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PPIM 3-3-3

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Section: PWGSC-TPSGC 2547 - EXTRA-DUTY PAY INPUT FORM

Subsection: INSTRUCTIONS FOR COMPLETING THE DETAIL FIELDS 01 TO 18

SUMMARY

An explanation of each "Detail" field and the instructions for completing them.

FIELD 01 - FORM IDENTIFIER

PURPOSE

For data processing to identify the type of input form that is being used by means of a two-digit code.

REQUIREMENT

The Code "51" is pre-printed on the form.

Originator

NO entry required.

FIELD 02 - PAY OFFICE

PURPOSE

To identify the actioning pay office by means of a two-digit code.

REQUIREMENT

Mandatory.

Originator

INPUT the appropriate numeric code for the actioning pay office. 

CODES

REFER to PPIM Section 3-5-3, Field 09.

FIELD 03 - DEPARTMENT (CODE)

PURPOSE

To identify the employing department, agency, board, commission, etc., by means of a three-character alphabetic code.

REQUIREMENT

Mandatory.

Originator

INPUT the alpha code of the employer. 

CODES

REFER to PPIM Section 9-1.

FIELD 04 - DEPARTMENT (TITLE)

PURPOSE

To indicate the title of the employer for identification purposes.

REQUIREMENT

Mandatory.

Originator

INPUT the title of the employer. An abbreviated title, including the code as used in Field 03, may be used.

FIELD 05 - BRANCH

PURPOSE

To indicate the title of the employing branch - the second level of organization.

REQUIREMENT

Mandatory.

Originator

INPUT the title of the branch, e.g. Compensation Services, Personnel, Security, etc. A departmentally approved abbreviated title is permissible; if in doubt, ask your supervisor.

FIELD 06 - CONTROL NUMBER

PURPOSE

To indicate a four-digit identification number on the PWGSC-TPSGC 2547 and to provide a means of checking that all the forms are being received at the pay office.

REQUIREMENT

Mandatory.

Originator

INPUT the next number in sequence from your PWGSC-TPSGC 2547 "Control Number by Paylist" record and mark your control record accordingly, e.g. 0013. USE leading zeros, if necessary, to fill all four spaces.

Note: USE the same code structure as for the Control Number in Field 13 of the PWGSC-TPSGC 2517-1 Publiservice, commencing at 0001 at the start of each fiscal year. Control numbers 9000 to 9999 are reserved for use by the pay office. REFER to PPIM Section 3-5-3, Field 13.

FIELD 07 - PAYLIST

PURPOSE

To identify the paylist number of the employer by means of four-digit code.

REQUIREMENT

Mandatory.

Originator

INPUT the correct paylist number of four digits. USE leading zeros to fill all four spaces.

CODES

Paylist numbers are allocated by the pay office.

Note: Only the employees assigned to the same paylist may be reported on the same form.

FIELD 08 - PERSONAL RECORD IDENTIFIER

PURPOSE

To identify the pay account by means of the employee's Personal Record Identifier (PRI).

REQUIREMENT

Mandatory.

Originator

INPUT the employee's assigned PRI. USE a leading zero to fill all nine spaces.

NOTE: For further details concerning the PRI, REFER to PPIM Section 19 (Central Index System).

FIELD 09 - FAMILY NAME

PURPOSE

To identify the pay account by means of the "NAME TAG" portion of the family name, i.e. the first four characters. The remainder of the family name may be inserted at the discretion of the originator to identify the official family name of the employee up to twenty characters in length.

REQUIREMENT

Mandatory.

Originator

INPUT the "NAME TAG" of the employee and the remainder of the family name if required by the practice of your department/agency. The first four characters MUST be identical to the latest surname reported by PWGSC-TPSGC 2517-1 Publiservice (or like form) - REFER also to PPIM Section 3-5-3.

FIELD 10 - INITIALS

PURPOSE

To identify the initials that represent the employee's given names - to a maximum of three characters.

REQUIREMENT

Mandatory. (Required for audit/verification purposes: NOT keypunched).

Originator

INPUT the employee's initials - to a maximum of three - starting in the left-hand block.

FIELD 11 - RATE CODE (DIVISOR CODE)

PURPOSE

To indicate the types of rate expressed in Field 12, i.e. to indicate an hourly rate (or the number of items); or to record the divisor to be used to calculate the employee's hourly rate when the rate in Field 12 is expressed as an annual, monthly or weekly rate. A single-character code is used.

REQUIREMENT

Mandatory.

Originator

INPUT the appropriate single-character code from the following list. The factors which determine the divisor to be used to convert to an hourly rate can be determined from the employee's terms and conditions of employment.

Note: For recovery of Extra-Duty Pay overpayments, USE PAC 18R with applicable Rate Base as per PPIM Section 4-4-18-4-1.

