ARCHIVED CD 2006-029

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November 15, 2006

SUBJECT: Changes to Employee Type Codes and Bargaining Status Codes
Casual and Term Employment

1. PURPOSE

1.1 The purpose of this directive is to advise client departments concerning a review of employee type codes and bargaining status codes in the Regional Pay System (RPS), as a result of the enactment of the new Public Service Employment Act (PSEA), and to allow for a more efficient screening process for Public Service Pension Plan (PSPP) eligibility.

2. BACKGROUND

2.1 The PSEA, which became effective on December 31, 2005, has an impact on how we define casual employment in the public service. In reviewing the status codes used to define casual employment in the RPS it was noted that certain employee type codes are obsolete.

Treasury Board Secretariat has authorized the creation of new employee type codes to address ongoing issues related to the screening of term employees in the Contributor System.

3. POLICY

3.1 Section 50(2) of the new PSEA provides that "The period of employment of a casual worker may not exceed 90 working days in one calendar year in any particular department or other organization".

3.2 The Public Service Superannuation Act specifies that a person appointed for a specified period of six months or less does not contribute to the PSPP. However, should the period of employment be extended, then the person must contribute once he has completed six months of substantially continuous service.

4. PROCEDURES/INSTRUCTIONS

4.1 Employee type codes "P" and "R", which refer to appointments of no more than 125 days, are now obsolete and will be deleted from the RPS and the Personnel-Pay Input Manual (PPIM).

4.2 Employee type codes "K" and "L" and bargaining status code "67", found in the PPIM will be amended as follows:

  • "K" Full-time casual employee

    Employed under Section 50(2) of the PSEA for a specified period of no more than 90 days. Works the scheduled hours of work as defined in the relevant collective agreement.

  • "L" Part-time casual employee

    Employed under Section 50(2) of the PSEA for a specified period of no more than 90 days. Works less than the scheduled hours of work as defined in the relevant collective agreement.

  • Bargaining Status Code 67 - Non-employee status

    A person employed on a casual basis (as per Section 50(2) of the PSEA) for a period not exceeding 90 working days in one calendar year in any particular department or other organization.

4.3 Employee type codes "G" and "H" are currently used in the RPS only to identify persons employed for a term of three months or more for collective bargaining purposes.

4.4 These codes are unable to identify employees who are appointed for a term of more than six months, which is necessary to screen their contributor status under the PSPP and their eligibility for the Public Service Dental Care Plan (DCP).

4.5 In order to screen employees for eligibility to participate in the DCP and the PSPP, the RPS provides the end of term date reported on taken on strength (TOS- PAC 01), transfer-in (TIN- PAC 04) and miscellaneous staffing action (MSA - PAC 05) transactions to the Contributor System. This requirement for an "effective to" date on MSA transactions in particular, has led to numerous problems in both the pay and contributor systems.

4.6 To address the issues arising from the current procedures for employee type codes "G" and "H", the Treasury Board Secretariat has approved the creation of two new employee type codes, "S" and "T", as well as a change to the definition of employees type codes "G" and "H". These changes will also permit the removal of the requirement for a term end date for employee types "G" and "H", on TOS (PAC 01), TIN (PAC 04) and MSA (PAC 05) transactions.

4.7 Two new employee type codes will be created in the RPS:

  • "S": Full-time determinate employee - Employed for a specified period of more than six months and works the scheduled hours of work as defined in the relevant collective agreement.
  • "T": Part-time determinate employee - Employed for a specified period of more than six months and works less than the scheduled hours of work as defined in the relevant collective agreement.

4.8 The definition of employee type codes "G" and "H" will be changed as follows:

  • "G": Full-time determinate employee - Employed for a specified period equal to or greater than three months, but six months or less. Works the scheduled hours of work as defined in the relevant collective agreement.
  • "H": Part-time determinate employee - Employed for a specified period equal to or greater than three months, but six months or less. Works less than the scheduled hours of work as defined in the relevant collective agreement.

4.9 There will no longer be a requirement to enter a term end date for TOS (PAC 01), TIN (PAC 04 and MSA (PAC 05) transactions for employee type codes "G" and "H".

4.10 The changes and additions to employee type codes and bargaining status "67" will become effective on December 15, 2006.

4.11 Compensation advisors will be responsible to use the appropriate employee type codes for new employees as well as for existing employees.

4.12 Where an employee has been appointed for a term of three months or more, but six months or less, receives a subsequent appointment for a term of six months or less, the compensation advisor must raise an MSA to change the employee type code to "S" or "T" in Field 31, effective the day following the completion of six months of substantially continuous service.

4.13 For employees presently employed for terms of over six months, whose employee type code in the RPS at this time is "G" or "H", the Contributor System has already captured the eligibility status of the account to the DCP and the PSPP. No action is required by the compensation advisors for these accounts until another change is required to the employee status. At that time, the appropriate employee type code should be entered.

4.14 For additional information regarding employee type codes, compensation advisors should refer to PPIM sections 3-5-3 and 9-2.

PPIM 3-5-3 (FIELD 31)

PPIM 9-2 (COLLECTIVE BARGAINING STATUS CODES - FIELD 26)

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
B. Fortin

Brigitte Fortin
Acting Director General
Compensation Sector
Accounting, Banking and Compensation


Reference(s): CJA 1010-23, 9015-10