ARCHIVED CD 2007-004

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• | Annex A  (Revised August 5, 2009)

January 30, 2007

SUBJECT: Pay and Pension Data Correction Project - Tips and Guidelines

1. PURPOSE

1.1 The purpose of this directive is to announce the publication of a quick reference tool on Tips and Guidelines for compensation advisors. This reference tool provides procedures to assist in the day-to-day processing of the more complex compensation transactions and identifies how to avoid common problems.

2. BACKGROUND

2.1 Compensation advisors play a key role in ensuring that employees'salary payments, pension contributions and future pension benefits are accurate. With the implementation of the employee self-service Compensation Web Applications across the public service and the issuance of the Employee Benefits Statement, it is essential that the right information is displayed when employees view their pay and pension information and perform various pay and pension calculations. In addition, when data is accurate, it avoids additional questions and complaints from clients and workload for compensation advisors in the correction of data.

2.2 Since the introduction of the Public Service Pension Fund in April 2000, a major initiative was undertaken to ensure the accuracy of pension data by comparing pensionable salary and service to contributions received. Since April 2005, a team has been analyzing accounts with data discrepancies and it was determined that most of the data errors are in the pay system. Furthermore, analysis has shown that there are specific compensation transactions more prone to error. The Tips and Guidelines reference tool presents updated procedures and tips on the processing of the more complex compensation events.

3. PROCEDURES/INSTRUCTIONS

3.1 In order to assist compensation advisors in ensuring that valid information is entered in the Regional Pay System, the Tips and Guidelines reference tool has been prepared to identify the transactions that are most frequently causing errors in either contributions, or the salary and service data on which benefits are calculated. It explains the correct process to report these transactions and the proper way to correct inaccurate accounts.

3.2 The Tips and Guidelines tool is available to compensation advisors by clicking on Appendix A above. Please review the document and apply the procedures when processing these transactions in the Regional Pay System. It is highly recommended that you print the Tips and Guidelines as a desktop tool to help you in your day-to-day processing of compensation transactions.

3.2.1 The electronic document includes links to all necessary reference material in support of the correct reporting of transactions affecting employees'contributor status, salaries, allowances and contributions. Information may be added to this document in the future to identify additional procedures and helpful tips for the reporting of other pay transactions.

3.2.2 As changes are made, compensation advisors will be advised via the "What's New" process. They should then review the changes on the Web version of the document and print the amended sections as required.

4. INQUIRIES

4.1 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
B. Fortin

Brigitte Fortin
Acting Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): CJA 9033-212