 (Revised January 27, 2004)
SUBJECT: Regional Pay System - Master File Expansion
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.
2.1 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.
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||
|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|
|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.
5.1 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
Accounting, Banking and Compensation
Reference(s): CJA 9024-551
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