PPIM 14-8-3

Section: ON-LINE PAY AND BENEFITS PROCEDURES

Subsection: TEMPORARILY STRUCK OFF STRENGTH -- DETAIL SCREEN

SUMMARY

To provide the detailed on-line instructions and procedures relating to the temporarily struck off strength dialogue -- Screen acronym "T-SOS".

DEFINITION

TEMP STRUCK OFF STRENGTH

This screen is used to temporarily stop the pay activity of an employee for reasons such as extended leave without pay (LWOP), suspension, and seasonal lay-off.

This screen is also used to stop the issuance of regular pay cheques pending the processing of a "SOS" or " T-SOS ". This pay transaction must be followed by a " T-SOS " or a "SOS" once all returned payments and overpayment adjustments (REC, ENR) have been processed in the Regional Pay System and that the automatic confirmation of the cancelled return payments has been posted in free form text (FFT).

SCREEN FIELD DESCRIPTIONS

FIELDS

The following is a description of the mandatory and optional fields on the Temporarily Struck Off Strength screen and their field relationships to a DSS-MAS 2517T, where they apply. DSS-MAS 2517T fields are described in Sections PPIM 3-5-3 and PPIM 3-5-5.

SCREEN	MANDATORY FIELDS	2517-1	DESCRIPTION
Selection Field	x
EFF FR	x INPUT the "EFFECTIVE FROM - AM/PM" date, which is the true date of the T-SOS OR INPUT the first day of the current pay period as the "EFFECTIVE FROM" date to place the account in "Pending T-SOS or SOS " status.	Field 63	"Effective From", AM/PM, Date.
LWOP REASN	x INPUT the reason for the LWOP code OR INPUT the LWOP reason code "Y" if placing the account in "Pending T-SOS or SOS " status.	Field 71	LWOP Reason Code. REFER to the Code Table in Remark 7.
| H/D/W IND	INPUTfor hours or "D" for days. To override the automatic generation of a final adjustment for accounts automatically finalized, INPUT "X" in Field "H/D/W IND". If the override is used, the department must communicate the number of hours or days to the pay office using free form text (FFT).	Field 67	Hours, Days or Weeks Indicator.
NUM H/D/W	INPUT the total number of entitlement hours or days (including LWOP) to be paid to the employee for the final pay period, for all accounts not automatically finalized, i.e. 6C, 7B, and all accounts on leave with income averaging (LIA) or pre-retirement transition leave (PRL). Note : 7A accounts are not automatically finalized, but these fields must be left blank because of the Time Summary reporting. For part-time employees being automatically finalized, i.e. 7C which are not on LIA or PRL, INPUT the total number of entitlement hours to be paid for the final pay period, if the T-SOS date is not equal to a pay period start date; otherwise, fields "H/D/W IND" and "NUM H/D/W" are left blank. Always REPORT the hours worked in the final pay period for part-time employees not being automatically finalized.	Field 68	Number of hours, days or weeks. Override prefilled zeros, if required.

REMARKS

1. SYSTEM AUTOMATION FOR A T-SOS.

   For 7C accounts which are not on LIA or PRL, the system will automatically generate the final adjustment, taking into account the final salary of the employee and any deductions or entitlements on the employee's account when the " T-SOS " is processed. The department has the option of overriding this automation in order to have a manual calculation performed by the pay office by entering an "X" in Field "H/D/W IND".

   | Because of System Automation, it is critical to ensure that all outstanding pay transactions required to finalize the account are accurately processed prior to reporting the true " SOS " or " T-SOS ", particularly any returned payments where the confirmation of the automatic return payments (ARP) MUST appear in history in the TDB. If the account needs to be put in "Pending T-SOS or SOS " status, REFER to Remark 6 for details.

   • 6C, 7A, 7B
   • Accounts on LIA or PRL.

   For accounts automatically finalized, there are conditions during the processing of a " T-SOS " which may result in the account being actioned manually by the pay office. For a list of these conditions, REFER to Section PPIM 5-13.

   Note: If additional pay transactions on automated accounts are required to be input with the " T-SOS ", REFER to "Input Sequence for Automated Accounts" in Section PPIM 5-13.

   PRORATED DEDUCTIONS.

   When reporting a pro-rated deduction on T-SOS, REPORT a "DEC" closed period prior to or with the " T-SOS ", the "EFFECTIVE TO" date must be less than the T-SOS date. REFER to Section PPIM 5-13 for a list of pro-rated deductions.

2. PUBLIC SERVICE HEALTH CARE PLAN (PSHCP)

   1. DIRECT PAYMENTS DURING PERIODS OF LWOP.

      PROCEED in accordance with the instructions in Compensation Directive 2006-022 and in the Insurance Administration Manual (IAM). FORWARD the PWGSC-TPSGC 2278 and the cheque(s) or money order(s) to the Payroll Accounting Division (PAD) in Ottawa.

   2. PAYMENTS FOR PERIODS OF LWOP ON RETURN TO DUTY.

      PROCEED in accordance with the instructions in the Compensation Directive 2008-019 and in the Insurance Administration Manual (IAM).

3. ONTARIO RETAIL SALES TAX / QUEBEC RETAIL SALES TAX

   Employees on LWOP who are paying premiums by cheques or by money orders for the Dental Care Plan, the Public Service Health Care Plan and the Supplementary Death Benefit Plan are to include the Ontario or Quebec sales tax in their payment. Departments must calculate the sales tax and advise the employee of the total amount of the tax and insurance premium. The sales tax can be included in the premium payment but should be reported as a separate "CRT' (Cash Receipts) as per the instructions contained in Section PPIM 14-12-5.

4. EDUCATIONAL LEAVE ALLOWANCE (CODE 077)

   Do NOT use a " T-SOS " for an employee going on LWOP and receiving an educational leave allowance, REFER to Section PPIM 14-6-1.

5. AMENDING REASON FOR LWOP.

   SUBMIT a STA "REASN T-SOS " effective the date on which the reason for LWOP changed, REFER to the table of Reason for LWOP Codes in Remark 7.

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   PAY TRANSACTIONS THAT WILL PROCESS WHEN THE ACCOUNT IS IN T-SOS STATUS.

   The following pay transactions may be input when an employee is in T-SOS status:

   • SOS -- Struck off Strength (SOS),
   • TOU -- Transfer-out,
   • MSA ¹ -- Miscellaneous Staffing Action,
   • PRO ¹ -- Promotion,
   • INC ¹ -- Statutory or merit increase (REFER to Section PPIM 14-8-4 - Remark 2.b. re:  Statutory increase effective during LWOP),
   • REV ¹ -- Revision,
   • CNV ¹ -- Conversion,
   • STA/STC -- Status change (except a STA "AMEND TOS (hired) DT" which WILL NOT BE accepted when the account is in T-SOS status),
   • RET -- Re-taken on strength (RE-TOS),
   • REC -- Reduction of earnings "LWOP" (Code 301 only),
   • DEC/DEA/DES -- Deductions -- C/A/S,
   • | ENC/ENA -- Entitlements -- C/A, R
   • CRT -- Cash Receipts,
   • MAC -- Mailing address,
   • Pay Action Code (PAC) 25 -- Inquiry of the Master Employee Record (MER),
   • PCC -- Pay cycle (frequency) change,
   • Returned Payment -- Cancellation (REFER to Section PPIM 5-14).

   ¹ NOTE 1: When the LWOP code is other than "Y", only one pay transaction * can be processed while an account is in T-SOS status. Subsequent pay transactions* will reject with error message U05 "Change Rejected - Account in Inactive Status". For accounts in "Pending T-SOS or SOS " status (reason code "Y"), REFER to remarks 6a and 6b for additional information.

   NOTE 2: When a RE-TOS needs to be input with the T-SOS (offsetting RET / T-SOS), special care must be taken to ensure that the pay transactions are processed in separate pay update runs. This process is also required when it is necessary to report pay transactions that will not process while an account is T-SOS, or where more than one of the pay transactions referenced in Note 1 above are required.

   NOTE 3: EMPLOYEE ON LIA OR PRL. When an employee goes T-SOS during the LIA or PRL period, the overpaid salary is to be recovered at the substantive salary rate for the T-SOS period. Please note that if the regular pay cheque for the overpaid period is returned and cancelled, there is an outstanding overpayment between the reduced salary rate at which the cheque was issued and the substantive salary rate. If the LIA or PRL is discontinued because of the T-SOS, the pay transactions to stop the LIA or PRL should be input before the " T-SOS ".

   NOTE 4: DIRECT DEPOSIT. When an employee goes T-SOS, the direct deposit indicator for regular pay will not be changed, but the direct deposit indicator for supplementary pay will automatically be changed to a "2" (Inactive), if the employee's payments are direct deposit, i.e. Indicator "1" (Active) or "4" (Active, do not print pay stub). The supplementary payments can continue to be paid by direct deposit while the employee is on LWOP, by submitting a direct deposit transaction to change the indicator to a "1" (Active), as described in Section PPIM 14-12-1.

7. ACCOUNT IN "PENDING T-SOS OR SOS " STATUS.

   The account's current status must be equal to "X" in order to place the account into "Pending T-SOS or SOS " status.

   1. ACCOUNT IN "PENDING STATUS".

      All accounts, regardless of the pay cycle, can be placed in "pending T-SOS or SOS " status. However, pay transactions can be input while an account is in "pending T-SOS or SOS " status with the exception of the following: 7A accounts, IAN Teachers (BUD 209 and 4l4) and accounts on LIA or PRL. REFER to Section PPIM 5-12.

   2. PAY TRANSACTIONS THAT CANNOT BE INPUT WHEN THE ACCOUNT IS IN "PENDING T-SOS OR SOS" STATUS:

      • TOU - Transfer-out,
      • RET - Re-taken on strength (RE-TOS),
      • DAR /EAR - Deductions - Arrears C or A with no "Effective To" date,
      • ENR - Entitlement - Recovery, With no "Effective To" date, i.e. Ongoing,
      • LIA/PRL - Entitlement - Commence for Code 306 or 346,
      • PCC - Pay cycle (frequency) change.

