ARCHIVED CD 1999-023
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May 3, 1999
SUBJECT: AUTOMATION OF TRANSFER PROCESS
1.1 The purpose of this directive is to advise clients of the change in policy and procedures for transferring an account between employing departments and/or Pay Offices.
1.2 In this text, use of the masculine is generic and applies to both men and women.
2.1 As a result of concerns raised during a recent national client survey, a working committee was formed to discuss the current situation with transfers, and to provide possible alternative solutions. This resulted in a decision to automate the transfer process. A two phased approach to system development will be implemented as follows:
Phase 1 - Effective July 12, 1999
- Move the current on-line transfer screens from the Pay Office environment to the client departments, provide pre-filled data on the transfer-in screen and move the responsibility for coordinating the processing pay period for transfer pay transactions from the Pay Office to the client departments.
Phase 2 - Tentative Implementation for the Fall 1999
- Automate all Master Employee Record (MER) adjustment transactions that are done as a result of processed transfer-in and transfer-out pay transactions.
- This directive deals with Phase 1 of this process only. Information regarding Phase 2 will be sent to the Pay Offices prior to the implementation date.
2.2 A transfer occurs under the following circumstances :
- When an employee moves from one department of the Public Service of Canada, under the Public Service Staff Relations Act (PSSRA) 1.1 where Treasury Board is the employer to another department under PSSRA 1.1 where Treasury Board is the employer, with or without a change in Pay Office.
- When an employee of the Public Service of Canada, under PSSRA 1.1 where Treasury Board is the employer moves from one Pay Office to another within the Regional Pay System (RPS) with no change in employing department.
- When an employee of a Separate Employer moves from one Pay Office to another within the RPS, with no change in employing organization.
2.3 The current procedure requires that the departments complete a pay input form PWGSC-TPSGC 2517T / PWGSC-TPSGC 2549) for both the transfer-in and transfer-out pay transaction, and forward it to the Pay Office. It is then the Pay Office responsibility to coordinate the processing of both transactions. Transfers can only occur in a cycle 1 or cycle 8 Pay Period Plus (PP+) pay processing period.
3.1 The first step in the automation of transfers is the movement of the transaction processing control responsibility from the Pay Office to the client departments. To accomplish this changeover, transfer transactions must be received by the Pay Office on or before May 15, 1999, for June 1999 processing. Any transfer transaction that the Pay Office is unable to confirm for June 1999 processing will be returned to the originating department. In order to facilitate a smooth transition to the new automated transfer system, transfers will not be processed by the Pay Office for the month of July 1999.
3.2 Effective July 12, 1999, departments will be able to report both Transfer-In (TIN) and Transfer-Out (TOU) using the on-line pay system for August 1999 processing. Effective July 12, 1999, non on-line clients will be able to use their current pay input method to report transfers. It will be the responsibility of the transfer-in and transfer-out departments to coordinate the pay processing period for the transfer.
3.3 If the transfer-in department is an on-line client, it may choose to have the TIN screen pre-filled with information taken from the employee's MER with the previous department. When the client selects the TIN screen, and enters the value "SEAR" in the command area, after hitting ENTER to activate the search process, all of the required mandatory and optional fields as per section 4-4-04-1 of the Personnel Pay Input Manual (PPIM), except for POSITION NUMBER, EFFECTIVE FROM DATE, EFFECTIVE TO DATE, H/D/W INDICATOR, NUMBER OF H/D/W, PARTICULARS and ACCOUNTS CODING will be pre-filled. It is the responsibility of the transfer-in department to complete the fields that are not pre-filled and to verify that the pre-filled information is still valid for this employee. These fields will not be protected and can be changed. This new command is optional, and is not required to complete the transfer-in transaction.
3.4 For those departments using the on-line pay system, once the transfer-in transaction has been created and goes into "PENDING VERIFICATION" status, the client will be able to access all other screens, such as entitlement (ENC), promotion (PRO) or deduction (DEC), for this account using the PF12 key.
3.5 As part of this system development, a "Transfer Coordination File" has been developed as a safeguard to ensure that a Pay Action Code (PAC) 03 and corresponding PAC 04 can only be processed together in the same processing update, and in a cycle 1 or cycle 8 (PP+) pay processing period. When one of these transactions has been input and is ready for processing, it must search for the other corresponding transaction based on the Pay Office (PO)/Department/Personal Record Identifier (PRI). If no such transaction is found, then the transaction that has been created, and all other associated transactions for that account, will be recycled until the matching transaction has been found. Once both transactions have been found, they will both process together in the same processing update, providing it is a cycle 1 or PP+ pay processing period. If both transactions have been found, but the next scheduled update is not a cycle 1 or PP+ pay processing period, then both transactions will be recycled until the next cycle 1 or PP+ pay processing period.
3.6 The following new error messages will be displayed to department on-line users:
- "WARNING - CURRENT PAY CYCLE NOT EQUAL TO 1 OR 8". This warning message will be displayed to department on-line users when they attempt to access the TIN or TOU screens during a pay processing period other than cycle 1 or 8.
- "FORMER MER ACCOUNT NOT FOUND". This error message will be displayed to department on-line users who are using the SEARCH command and the system cannot locate the previous MER.
- "FORMER PO/DEPT REQUIRED FOR THIS COMMAND. This error message will be displayed to department on-line users if they enter the "SEAR" command but do not complete all of the "TRANSFER FROM" information.
- The following new error messages will be displayed to department on-line users and forwarded to non on-line departments:
- "TRANSFER REQUEST INVALID - EMPLOYERS TYPE MISMATCH" This error message will be produced when a department attempts to transfer an employee between a Treasury Board department and a Separate Employer. It will also be produced when a Separate Employer attempts to transfer an employee to a different Separate Employer.
- "REJECTED TOS /TIN - ACCOUNT NOT IN SOS STATUS" This message will be produced when a department attempts to transfer-in an account that is already active with that department.
- "TRANSFER OUT - ACCOUNT IN SOS STATUS" This message will be produced when a department attempts to transfer-out an account who is not active with that department.
- The following new error messages will be sent to all departments:
- "TRANSACTION RECYCLED - NO MATCHING PAC 03 OR PAC 04". This warning message will be sent to departments when a transaction has been processed but has to be recycled because no matching transaction has been found. This message will be produced every update that a transaction recycles and for all transactions associated with this account.
- "TRANSACTION RECYCLED - PAY CYCLE NOT EQUAL TO 1 OR 8". This warning message will be sent to departments when a transfer-in and transfer-out transaction has been received but the current pay processing cycle is not equal to cycle 1 or 8 for both transactions. This message will be produced every update where the transaction is recycled.
4.1 Any request for information regarding the foregoing should be addressed to your Public Works and Government Services Compensation Services Office.
Original Signed by
Government Operational Service
- Date modified: