Subject: Edit to the leave without pay (LWOP) Code 302: "Fixed Hours Not Worked"
October 17, 2011
1.1. The purpose of this directive is to provide compensation advisors with information concerning a new system edit in the Regional Pay System (RPS) when a reduction of earnings is reported with code 302.
2.1. Leave Without Pay (LWOP) code 302 is used to reduce the gross earnings of an employee who is absent for less than half a day at a time (e.g. late arrivals). Continuous periods of LWOP for less than half a day should not be reported using code 302.
Many departments and agencies are using code 302 to recover amounts for more than half day which should be reported under code 301. Therefore, an edit was created in the RPS that will reject any transaction with a recovery code 302 that is reported for a period greater than one half day.
3.1. Effective September 30, 2011, a new edit in the RPS limits the reporting with code 302 to less than half a day at a time. All periods of time related to code 302 are now reported in the salary service history (SSH) for retroactivity purposes.
4. Procedures and Instructions
4.1. When recoveries are submitted with code 302 for a period greater than four hours, the transaction is rejected with the following error message:
CODE 302 CANNOT BE REPORTED FOR MORE THAN 4 HOURS/ CODE 302 NE PEUT ETRE REPORTE POUR PLUS DE 4 HEURES
For those clients using On-Line Pay, the error message is displayed directly in the system upon input. Batch and bulk input clients will receive the reject message on the Error Analysis Report (EAR).
Departments are responsible for correcting these pay transactions before they can be processed. Refer to the Personnel-Pay Input Manual (PPIM) - Chapter 7 for additional information.
4.2. Recovery transactions (REC/Pay Action Code (PAC) 15C) with code 302 must be reported with an H in field 67 (HOURS – DAYS – WEEKS – NUMBER). Transactions with another value in field 67 will be rejected with the following message:
THE FIELD 67 MUST BE HOURS FOR THIS CODE/CHAMP 67 DOIT ETRE HEURES POUR CE CODE
4.3. Salary Service History (SSH)
4.3.1. As of September 30, 2011, code 302 transactions are recorded in the SSH.
When a REC/PAC 15C 302 is reinstated (partially or completely) with an Entitlement - Commence(ENC)/PAC 18C402 transaction, the SSH update program will delete the line with the effective from and effective to dates that match the REC/PAC15C 302 currently on the SSH.
If an ENC/PAC 18C 402 is processed and the period reported does not fall within an REC/PAC 15C 302 currently on the SSH, the error message:
Q05 "NO MATCH FOUND ON EFF. FROM AND/OR TO DATE"
will be produced.
If the ENC/PAC 18C 402 is reported and the number of days or hours is greater than the original REC/PAC 15C 302, the system will produce the error message:
Q06 "TRANSACTION # H/D/W IS> # H/D/W ON SALARY SERVICE".
If the ENC/PAC18C 402 is reported and the rate/amount is not equal to the REC/PAC15C 302 that is to be reinstated, the system will produce an error message:
"RATE AMOUNT NOT = 001/002 PAY SALARY RECORD".
When an REC/PAC 15C302 is entered that overlaps an existing REC/PAC 15C 302 on the SSH , the system will produce the error message:
Q01 "LWOP TRANSACTION OVERLAPS AN EXISTING LINE(S)/MOUVEMENT CNP CHEVAUCHE UNE LIGNE EXISTANTE".
If a ENC/PAC18C 402 is reported prior to the recovery of the original REC/PAC15C 302 (reported on the same RPS update), neither will be posted on the SSH and no adjustment will take place.
Reference(s): Personnel-Pay Input Manual (PPIM) - PPIM 14-7-1 and PPIM 4-4-15-3
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.
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