ARCHIVED CD 1997-025

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September 4, 1997 (Revised May 24, 2001)

Ottawa, Canada
K1A 0S5

SUBJECT: Automation of Final Adjustments of Basic Pay and Allowances - Temporarily Struck Off Strength and Struck Off Strength Employees

1. PURPOSE

1.1 The purpose of this directive is to provide information concerning enhancements to the Regional Pay System (RPS) namely the automation of final adjustments of basic pay and allowances on Temporarily Struck Off Strength (T-SOS) and Struck Off Strength (SOS) employees.

This enhancement is the Phase 2 of the Retroactive Processing for Basic Pay - Struck off Strength and Temporarily Struck off Strength.

2. BACKGROUND

2.1 The enhancements to the RPS are part of a larger undertaking known as the Compensation Productivity Initiative (CPI).

3. POLICY

3.1 Effective September 29, 1997 changes to the RPS will be implemented to reflect the enhanced processes and procedures described herein.

A training session has been prepared and will be offered to client departments to inform them of the new and amended processes affected by this initiative. Client departments should contact their Regional Training Centre for more information.

3.2 The changes addressed are:

1. Automatic creation of a final adjustment to basic pay, allowances and deductions without pay office intervention when SOS or T-SOS is reported by the department (See number 4.2 for accounts non-automated).
2. "TED" screen (Pay Action Code (PAC) 77) expanded to accept all deduction codes except deductions requiring a matching government share. See Personnel Pay-Input Manual (PPIM) 4-4-77 for a Iist of exceptions.
3. System processing of Pending T-SOS/SOS reason "Y". Certain transactions cannot be input while the account is Pending T-SOS/SOS. These are PAC 03, 14, 15C code 306 or 383, 18R with no end date, 18C code 306 or 346 and PAC 35.
4. Automatic calculation of gross-to-net for previous year and current year overpayments including the issuance of the necessary T4/Releve 1 amendment.
5. Re-creation of one time adjustments from canceled payments.
6. Negative entitlements (message N91) will no longer be produced. The priority for deductions will be followed.

3.3 If a Pending T-SOS/SOS, reason "Y", is reversed using a PAC 12A107 by the department, the Pay Office will be responsible to issue any money owed for pay period(s) that may have been missed.

3.4 A Pending T-SOS/SOS, reason "Y", will be used by departments to immediately stop the regular pay when other transactions must be reported prior to the final T-SOS or SOS. The department should only be submitting transactions that do not generate payments, such as PAC 15, PAC 19, PAC 17, or transactions which require Pay Office intervention. Transactions resulting in a payment should be held by the department and submitted for processing with the actual PAC 02 or PAC 13.

4. PROCEDURES/INSTRUCTIONS

4.1 This directive is to be applied according to the instructions in the PPIM included in the amendments Nos. 42 and 49, dated August 1997.

| 4.2 Final adjustments of basic pay, allowances and deductions on T-SOS and SOS will be automated for 7C accounts unless the override indicator is used. Exceptions to this automation are as follows:

• Accounts on Leave with Income Averaging (LIA), Pre-retirement Leave (PRL) or with on-going Leave Without Pay (LWOP) (code 383);
• Any 3C (weekly - current), 6C (monthly - current), 7A (biweekly - arrears) or 7B (biweekly - arrears) cycle accounts;
• Accounts where the reason for SOS is code "17" - Death;
• Accounts that are in a T-SOS status, other than reason "Y", prior to the reporting of the SOS;
• Accounts with an entitlement with a rate base "P" if the effective date is during the adjustment period;
• Accounts with a change in pension status, assigned work week, standard work week, non standard work week indicator, pay cycle or frequency during adjustment period;
• If the account is part-time or non regular Monday/Friday and either there is a change in basic pay or entitlement during the adjustment period and the effective date of change is not a pay period start date; or there is an entitlement subject to the 10 day eligibility rule on the AID portion of the Master Employee Record (MER);
• If the system cannot locate the account on the payment register database to identify the last regular pay period paid.

4.3 A Pending T-SOS reason "Y" will not update the Salary Service History Master. Elements 107 (status code), 109 (T-SOS reason) and 112 (Stop Regular pay date) of the Master Employee Record (MER) will be updated.

This action can be done for all accounts on any pay cycles and can be reversed using a PAC 12A107 to amend the account status to active.

All allowances and deductions will remain on the MER.

4.4 In order to correctly produce the payment of the final adjustment on these accounts, all payments to be cancelled must be processed in the RPS prior to the reporting of the T-SOS (other than "Y") or SOS transaction.

Re-issuing payments by completing the fields 67 (H/D/W ind.) and 68 (# of H/D/W) on the cancelled cheque transaction (PAC 19) will no longer be permitted for the automated accounts.

New messages have been created for canceled cheque rejects. See PPIM 7-3-3-2 for the list.

4.5 For all accounts that were T-SOS reason "Y" prior to the implementation of this initiative and where M112 is blank, the current pay period start date will be imposed.

4.6 Departments are to verify the Free Form Text screen for outstanding deficiencies and deductions noted by the Pay Office. Departments are to enter these deductions on the "TED" screen for processing with the termination allowances.

4.7 An override indicator has been added to the T-SOS and SOS transactions which will require manual input by the Pay Office to produce the final adjustment.

4.8 In order for the system to automatically produce the final adjustment on Part time accounts, other than the exceptions listed in section 4.2, departments will be required to report the hours worked in the final pay period in field 68 unless the effective date of T-SOS/SOS is the start date of a pay period. In this case it is to be left blank. Field 68 is no longer required for full time accounts. The system will automatically reduce the period owing by any outstanding periods of Leave Without Pay (LWOP).

5. INQUIRIES

5.1 Any request for information regarding the foregoing should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Original Signed by
B. Bartley

P. Charko
Director General
Compensation Sector
Government Operational Service

Reference: CJA 9001-9