ARCHIVED CD 2005-003

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Note This document has been modified. The changes are identified by a vertical line "|". Revision (|)

January 28, 2005 (Revised April 27, 2005)

SUBJECT: Union Dues -- Changes to Data Entry Requirements


1.1 The purpose of this directive is to introduce changes to the data entry requirements for the on-line Regional Pay System (RPS) and for batch/bulk input transactions. These changes will ensure that union dues deductions are commenced, amended or stopped, in a timely manner, when there is a change to the bargaining agent as a result of a promotion, a deployment, a transfer or an acting assignment.


2.1 As a result of various Public Service Staff Relations Board (PSSRB) decisions, the Treasury Board Secretariat (TBS) has requested that changes be made to the RPS. These system changes will ensure that, when there is a change to the bargaining agent, action is taken at the appropriate time to stop the dues for the former bargaining agent and to commence the dues for the new bargaining agent in order to avoid any overdeduction or underdeduction of the union dues. In addition, timely processing of changes to union dues will ensure that all outstanding arrears are remitted to the new bargaining agent within thirty (30) calendar days of discovering that arrears are owed, as required by the PSSRB decision of April 26, 2004.


3.1 The TBS policy on union dues is set out in the Information Bulletin dated November 19, 2004, at the following Web site:

Union Dues - Interim Process - Information Notices Publiservice

3.2 As per the PSSRB decision of December 11, 2003, when a bargaining agent changes as a result of a promotion, a deployment, a transfer or an acting assignment, client departments are required to stop the union dues deductions for the former bargaining agent and commence the union dues for the new bargaining agent effective the first day of the month following the effective date of the change. The date used to establish when to commence/change union dues for reclassifications and conversions is the later of the effective date of the appointment or the date of issuance of the authorizing document.

| 3.3 For acting assignments, unless otherwise indicated in the relevant collective agreement, where there is a change in the bargaining agent, the change in union dues will take effect on the first day of the month following the effective date of the change, where assignments go beyond the month in which the acting assignment commenced.


4.1 The on-line RPS has been modified to incorporate a new mandatory field on the bottom of the screens when the following transactions are input:

  • Miscellaneous Staffing Action (MSA) - Pay Action Code (PAC) 05
  • Promotion (PRO) - PAC 06
  • Demotion (DEM) - PAC 07
  • Statutory or Merit Increase (INC) - PAC 08
  • Revision (REV) - PAC 09
  • Conversion (CNV) - PAC 10
  • Acting Pay/Acting Appointment (ACT) - PAC18C
  • Revert to Basic Pay (RBP) - PAC18C

The new mandatory field will present the following text: "DOES THIS REQUIRE A CHANGE TO THE EMPLOYEE'S UNION DUES Y/N"

4.2 When there is a change to the bargaining agent, the following procedure applies:

  • Answer "Y" to the question.
  • Press the "Enter" key. The transaction will be created.
  • Type "NEXT" in the command area. The following screens will be displayed in sequence: Deduction Stop (DES), Deduction Commence (DEC), and Deduction Amend (DEA). The command "NEXT" is automatically defaulted in each of these three screens.
  • If the screen displayed is not applicable to the transaction, press the "Enter" key and the next screen in the sequence will be displayed.
  • If the screen displayed is required by the transaction, change the default command "NEXT" to "CREA".
  • Enter the appropriate data.

4.3 When there is no change to the bargaining agent, the following procedure applies:

  • Answer "N" to the question and press the "Enter" key.
  • The three screens DES, DEC and DEA will not be displayed.

The RPS will record transactions with a "N" response along with the author's user ID and the date of the "N" response. The Consolidated System Control Division (CSCD) will produce a quarterly report listing all the transactions with a "N" response. This report will be forwarded, for information purposes, to the corporate compensation office of each client organization. This report may also be requested, as required, by the client organization.

4.4 For batch/bulk input transactions, the new message WE9 "TRANS MAY REQ CHANGES TO UNION DUES - OTHER PAC'S REQ'D" will be produced as a warning on each of the above noted transactions. This new message will be produced in the departmental error analysis report.


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.

Original Signed by
R. Jolicoeur

R. Jolicoeur
Director General
Compensation Sector
Finance, Accounting, Banking and Compensation

Reference(s): CJA 9006-13-4