ARCHIVED Services Pay Directive: 1991-062 (45)

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October 9, 1991

Ottawa, Canada
K1A 0S5

SUBJECT: Pay Date Change

1. PURPOSE

1.1 The purpose of this directive is to provide preliminary details concerning a change in pay date.

2. BACKGROUND

2.1 In December 1990, the National Joint Council approved a proposal to change the pay day for all employees paid biweekly from Friday to Wednesday.

3. POLICY

3.1 The pay date change will be introduced for the second pay period in January 1992. For this pay period, the cheque date will be moved from January 17, 1992 to January 15, 1992. Consequently, the new pay periods will run from Thursday to Wednesday rather than the current Monday to Sunday.

3.2 Due to the change in the pay period dates, an overpayment will result for all employees under pay cycles 7A, 7B and 7C.

3.3 As of pay period 02/92, pay cheques and direct deposit payments will be available to employees in all regions on the new official pay day, Wednesday.

4. PROCEDURES/INSTRUCTIONS

OVERPAYMENT RECOVERY REGULAR PAY

4.1 Various overpayment recovery methodologies, based on the applicable employee type in field 31 of the Master file, have been identified and are described below. To all intents and purposes, entitlement codes 001, 002, 077, 127, 242 and 244 are considered regular pay.

PAY CYCLE 7A

For employees paid by Pay Action Code (PAC) 33 Time Summary reporting, the exact number of hours to be paid for the initial changeover pay period will be reported by departments. Pay period 02 for 7A accounts covers the period December 23, 1991 to January 5, 1992 inclusive.

PAY CYCLES 7B AND 7C

In the initial changeover pay period, pay cycles 7B and 7C employees will be paid 10 days. The two (2) day overpayment calculation for Thursday and Friday will be included as part of the pay period 02 process and will be recovered automatically by Supply and Services Canada.

Proformas will be generated for all part-time employees (employee types B, D, F, H), full-time seasonal employees (employee type C), employees working on an "as required" basis (employee type M) and certain groups of employees (LI-BUDs 607/657, SC-BUDs 612/662, SO-BUDs 41006, 41007, 41008) who could potentially be overpaid four days.

Proformas issued for the different situations stipulated above will be provided to departments in early November 1991 and are to be returned in sufficient time for pay period 02/92 processing.

Departments must report the number of hours to be recovered (i.e. hours for the period January 2, 1992 to January 5, 1992 for 7B accounts and hours for the period of January 16, 1992 to January 19, 1992 for 7C accounts).

Beginning with pay period 02/92, recovery will be effected over 26 pay periods for employee types A/B (indeterminate full-time and part-time) and G (specified term of more than 6 months full-time). Since there are 27 pay periods in 1992, full recovery will be accomplished by the end of 1992.

Recovery will be effected in one lump sum in the initial changeover pay period (PP 02/92) for employee types C/D (seasonal full-time and part-time), E/F (specified period of 6 months or less full-time and par-time), H (specified period of more than 6 months part-time) and M (as required basis).

OVERPAYMENT REGULAR PAY ALLOWANCES

4.2 The overpayment relating to the following regular pay allowances will be calculated and recovered automatically by SSC on the same premise as the regular pay overpayment.

- 022	First Aid Duties
- 026	Isolated Posts
- 042	Penological Factor Allowance
- 063	Education Allowance (nurses)
- 101	Living Cost Differential
- 102	Fuel and Utilities Differential
- 106	Responsibility Allowance
- 141	Bilingual Bonus
- 144	Equalization Adjustment
- 238	Acting Premium
- 245	Interim Salary Adjustment (nurses)
- 288	Salary Relativity Adjustment
- 297	Environment Allowance

4.3 It will be a departmental responsibility to calculate and recover the overpayment relating to the following regular pay allowances:

- 005	Assistant Principal's Allowance
- 007	Bilingual Differential
- 008	Additional Amount Paid in Lieu of Overtime
- 014	Department Head or Dean's Allowance
- 016	Diving Allowance
- 027	Dual Remuneration Superannuable
- 030	Lightkeeper Allowance
- 035	Expenses Commuting Allowance
- 044	Principal's Allowance
- 046	Special Accommodation Allowance
- 057	Specified Location Allowance
- 059	Fees Board of Examiners
- 062	Specialists Allowance
- 070	Supervisory Allowance
- 074	Vocational Training Instructor Allowance
- 080	Inmate Training Differential
- 081	Extra Duty Allowance
- 083	Pay Supplement for Translation Group
- 093	Operational Facility Premium
- 105	Senior Teacher Allowance
- 116	Meteorological Allowance
- 119	Ship's Officers and Ship's Crews Basic Pay
- 121	Seconded Premium Pay
- 125	Special Assignment Helicopter Pilots
- 126	Supervisory Differential
- 132	Basic Pay for Ships'Crews
- 142	Commuting Allowance
- 143	Chairman's Allowance
- 173	Premium Pay in Lieu of Statutory Holiday
- 200	Quarters and Rations in Kind Non-Taxable (non-payable)
- 201	Quarters and Rations in Kind Taxable (non-payable)
- 207	Additional Earnings Superannuation (non-payable)
- 208	Additional Earnings DB, DI / LTD (non-payable)
- 230	Lump Sum Equivalent
- 232	Dual Remuneration Non Superannuable
- 235	Development of Employees and Examiner Premium
- 248	Housing Benefit Taxable (non-payable)
- 289	Parking for Handicapped Employees
- 472	Class Conversion