CODE TABLE

The codes to be used in Field 11 are shown hereunder:

BASIC SALARY RATE DIVISOR FIELD 11 CODE
Lump Sum Nil 0
Hourly Nil X
Number of Items 1 Nil X
Annual Rate 1950 A
Annual Rate 1956.6 B
Annual Rate 2080 C
Annual Rate 2184 D
Annual Rate 1872 E
Annual Rate 2087.04 F
Annual Rate 1820 G
Annual Rate 1768 H
Annual Rate 2191.39 J
Annual Rate 1891.38 K
Annual Rate 1773.98 L
BUD 41006, 41007, 41008 Only 2190 N
Monthly Rate 2087.04 x 1/12 M
Weekly Rate 36 R
Weekly Rate 40 S
Weekly Rate 37.5 T
Annual Rate 1826.16 W

NOTE:

  1. The code for "lump sum" is zero (0).
  2. The divisor code MUST be entered on ALL entitlement lines reported.
  3. The divisor code "0" (Lump Sum) may NOT be used for all entitlements. The divisor MUST be one listed in PPIM Section 3-3-5 and MUST be compatible with the rate/gross entered in Field 12, e.g. hourly divisor/hourly rate; annual divisor/annual rate; etc.
  4. The 1 in "Number of Items 1" in the table above means, for example, the number of standby periods, months, occurrences, etc. which are reported as a rate per "item" in Field 12 and the number of "items" in Field 14. Certain entitlements of this type may be prorated, i.e. eligible for payment for periods that are greater or less than the basic units (e.g. partial months), in which case REPORT the total amount payable in Field 12 and a "1.00" (1 time) in Field 14.

FIELD 12 - RATE/GROSS

PURPOSE

To identify the rate or amount to be used in calculating the employee's entitlement to three decimal places.

REQUIREMENT

Mandatory.

Originator

  • INPUT the appropriate rate or amount of the entitlement, e.g. hourly rate, to three decimal places. Leading zeros are NOT required.

NOTE

  1. If the entitlement is for overtime, REPORT the employee's salary rate as it is expressed in the collective agreement.
  2. If the Rate Code is "0" (lump sum), the amount in Field 12 is the total amount owing to the employee as calculated by the Originator. Fields 14 to 17 MUST BE BLANK.
  3. | If the "Rate Code" is X, the "Rate/Gross" cannot be greater than $1,200.00. For all other Rate Codes, the amount must be within the range found on the Deduction/Entitlement Control File.
  4. When reporting a retroactive adjustment of overtime, INPUT the difference between the revised rate and the unrevised rate.
  5. Where an employee was underpaid because an incorrect rate was previously reported, INPUT the difference between the correct rate and the incorrect rate.
  6. The "rate/gross" entered MUST be compatible with the divisor code entered in Field 11, e.g. hourly divisor/hourly rate; monthly divisor/monthly rate, etc.

FIELD 13 - ENTITLEMENT CODE

PURPOSE

To indicate the extra-duty pay entitlement to be paid by means of a three-character code.

REQUIREMENT

Mandatory.

Originator

  • INPUT the appropriate entitlement code for the extra-duty pay being requested.

CODES

USE ONLY those codes that have been identified for the PWGSC-TPSGC 2547 input. REFER to PPIM Section 3-3-5.

FIELD 14 - HOURS AT STRAIGHT TIME

PURPOSE

To record the number of hours to be paid at straight time to the nearest hundredth of an hour; and to record the number of times on standby, called back, etc.

Note: For converting minutes to a decimal equivalent REFER to the Conversion Table in PPIM Section 5-3.

REQUIREMENT

COMPLETE as applicable.

Originator

INPUT the total number of hours at straight time; or the number of shifts, standbys, call backs, etc. COMPLETE to two decimal places. Leading zeros are NOT required, for example:

  • 5 hours is shown as 5.00
  • 2½ hours is shown as 2.50
  • 3 shifts is shown as 3.00

FIELD 15 - HOURS AT TIME AND ONE-HALF

PURPOSE

To record the actual number of hours to the nearest hundredth to be paid at time and one-half - to two decimal places.

REQUIREMENT

COMPLETE as applicable.

Originator

INPUT the actual number of hours to be paid at time and one-half to two decimal places. Leading zeros are NOT required.

Note: Do NOT multiply the actual hours by 1 1/2 before inserting.

FIELD 16 - HOURS AT DOUBLE TIME

PURPOSE

To record the actual number of hours to the nearest hundredth to be paid at double time to two decimal places.

REQUIREMENT

COMPLETE as applicable.

Originator

INPUT the actual number of hours to be paid at double time to two decimal places. Leading zeros are NOT required.

Note: Do NOT multiply the actual hours by two before inserting.

FIELD 17 - HOURS AT OTHER RATES

PURPOSE

To record the actual number of hours to the nearest hundredth to be paid at the rate indicated in Field 18 - to two decimal places.

REQUIREMENT

COMPLETE as applicable.

Originator

INPUT the actual number of hours to be paid at the rate indicated in Field 18 to two decimal places. Leading zeros are NOT required.

Note: Do NOT multiply the actual hours by the rate indicated in Field 18 before inserting.

FIELD 18 - PREMIUM RATE INDICATOR

PURPOSE

To indicate the extra-duty pay rate to be used in calculating the total entitlement on the basis of the number of hours reported in Field 17.

REQUIREMENT

Mandatory when completing Field 17 - otherwise LEAVE blank.

Originator

INPUT the appropriate rate code:

OVERTIME RATE CODE
Two & One-half 4
Triple Time 5
One & Three-quarters 6

Last Update: September 2009