Incumbent Redesign - Incumbent Data Element Dictionary

Element Name

Disability Insurance Eligibility Code

Alias

Disability Insurance Eligibility (MST/PRF)

PDED No.

13-0

Definition

A code which identifies the eligibility of an employee to contribute to the Disability Insurance Plan (DI) Plan or the Long Term Disability Insurance (LTD) Plan of the Public Service Management Insurance Plan (PSMIP) or to neither.

Data Source
(MER field)

2517T, field 47
(M047)

Values

1= DI Plan Contributor 2= LTD Plan Contributor
3= Non-Participant 4= LTD Premium Holiday
5= DI Premium Holiday 6= LTD Executive
7= LTD Executive Holiday

Remarks

Reference: Pay Input Manual (PPIM), Section 3-5-3

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (265)

Old File Name & Starting Position

INC.PROD.GKMST (157) INC.PROD.GK34101 (136)
INC.PROD.GKPRF (283)

Element Name

Dual Remuneration Code

Alias

Dual Remuneration Indicator (MST)

PDED No.

15-0

Definition

Identifies whether the employee is receiving or ceases to receive dual remuneration on two pay lists within a department or from another department within the PWGSC Pay System.

Data Source
(MER field)

2517T, field 19
(M019)

Values

Blank=Employee does not receive dual remuneration

1=Employee receives dual remuneration

2=Employee ceases receiving dual remuneration

Remarks

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (417)

Old File Name & Starting Position

INC.PROD.GKMST (283) INC.PROD.GK34101 (79)

Element Name

Economic Region Code

Alias

N/A

PDED No.

127-0

Definition

A code which identifies the economic region selected for employment studies.

Data Source

StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File.

Values

Remarks

An economic region (ER) is a grouping of complete census divisions (with one exception in Ontario). Economic regions are used to analyse regional economic activity.

Each economic region (ER) is assigned a two-digit code that is not unique between provinces. In order to uniquely identify each ER in Canada, the code must be preceded by the two-digit province code. This concatenated code (PR + ER) is called the Economic Region Unique ID.

Structure

X(2)

1996 File Name & Starting Position

INC.PROD.MAST (356)

Old File Name & Starting Position

INC.PROD.GKPRF (220) GEOGMAST (71)

Element Name

Effective Date of Change

Alias

N/A

PDED No.

Definition

The effective date of a mobility change.

Data Source

Field 63 on the Suspense transaction.

Values

YYYYMMDD

Remarks

The significance of the date is related to the type of Mobility event (record). For example: the Effective Date of Change of a separation event (Mobility Code values 3100 or 3150) is the employee's Struck Off Strength (SOS) Date.

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MOBILITY (74)

Old File Name & Starting Position

INC.PROD.GKMOB (66)

Element Name

Elective Pensionable Service Amount

Alias

Previous Elective Pensionable Service (MST)
Previous Elective Service (PRF)

PDED No.

62-1 (New)

Definition

The amount of service, for which an employee has made a valid election to count as pensionable service under the Public Service Superannuation Act.

Data Source

Contributor System.

Values

YYMM

Remarks

The Incumbent System receives this information in "YYDDD.D'' format from the Contributor System and converts it into "YYMM'' format. The days (DDD.D) of service are divided by 30.5 and the result stored as months (MM).

Structure

X(4)

1996 File Name & Starting Position

INC.PROD.MAST (405) CONT.PROD.SG2401 (45)

Old File Name & Starting Position

INC.PROD.GKMST (173) INC.PROD.GKPRF (298)

Element Name

Employee Classification Code

Alias

Abbrev Classification Title (MST)
Incumbent Classification Code (PRF)
Employee Class Sub-Group & Level (MOB)

PDED No.

94-1

Definition

A code which identifies an employee's occupational group, sub-group and level.

(MER field)

2517T, field 27
(M027)

Values

Refer to the Personnel Pay Input Manual (PPIM), Section 9-3 for the list of the codes.

Remarks

The first two characters identify the occupational group; the next three, the sub-group; and the last two characters, the level. In cases of acting assignment, INC stores the acting employee classification in the Employee Classification Code field, and the substantive employee classification, in the Substantive Employee Classification Code field.