4.4 Departments will have to calculate the gross overpayment for these non-automated allowances and report a corresponding PAC 18R transaction.

NEW ENTITLEMENT / DEDUCTION CODES

4.5 Distinct entitlement and deduction codes have been created to recover the various overpayments. These are:

• 338/YL (O/P Pay Rate Net). This code represents the system generated net overpayment. Programs have been amended to allow two PAC 18R ongoing transactions if one of the transactions is for entitlement code 338. Please note that the initial setup of the system generated net overpayment will appear on the cheque stub and cheque register as entitlement code 406/YL.
• 339/YL (O/P Pay Rate Gross). This code represents the pay rate gross overpayment to be reported by departments when the account has rejected in the initial setup of the recovery process.
• 340/YL (O/P Allowance Recovery Gross). This code represents the allowance gross overpayment to be reported by departments to recover any allowance that is not recovered automatically by the system.
• 836/DX (O/P Pay Rate Arrears Net). This code represents the arrears deduction of a net overpayment (i.e. 338/YL) reported by the paying office (PAC 17 or PAC 77).
• 837/DX (O/P Pay Rate Net). This code represents the conversion of code 338/YL for expenditure purposes. This entails that the amount recovered under code 338/YL, will be recorded on the cheque register as deduction code 337/DX.

4.6 New Master File element 957 (overpayment net pay rate) has been identified to record the net overpayment amount for entitlement/deduction codes 838/YL (837DX) and 836/DX.

DEPARTMENTAL AND PAY OFFICE INTERVENTION

4.7 If an employee is Struck-off-strength (SOS) within the recovery period and there is still an amount outstanding in element 957, the system will automatically recover the value present in element 957 from the first available monies.

4.8 If an employee is RE- Take-on-Strength (TOS) during the recovery period and there is still a value present in element 957, a notification message will be produced to the paying office who will calculate and recover, in one lump sum, the amount owing for the T-SOS period.

4.9 When a cancelled cheque contains a negative amount for codes 338/837 or 836, a message will be produced to the paying office for recovery from the first available monies. If cancellation applies to codes 339 and 340, this will be treated identically as any other 18R transaction currently being cancelled.

REPORTS

4.10 When the overpayment is actually calculated, certain accounts could conceivably reject due to changes to an employee's status or because of an unusual or discrepant condition. These accounts will be recorded on a reject report for a manual PAC 18R 339 intervention by departmental staff.

4.11 A standard work week/assigned work week compare report was issued in early September to inform departments of those full-time employees whose Assigned Work Week (AWW) and Scheduled Work Week (SWW) did not match. Corrective action is required to ensure automatic calculation and recovery of the overpayment.

4.12 A cheque register and a cheque stub will be produced showing the gross overpayment, the net overpayment and the adjusted statutory deductions.

4.13 A detailed overpayment calculation statement is also available to departments, on demand, to assist in their inquiries. The statement will provide exhaustive overpayment particulars. Selection criteria is department and paylist only.

FUTURE END DATES

4.14 In order to avoid one extra deduction being processed, all transactions established on the Master File with an end date in the future will have to be corrected according to the new pay period.

4.15 SSC will automatically reflect the new dates for Canada Savings Bonds (788), Québec Savings Bonds (801) and United Appeal (790) deductions. A listing identifying the accounts that have been modified will be produced for departments.

4.16 For all other deductions, a turn-around proforma will be produced to permit departments and paying offices to reprofile the end date of these deductions according to the new pay period structure. Only those deductions with an end date of 6 years in the future or earlier will be selected.

4.17 Once the program to produce the proformas has been processed, departments and paying offices will be advised to utilize the new pay period calendar dates for all transactions being submitted with an end date in the future.

4.18 A further Services Pay Directive, providing final requirements and details, will be issued in November.

5. INQUIRIES

5.1 Any inquiries on the foregoing may be addressed to Diane Leduc at 819-956-2065 or Rachel Brunette at 819-956-2074.

Original Signed by
M.-Josée Posen

M.-Josée Posen
Director General
Compensation Directorate
Government Operational Services