Subject: New System Edit and Inquiry Screen for Dual Remuneration and Dual Employment Situations
November 8, 2011 Updated December 13, 2013
1.1. The purpose of this directive is to provide compensation advisors (CAs) with information regarding the creation of a new edit in the Regional Pay System (RPS) for taken on strength (TOS) transactions to ensure dual remuneration and dual employment situations are accurately identified.
To assist CAs in identifying these situations, a new inquiry screen was created to view accounts where an employee is already active or temporarily struck off strength (T-SOS) in another department or pay office (PO).
2.1 Currently, when a TOS/Pay action code (PAC) 01 transaction is processed, an edit exists to inform the CA if the employee's Personal Record Identifier (PRI) already exists within the same department and PO.
2.2 There are currently no edits to prevent the creation of a TOS transaction when the employee's PRI is active in another department or PO without requiring that dual remuneration or dual employment be identified. This discrepancy is only identified when the TOS updates the pension system where all accounts reside in one database.
3.1 Dual remuneration occurs when an employee is in receipt of salary for more than one position in the public service, as defined in the Financial Administration Act (FAA).
Where an employee, while on an extended period of leave without pay (LWOP), accepts a specified period appointment with another organization named in Schedule I or IV of the FAA, it is commonly referred to as dual employment.
3.2 Where it is possible for an employee to legitimately be paid and/or occupy more than one position in the same or different department, PO, or employer, the account must be designated as "dual remuneration" or "dual employment".
4. Procedures and Instructions
4.1. New Inquiry Screen: Other Employment Info (OEI)
4.1.2. To assist CAs in identifying dual remuneration or dual employment situations, a new inquiry screen entitled, "Other Employment Info" (OEI) was created. The OEI screen displays the account information where an employee already has an active or T-SOS status.
4.1.3. To retrieve the new screen, the CA accesses the RPS (CV 72) and, from the main inquiry menu, selects "OEI ".
4.1.4. After the CA enters the employee's PRI, it will display the PO, department acronym, paylist (PL) and status of all active and T-SOS accounts related to that PRI. It will show up to five different accounts.
4.2. New Edit on TOS Transactions
4.2.1. Effective October 13, 2011, when a TOS/PAC 01 transaction is created, the RPS conducts a search in the databases to identify if the employee's PRI already exists with either an active or T-SOS status.
If no match is found for that PRI, the TOS transaction will process.
4.3. Dual Remuneration
Dual remuneration situations are identified in Field 19 (DUAL REMUN. IND) and Field 39 (PENSION TYPE CODE) in the Master Employee Record (MER).
4.3.1. When the TOS/PAC 01 is created, the RPS searches the database for the employee's PRI. If an account is identified with an active status, and the TOS/PAC 01 is identified as a dual remuneration situation with a value "1" (Employee Receives Dual Remuneration) in Field 19, the transaction will process.
4.3.2. If a dual remuneration situation is within the same department AND the same PO, the secondary employment position is not processed with a TOS/PAC 01. For input instructions, refer to Remark 8 of PPIM 14-8-01 and PPIM 4-4-01 (Personnel-Pay Input Manual).
Updated 188.8.131.52. In cases of dual remuneration within the same department AND the same PO; the CA is required to enter the pay list, employee type, group and level of the second employment in the Free Form text (FFT) screen.
4.3.3. If the search provides an account with an active status and the value in Field 19 of the TOS/PAC 01 is not a "1", the transaction will reject with the following message:
"ACTIVE PRI-SEE OEI SCREEN-DUAL REM CODE REQD IN F19/CIDP ACTIF-VOIR ÉCRAN IAE-CODE DOUBLE REM REQUIS ZONE 19".
For online clients, the reject message, as well as the account's OEI, are displayed on the TOS screen dialogue. However, the information on the rejected transaction is not kept.
For batch clients, including those using PeopleSoft, the reject message appears on the Error Analysis Report (EAR).
In both cases, the information on the employee's other account can be viewed on the OEI screen.
4.3.4. Where there is a dual remuneration situation, the CA of the new department (secondary employment position) must notify the department identified by the RPS as the home department and create the TOS/PAC 01 with the value "1" in the dual remuneration indicator (Field 19).
4.3.5. The employee's CA within the home department, where the active account resides, will need to create an STA/PAC 12A in Field 19 with the value "1", to identify the employee in a dual remuneration situation.
4.3.6. If the employee is a contributor to the public service pension plan in the substantive position, the accounts must be identified as dual remuneration with the value "02" (Under 35 years service - dual remuneration [whether or not paid through PWGSC for both government positions]) in Field 39 for both positions. If the employee is not a contributor, eligibility must be established based on the service in both positions.
4.3.7. When the employment is terminated from the secondary position, the CA must contact the department where the employee maintains his/her substantive position regarding the change in status to ensure that the values in Fields 19 and 39 are reverted to their original values.
4.4. Dual Employment
Dual Employment situations are identified in Field 39 (PENSION TYPE CODE) of the MER.
4.4.1. When the TOS/PAC 01 is created, the RPS searches the database for the PRI. If the employee's PRI is found with a T-SOS status and the TOS is identified as a dual employment situation with a value of either "13" (Full-time and part-time term employment during a period of LWOP - dual employment), "64" (Non-contributor in part-time term employment during a period of LWOP - dual employment) or "59" (Ab initio/non-employee) in Field 39, the transaction will process.
4.4.2. If the dual employment situation is in the same department AND same PO, a TOS/PAC 01 cannot be processed. Please refer to PPIM 5-10 for input instructions.
4.4.3. If the search provides an account with a T-SOS status and the value in the pension type code (Field 39) is not identified as a dual employment situation, the TOS will process in the RPS. However, the following warning message will be generated:
"ACTIVE PRI-SEE OEI SCREEN. DUAL EMPL CODE REQD IN F39/CIDP ACTIF-VOIR ÉCRAN IAE-CODE DOUBLE EMPL REQUIS ZONE 39".
For online and batch clients, the warning message will be recorded on the EAR, but the employment information for the employee's accounts will only be available on the OEI screen.
For Peoplesoft clients, the warning message will be part of the edit interface, but the account's employment information will only be available the OEI screen.
4.4.4. Upon receiving this warning message, the CA of the employee's secondary position must contact the department where the employee maintains his/her substantive position to verify the status of the account.
4.4.5. If the employee is found to be in a dual employment situation, the compensation advisors of the employee's secondary position must proceed with a (miscellaneous staffing action (MSA))/PAC 05) to amend the value in Field 39 to "13" or "64".
If the employee has reached the maximum of 35 years of pensionable service, the value in Field 39 should read "03" for the substantive employment position, and "03" for the secondary employment position.
4.4.6. For complete instructions on reporting and processing transactions to commence, stop or amend dual employment situations, please refer to PPIM 5-10.
5. Personnel-Pay Input Manual (PPIM)
5.1 The PPIM will be updated to reflect the information contained in this directive.
6.1 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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