Structure

X(7)

1996 File Name & Starting Position

INC.PROD.MAST (196) INC.PROD.MOBILITY (106) & (207)
INC.PROD.GK34101 (97) INC.PROD.AAMS (Acting Segment) (53) & (167) & (281)

Old File Name & Starting Position

INC.PROD.GKMST (115) INC.GKMOB22 (95) & (191)
INC.PROD.GKPRF (107)

Element Name

Employee Classification Code Effective Date

Alias

Effective Date Emp. Class Chg (PRF)

Employee Classification Effective Date (MST)

Employee Class. Effective Date (MOB)

PDED No.

2-114 (New)

Definition

The effective date an employee Classification code is changed.

Data Source

2517T, field 63

Values

YYYYMMDD

Remarks

If M027 = Employee Classification

• Set Employee Classification Effective Date (DTEMPCLS) = old DTEMPCLS

Else

• If Acting Pay Code = 1 and old Acting Pay Code = 2 and M027 = Substantive Employee Classification

• Set DTEMPCLS = old Substantive DTEMPCLS

Else

• Use the Effective From Date on the Suspense Record (Pay Transaction)
  with the earliest Effective From Date that contains the new Employee
  Classification.

• If no Suspense Record found

• If Acting Pay Code =1 and old Acting Pay Code =2
  Set DTEMPCLS = old Substantive DTEMPCLS

Else

• Set DTEMPCLS = old DTEMPCLS

In cases of acting assignment, INC stores the acting employee classification effective date in the Employee Classification Effective Date field, and the substantive employee classification effective date, in the Substantive Employee Classification Effective Date field.

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (203) INC.PROD.MOBILITY (113) & (214)
INC.PROD.AAMS (Acting Segment) (60) & (174) & (288)

Old File Name & Starting Position

INC.PROD.GKPRF (127) INC.PROD.GKMST (122)
INC.PROD.GKMOB22 (102) & (198)

Element Name

Employee Collective Bargaining Status Code

Alias

Exclusion Status (MST/MOB)
Bargaining Unit Modifier (PRF)

PDED No.

30-0

Definition

A code which identifies the collective bargaining status of an employee, as defined by the Public Service Staff Relations Act (PSSRA).

Data Source
(MER field)

2517T, field 26
(M026)

Values

Refer to the Pay Input Manual (PPIM), Section 9-2 for the list of codes.

Remarks

Employees who are not excluded from collective bargaining have a Bargaining Status Code which starts with "1" or "3".

Structure

X(2)

1996 File Name & Starting Position

INC.PROD.MAST (221) INC.PROD.MOBILITY (104) & (205)
INC.PROD.AAMS (Acting Segment) (51) & (165) & ( 279)

Old File Name & Starting Position

INC.PROD.GKMST (149) INC.PROD.GK34101 (95)
INC.PROD.GKPRF (143) INC.PROD.GKMOB (93) & (189)

Element Name

Employee Family Name

Alias

Family Name (MST)
Surname (PRF/MOB)

PDED No.

4-1

Definition

The family name of an employee.

Data Source
(MER field)

2517T, field 14
(M014)

Values

Remarks

The first four characters are commonly referred to as the employee's "Name Tag".

Structure

X(20)

1996 File Name & Starting Position

INC.PROD.MAST (10) INC.PROD.MOBILITY (10)
CONT.PROD.SG2401 (10) INC.PROD.AAMS (10)

Old File Name & Starting Position

INC.PROD.GKMST (25) INC.PROD.GKMOB (10)
INC.PROD.GK34101 (50) INC.PROD.GKPRF (25)

Element Name

Employee Geographic Location Code

Alias

Geographic Location Code (MST/PRF/MOB)

PDED No.

10-3

Definition

A code which identifies the geographic location of an employee's place of work.

Data Source
(MER field)

2517T, field 20
(M020)

Values

This code identifies each Geographic Location inside Canada and are assigned by Statistics Canada. The Geographic Location Code is composed of three components:

Component Example for Ottawa, Ontario

Province Code (first two digits) 35

Census Division (second two digits) 06

Census Sub-Division (last three digits) 014

The Geographic Location Code for Ottawa is therefore 3506014.

