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PPIM 4-4-18-2

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Section: PAY ACTION CODE 18

Subsection: ENTITLEMENTS - REVERSION TO BASIC PAY (PAC Modifier "C")

DEFINITION

To report a reversion to basic pay from acting pay, partial pay - ships'officers or an educational leave alllowance.

COMPLETE MANDATORY Fields (PWGSC TPSGC 2517-1 Publiservice). SEE NOTES for explanation.

FIELDS NOTES
01 Mandatory
05 Mandatory.
06 Mandatory.
09 Mandatory.
10 Mandatory.
11 Mandatory.
12 Mandatory. INPUT the employee's Personal Record Identifier (PRI), USE a leading zero to fill all nine spaces.
13 Mandatory.
14 Mandatory.
15 Mandatory.
18 LEAVE blank.
21 Mandatory.
25 Mandatory. INPUT the BUD Code relative to the employee's basic pay status.
26 If this field was changed when acting pay was granted, INPUT data relative to the employee's basic pay status - otherwise LEAVE blank.
27 INPUT the Abbreviated Class Title relative to the employee's basic pay status. LEAVE blank for BUD codes with no classification title.
30 Mandatory.
32, 33 INPUT the data relative to the employee's basic pay status ONLY if these fields were changed when the acting pay, partial pay - ships'officers or educational leave allowance was reported.
36 COMPLETE for those employees whose pay rate is determined by the zone (geographical area) within which they work (MUST be completed for these employees, even if unchanged from acting pay status). If this pay action removes the employee from such a group, ENTER "DEL" to delete the old pay zone.
50 If this field was completed when the employee was granted acting pay, it must now be completed on reversion to basic pay provided the employee is entitled to a future statutory increase.
52, 53 Mandatory. COMPLETE for all employees (mandatory except that fields 52 and 53 are not required for exempt departments and they are optional for those with BUD Codes 700 to 814 and 879 to 999 and for term employees appointed for six months or less). (Do not use the Department Code from Field 10 for Branch in Field 52).
60 Mandatory. INPUT PAC "18".
61 Mandatory. INPUT Modifier "C'(Commence).
62 Mandatory. INPUT Entitlement Code "001" (Basic Pay).
63 Mandatory. INPUT the EFFECTIVE FROM, AM/PM date which is the true effective date of re-commencing basic pay on reversion from acting pay, partial pay - ships'officers or an educational leave allowance.
65, 66 Mandatory. INPUT the Rate Base and Rate Amount for basic pay effective the date of REVERSION. The Rate Amount should reflect the last rate change (statutory increases, revisions, etc.) that would have been authorized in the basic class, if the employee had not been on acting pay status.
67, 68 COMPLETE for employees working a NON-STANDARD work week to indicate the number of ENTITLEMENT hours, days or weeks (INCLUDING LEAVE WITHOUT PAY (LWOP)) in the INITIAL pay period. REFER to Section PPIM 5-12 for input instructions, if the account is in Pending T- SOS or SOS status. Note: Always REPORT in hours for employees whose pay is calculated on the basis of hours, i.e. part-time employees or employees working irregular shifts (e.g. Firefighters BUD 602/652).

For a reversion to basic pay from acting pay that is effective after the start date of the current pay period, COMPLETE to record the number of hours, days or weeks that are to be paid (i.e. from the start date of the current pay period up to the day prior to the effective date of the new basic salary change. When applicable, this value will be used to automatically generate a PAC 71 to adjust the salary.

69 INPUT the Former Rate/Amount to show the employee's former rate of pay during the period covered by this pay action. Right justify.

Note 1: The former rate/amount in Field 69 MUST be converted, if necessary, to an amount compatible with the rate/amount in Field 66, e.g. if the amount in Field 66 is an hourly rate then the amount in Field 69 must be an hourly rate.

Note 2: For the procedure to correct an understated or overstated former rate, REFER to Section PPIM 5-9.

Note 3: This rate must be greater than the rate in Field 66 (new rate) when reverting from acting pay.

71 COMPLETE ONLY if there is a requirement to change the accounts coding from that currently shown. This field is not required for Financial Information Strategy (FIS) departments that have decided to maintain their financial coding within their own Departmental Financial Management System.
72 INPUT remarks to clarify or LEAVE blank. Note: INPUT the above mentioned information in Free Form Text (FFT) when working with the on-line pay system.
73 Mandatory.
74 Mandatory.
75 Mandatory.
76 Mandatory.