   3. CANCELLING A PREVIOUSLY SUBMITTED T-SOS WITH REASON CODE "Y".

      SUBMIT a STA "ACCOUNT STATUS" using the same "Effective From" date as shown on M112 of the Master Employee Record (MER) to reactivate the account. REFER to Section PPIM 14-9, Remark 10.

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   LWOP REASON CODES TABLE.

   This table identifies all the valid reasons for LWOP and the applicable rate for each reason:

   Pensionable LWOP

   REASON FOR LWOP CODES	REASON CODE	RATE
   Undergoing training or instruction including educational leave 2	B	Single
   Illness and Disability	C	Single
   Serving in the Forces (non-contributor to CFSA)	D	Single
   Federal Royal Commission, Board or Agency outside the Public Service	E	Single
   On loan to an international organization (not to the advantage of the department)	F	Double
   On loan to any organization, government, etc. to the advantage of the department (except unions or credit unions)	7	Single
   On loan to a government of a country other than Canada, not at the request of the Government or to the advantage of the department	G	Double
   Full-time paid official of union	H	Double
   Full-time paid official of a credit union	J	Double
   Maternity leave	K	Single
   Other reasons for LWOP (not covered by a code)	L	Double
   Parental LWOP (within 52 weeks of birth or adoption) 3	R	Single
   Parental LWOP (beyond 52 weeks of birth or adoption) 3	3	Double
   | (Content that is no longer valid has been deleted.)
   LWOP for the Long-Term Care of a Parent 3	4	Double
   Leave for personal needs (not to exceed three months)	T	Single
   Care of immediate family, other than for taking care of a child within 52 weeks of birth or adoption 3	U	Double
   Care of immediate family, child only within 52 weeks of birth or adoption 3	5	Single
   Relocation of spouse	V	Double
   Self-funded leave	6	Double
   Off-duty status	8	Double
   Unpaid surplus status (12 months)	9	Double
   Re-employed (only members of Parliament)	0	N/A

   Non-pensionable Option Codes

   REASON FOR LWOP CODES	REASON CODE	RATE
   Opted not to count LWOP pensionable service (single rate)	1	N/A
   Opted not to count LWOP pensionable service (double rate)	2	N/A

   Non-Pensionable LWOP

   REASON FOR LWOP CODES	REASON CODE	RATE
   Strike - Without Pay	M	N/A
   Absent - Without Pay	N	N/A
   Suspension	P	N/A
   Seasonal Layoff	Q	N/A
   LWOP--Non-Pensionable LWOP in excess of the 5 year/3 year limit	W	N/A
   Sessional layoff periods - House of Commons	X	N/A
   Pending T-SOS or SOS	Y	N/A

   ² To be used only if educational leave, which is to the advantage and best interest of the department or corporation, is approved and granted.

   ³ In the early months of 2001, several collective agreements began changing the names for some of the LWOP codes. Reason codes 3, 4, U, R and 5 were changed and the new names are outlined in the above table. These codes were previously named as the following:

   • 3 - Paternity leave (beyond 52 weeks);
   • 4 - Adoption leave (beyond 52 weeks);
   • U - Care and nurturing of preschool children (beyond 52 weeks);
   • R - Paternity leave (within first 52 weeks);
   • 5 - Care and nurturing of preschool children (within 52 weeks).
   • | S - Adoption leave (within first 52 weeks) is obsolete in favour of code 'R'.

   NOTES

   1. The first three months of any type of pensionable LWOP is at single rate.
   2. No employee or employer share of superannuation premiums are charged when the LWOP code is M, N, P, Q, W, X or Y.
   3. LWOP reason codes where an employee has made the option not to count pensionable service are "1" and "2". NOTE that these codes can ONLY be input with a STA "REASN T-SOS ". REFER to Section PPIM 14-9.

SALARY SERVICE UPDATE

When a " T-SOS " (other than reason code "Y") is processed by the Salary Service History Update Program:

• It closes the current identifier line using the "Effective From" date of the pay transaction minus half a day.
• It creates a new identifier line, using the "Effective From" date of the pay transaction, that shows "T" as the new activity status.
• It creates a PAC 15 301 open line in the pay record using the effective date of the " T-SOS ".
• If the effective date of the " T-SOS " is prior to the "Effective From" date of the oldest line on Salary Service, the system will produce reject message Q40 "Transaction From Date < Oldest Record on SS".

Note: When a " T-SOS " with reason code "Y" is processed to place an account in "pending T-SOS or SOS " status, the Salary/Service History file is not updated. The activity status is only changed on the MER to stop the issuance of regular pay.

PROCEDURES

GENERAL

The standard procedures relating to all Pay and Benefits screens are described in Section PPIM 14-1. Specific procedures relating to this "T-SOS" screen are as follows:

• COMPLETE mandatory and optional fields.
• PRESS the "Enter" key to process the transaction data.
• CROSS-REFERENCE the source documents with the Transactions Sequence Number.

Last Update: July 2011

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