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PPIM 4-4-18-4-1

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Section: PAY ACTION CODE 18

Subsection: ENTITLEMENT - ONE TIME RECOVERY - CLOSED PERIOD (EXCEPT BASIC OR ACTING PAY)

DEFINITION

To recover the overpayment of an entitlement, except basic or acting pay, as a one time amount for a closed retroactive period.

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.
60 Mandatory. INPUT PAC "18".
61 Mandatory. INPUT Modifier "R" (Recover).
62 Mandatory. INPUT the code for the entitlement to be recovered.
63 Mandatory. INPUT the EFFECTIVE FROM, AM/PM date on which the employee started a period of reduced or non-entitlement.
64 Mandatory. INPUT the EFFECTIVE TO, AM/PM date which is the end date of the period of non-entitlement which MUST be retroactive to the current pay period.
65, 66 Mandatory. INPUT the RATE BASE and RATE/AMOUNT applicable to the entitlement. Rate Base "0" and a lump sum amount must be used to recover entitlements 201, 203, 204 or any entitlement for which Rate Base "P" and Rate Base "6" is specified in PPIM Section 9-5-2 . For the Recovery of Extra-Duty Pay Overpayments. The usual rate bases apply, i.e. lump sum = 0, hourly = 1, annual = 9, monthly = 6 and weekly = 3. For "number of items" (SEE asterisk "*" in Section PPIM 3-3-3) the lump sum amount MUST be pre-calculated and Rate Base "0" applied. For the Recovery of a Lump Sum Payment Overpayment: The From and To dates must be the same as the original input with the recovery amount in Field 66.
67, 68 LEAVE BLANK ONLY if the Rate Base in Field 65 is "0", otherwise COMPLETE for all employees to indicate the total number of actual hours, days or weeks paid in the ENTIRE recovery period. NOTE: Always REPORT in hours for employees whose pay is calculated on the basis of hours, e.g. part-time employees and employees working irregular shifts such as Firefighters (BUD 602 or 652).
71 INPUT the reason for leave without pay (LWOP) code (REFER to Section PPIM 4-4-15-1) in the first two spaces left justified, if the recovery is due to LWOP. Input OV in the third and fourth position if the overpayment is to be recovered from a supplementary payment (refer to remark 7 for additional details).
72 INPUT remarks as appropriate to clarify - or LEAVE blank. Note: INPUT the information in free form text when working with the On-Line Pay System.
73 Mandatory.
74 Mandatory.
75 Mandatory.
76 Mandatory.

NOTE 1: It is NOT necessary to stop and restart a continuing entitlement in order to recover an overpayment and it is NOT necessary that the entitlement being recovered be currently in effect.

NOTE 2: The compensation advisor must ensure that the lump sum recovery is less than the NET PAY to prevent a zero balance cheque. Be advised that pay office will not convert this lump sum recovery in a net overpayment. When the recovery amount is greater than the net pay, the compensation advisor must use an ongoing ENR (REFER to Section PPIM 4-4-18-4-3 and Section PPIM 14-6-4, Remark 7).

REMARKS

  1. CHANGES IN RATE DURING THE RECOVERY PERIOD.

    If the entitlement rate (Field 66) was changed during the period that must be recovered, REPORT a separate period for each change using a PAC 18R.

  2. AUTOMATIC ADJUSTMENT OF ENTITLEMENTS - EMPLOYEES REPORTED BY TIME SUMMARY.

    The following variable allowances are automatically calculated on the basis of regular hours reported by Time Summary:

    CODE ENTITLEMENT
    022 First Aid to the General Public,
    026 Nurse in Charge Allowance,
    070 Supervisor Differential,
    080 Inmates Training Differential,
    102 Fuel and Utilities Differential,
    126 Supervisory Differential (Ships Repair Group).

    Since these are related to Time Summary reports, a PAC 18R is not usually required to reduce earnings due to LWOP. A PAC 18R is ONLY required for these entitlements WHEN:

    1. applicable to an employee NOT reported by Time Summary;
    2. adjusting dates according to Section PPIM 4-4-18-5-1, Remark 7; and
    3. doing an adjustment due to LWOP at a pay rate different than the one for the current period reported on the Time Summary.
  3. TO AMEND THE EFFECTIVE FROM DATE

    of an entitlement to one LATER than that previously shown, REPORT a PAC 18R showing the From and To dates of the period that the entitlement should not have applied.

  4. TO AMEND THE EFFECTIVE TO DATE

    of an entitlement to one EARLIER than that previously shown, REPORT a PAC 18R to recover the period of overpayment.

  5. RECOVERY OF BASIC OR ACTING PAY.

    To recover basic or acting pay, REFER to Section PPIM 4-4-18-4-2.

  6. EFFECTIVE FROM/TO DATES:

    • If the "Effective From" date is prior to the coming into force of the PSSA 2 and the "Effective To" date is after the coming into force of the PSSA 2, then separate pay actions must be input to cover the period prior and the period after the coming into force of the PSSA 2.
    Example:
    • PAC 18R 141-010220001 to 290320002 - Public Service Superannuation Account (PSSA 1)
    • PAC 18R 141-300320001 to 300420002 - Public Service Pension Fund (PSSA 2)
  7. RECOVERY OF AN OVERPAYMENT FROM A SUPPLEMENTARY PAYMENT:

    • When the overpayment is to be recovered from a supplementary payment, value "OV" will need to be entered on the PAC18R in position 3-4 of field 71. The following entitlement codes cannot be used in this process 001, 002, 027, 077, 127, 132, 216, 217, 218, 219 AND 232.
  8. | RECOVERY OF AN OVERPAYMENT DUE TO RETROACTIVE PAYMENT (CURRENT YEAR) - SOS ACCOUNT:

    • Compensation advisors will need to complete one of the following forms: (PWGSC-TPSGC 2517-1 Publiservice) or (PWGSC-TPSGC 2549 Publiservice). The required form should contain the actual information, i.e. if the overpayment was for a period covering a previous year, the PAC 18R must reflect the actual payment date. A note must be added in field 72 (remarks) on the form as follows: "Please create an overpayment. The overpayment covers from (DD/MM/YYY) to (DD/MM/YYY)".

      |NOTE: The pay office will accept only one account (PRI) per form PWGSC-TPSGC 2549.

SALARY/SERVICE UPDATE

When a PAC 18R is processed by the Salary/Service History Update Program:

  • It modifies the affected pay line on Salary/Service to reduce the PAC 18R period. The PAC 18R will not appear on Salary/Service.
  • Any PAC 18R that is non-superannuable or has a LWOP reason in Field 71 will bypass Salary/Service.
  • Any PAC 18R that cannot locate a matching Pay line on Salary/Service will be bypassed.
  • For a lump sum input using a PAC 18R (rate base Field 65 = "0"):
    • If a matching line has been located on Salary/Service but neither the rate base or the From and To dates are equal to the matching line, the system will produce reject message Q32 "Rate Base or Amount Not = to S/S Line".
  • For a PAC 18R input with a rate base other than "0" and the matching pay line on Salary/Service is a closed period:
    • If the "From and To" dates and the entitlement code are equal to the existing pay line on Salary/Service but the rate base (Field 65) and/or amount (Field 66) is not equal, the system will produce reject message Q32 "Rate Base or Amount Not = to S/S Line".
    • If only part of the pay action period can be located, the system will produce reject message Q23 "Partial Recovery Period Not Found".

Last Update: June 2010