REMARKS

  1. OTHER ACTING PAY ENTITLEMENTS.

    When an employee reverts to basic pay (Entitlement Code 001), ONLY his acting pay (Entitlement Code 002), partial pay - ships'officers (Entitlement Code 127) or educational leave allowance (Entitlement Code 077) will STOP. If any entitlement, authorized for the acting pay status is NOT to continue or should be changed on reversion to basic pay, a pay action line is required to STOP, AMEND or RECOVER the entitlement, as applicable.

  2. BASIC CLASS ENTITLEMENTS.

    If an entitlement (which was in effect in the employee's basic class when acting pay commenced) was STOPPED or ALTERED while on acting pay, that entitlement must be REINSTATED on reversion to basic pay with a pay action line, using Modifier "C" (Commence) or "A" (Amend) as applicable, provided that the employee is still entitled to receive it in the basic class.

  3. BASIC CLASS DEDUCTIONS.

    Deductions authorized during a period of acting pay will continue on reversion to basic pay unless STOPPED. Deductions applicable to the employee's basic class which were STOPPED or ALTERED during the period of acting pay MUST BE REINSTATED using a PAC 16C or amended using a PAC 16A, if they are to continue on reversion to basic pay.

  4. DEDUCTIONS - CONTINUATION.

    Deductions applicable to basic pay, if not changed while on acting pay, will continue unless STOPPED, AMENDED or REFUNDED by a pay action line.

  5. CHANGE IN BARGAINING AGENT.

    If union dues are payable to a different bargaining agent on reversion to basic pay, STOP the existing deduction and COMMENCE a deduction for the new bargaining agent.

  6. RETROACTIVE ADJUSTMENTS TO BASIC PAY.

    The originator must provide the following information if the Effective From date is prior to the pay period in which the pay rate will be changed in the system:

    1. If there was LWOP in the retroactive period and a payment is due to the employee, reduce the number of hours, days and weeks to reflect the true entitlement and REPORT a PAC 71 202 or 270 for periods of pensionable LWOP that occurred during the retroactive period. REFER to Section PPIM 5-9 for additional information. When there is no retroactive payment to be made, the originator must INPUT in Field 72, Remarks, the number of hours, days or weeks as well as the dates of LWOP by type (as defined in Section PPIM 4-4-15-1) which occurred in the retroactive period, for pension deficiencies calculation. If no LWOP occurred, state "NO LWOP".
    2. REPORT all recoveries to be made of entitlements that decreased relative to basic pay, using a PAC 18R for all entitlements (REFER to sections PPIM 4-4-18-4-1, PPIM 4-4-18-4-2, or PPIM 4-4-18-4-3).

      Note: INPUT the above mentioned information in Free Form Text (FFT) when working with the on-line pay system.

  7. RETROACTIVE ADJUSTMENTS TO EXTRA DUTY PAY.

    If the employee's rate of pay has decreased, which resulted in an overpayment of Extra Duty Pay, recovery action should be taken using a PAC 18R. REFER to Section PPIM 4-4-18-4-1 for details.

  8. REVERSION FROM ACTING IN A SUPERVISORY POSITION - NO CHANGE IN BASIC RATE OF PAY.

    When reverting an employee from acting in a supervisory position and there is a change in BUD Code (Field 25) but there is NO change in the basic rate of pay (i.e. Entitlement Code 070 ceases ONLY), REPORT a PAC 18C001 as per these instructions, EXCEPT that fields 67 and 68 MUST BE BLANK. Follow this with a PAC 18S070. REFER to Section PPIM 4-4-18-6-1. INPUT, in Field 72, "NO CHANGE IN BASIC RATE OF PAY".

    Note: For Field 72, INPUT the information in Free Form Text (FFT) when working with the on-line pay system.

  9. REVERSION FROM EDUCATIONAL LEAVE ALLOWANCE - PAY RATE HAD CHANGED IN BASIC CLASS.

    REPORT any salary changes that occurred during the period of educational leave using the appropriate pay actions (i.e. 05A001, 08A001, 09A001...) to reflect the revised salaries for the purpose of calculating pension contributions and benefits correctly. REFER to Compensation Directive 2006-012.

    EXCEPTION

    For entitlement codes 144 or 288: If the pay action is reported for an open period with a change in Bud Group, the system will automatically generate a PAC 18S to stop these entitlements using the "Effective From" date of the pay action being processed. Therefore, there is no requirement to report a PAC 18S or a PAC 18A for these entitlement codes. If necessary, REPORT a PAC 18R to recover the overpayment. If the employee is still entitled to one of these entitlements, you must REPORT a NEW PAC 18C to commence the entitlement.

    NOTE: For the BUD Group, only the first three digits are used.

  10. DEATH BENEFIT (DB), DISABILITY INSURANCE (DI) AND LONG-TERM DISABILITY (LTD) INSURANCE.

    When a rate of pay is revised as a result of this pay action, and the amount of DB, DI or LTD is increased/decreased retroactively, COMPLETE a PAC 16C/16R 590 (DB), 752 (DI), 754 (LTD), or 852 (LTD - Management Category - Arrears) for the lump sum amount of the adjustment covering the retroactive period. When premiums are subject to Quebec Sales Tax, REFER to Section PPIM 5-9 for the codes and the procedures to be followed. These are to be batched under cover of the same PWGSC-TPSGC 2546 Publiservice form as the PAC 18.

    EFFECTIVE FROM DATE - DB

    • Where a salary change (increase or decrease) is authorized prior to its effective date, the EFFECTIVE FROM DATE is the first day of the month of the salary change.
    • For a retroactive salary change (increase or decrease), the EFFECTIVE FROM DATE is the first day of the month following the month in which the salary change was authorized.

    EFFECTIVE FROM DATE - DI AND LTD

    • Where an increase in salary is authorized prior to its effective date, the EFFECTIVE FROM DATE is the first day of the month of the salary change.
    • Where a decrease in salary is authorized, the EFFECTIVE FROM DATE is the first day of the month following the month of the salary change.
    • For a retroactive salary change (increase or decrease), the EFFECTIVE FROM DATE is the first day of the month following the month in which the salary change was authorized.
  11. | EMPLOYEE ON LIA OR PRL.

    If an employee is on leave with income averaging (LIA) or on pre-retirement transition leave (PRL), the originator must REPORT the full salary and full former salary for retroactivity purposes. AT THE SAME TIME, the originator MUST ALSO RECALCULATE the reduced salary and REPORT the amended reduced salary using the applicable LIA or PRL pay transaction. If the salary change is during the LIA or PRL period, the 18A306 or 18A346 pay transaction must be reported with the same "Effective From" date as the salary change. If the salary change is effective prior to the LIA or PRL period then the "Effective From" date of the LIA or PRL Amend pay transaction must be the start date of the LIA or PRL period. A separate 18A306 or 18A346 pay transaction is required for any subsequent change in salary during the LIA or PRL period. Field 67 (H/D/W IND) and Field 68 (NUM H/D/W) should be blank. The LIA reduced rates may be calculated with the LIA calculator at: Employee Benefits Site Publiservice

    The pay office will process the retroactive adjustment between the old and new reduced rates of pay for the LIA or PRL period and adjust pension contributions and employment insurance premiums if applicable.

  12. EFFECTIVE FROM DATE > START DATE OF CURRENT PAY PERIOD - RETURN TO BASIC PAY FROM ACTING PAY.

    When the "effective from" date is greater than the start date of the current pay period for 7B/7C/6C accounts in ACTIVE status, and the RATE AMOUNT present in Field 66 is less than the FORMER RATE AMOUNT in Field 69, the system will automatically generate a PAC 71 to adjust the salary of the next regular pay.

    SALARY SERVICE UPDATE

    When a PAC 18C001 is processed by the Salary Service History Update Program, it:

    • Closes the current identification record line and creates a new identification record line reflecting the changes in BUD Group and classification;
    • Closes the current basic pay line and creates a new basic pay line reflecting the amended data; and
    • If the basic pay code is already "001", the system will produce a reject message Q27 "Trans. Rejected - Appropriate S/S Line Cannot be Found".

Last Update: April 2012