Locations outside Canada are assigned by PWGSC. The leftmost two digits of these outside-Canada GEOLOC codes usually indicate the continent, as:

Left 2
GEOLOC
Digits                     Location

91                          Europe
93                           Africa
95                           Asia, Middle East, India, Pakistan
96                           Australia, New Zealand some of the south Pacific
97                           South America
98                           Central America, Mexico Caribbean
99                           United States, Greenland, Bermuda, St. Pierre & Miquelon

A list of these codes can be obtained from PAC.

Remarks

Beginning in March 2004 the Employee Geographic Location Code (GEOLOC) will contain the 7 character Geographic Location from Statistics Canada Code

If M020 = spaces or zeros

• Set GEOLOC = GEOLOC on old Incumbent Master

Else

• Set GEOLOC = M020

Structure

X(7)

1996 File Name & Starting Position

INC.PROD.MAST (69) INC.PROD.MOBILITY (92) & (193)
INC.PROD.GEOLOC (2) INC.PROD.AAMS (Acting Segment) (39) & (153) & (267)

Old File Name & Starting Position

INC.PROD.GKMST (216) INC.PROD.GKPRF (115)
INC.PROD.GK34101 (80) INC.PROD.GKMOB (82) & (178) GEOGMAST (2)

Element Name

Employee Type Code

Alias

Employee Type (MST/PRF/MOB)

PDED No.

44-0

Definition

A code which identifies the employment status of an employee.

Data Source
(MER field)

2517T, field 31
(M031)

Values

See Pay Input Manual, PPIM Section 3-5-3 for codes.

Remarks

This code indicates whether an employee is employed on a full-time/part-time; indeterminate, term (under/over 3 mos.), casual, or seasonal basis. The INC System ignores casual (type `M') and employees TOS for retroactive payments (type `X').

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (211) INC.PROD.MOBILITY (91) & (192)
INC.PROD.AAMS (Acting Segment) (38) & (152) & (266)

Old File Name & Starting Position

INC.PROD.GKMST (110) INC.PROD.GK34101 (109)
INC.PROD.GKPRF (114) INC.PROD.GKMOB (81)&(177)

Element Name

End Date of Salary Reduction

Alias

End of Block Leave

PDED No.

New

Definition

This element will identify the last day of the period of salary reduction due to Leave With Income Averaging (LIA) or Pre-retirement Transition Leave.

Data Source
(MER field)

2517T, field 64
(M116)

Values

YYYYMMDD

Remarks

If Block Leave Indicator is 1, 2 or 3

• Set End Date of Salary Reduction = M116

Data element added April 1996.

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (432)

Element Name

Entitlement Effective Start Date

Alias

Start Date of Pay Rate Amount (MST/PRF)

PDED No.

2-18

Definition

The effective date an entitlement starts.

Data Source

2517T, field 63
(M110)

Values

YYYYMMDD

Remarks

If M101 not = old Entitlement/Deduction Pay Rate Amount
and M101 not = Reduced Salary Amount

• Set Entitlement Effective Start Date (DTSTTAMT) = M110

Else

• Set DTSTTAMT = old DTSTTAMT

If M110 not = old DTSTTAMT
and Pay Activity Code = 1
and Employee Type Code > D

• Set DTSTTAMT = the Effective Date (if non zero) from the last Suspense

• Record (Pay Transaction) with a Pay Action Code of 01C001(if one exists)

Note: The creation of Reduced Salary Amount must be done first.

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (123)

Old File Name & Starting Position

INC.PROD.GKMST (95) INC.PROD.GK34101 (36)
INC.PROD.GKFPRF (269)

Element Name

Entitlement Effective Stop Date

Alias

Final Date Of Pay Rate Amount (MST/PRF)

PDED No.

2-19

Definition

The effective date an entitlement stops. On the SOS file this field contains the date the employee was struck off strength. On the master file this field contains the start date of LWOP if the employee is on leave with out pay or the end date of the term of employment if the person is a term employee.

Data Source
(MER field)

2517T, field 63
(M103)

Values

YYYYMMDD

Remarks

 If Pay Activity Status Code is not = 1

• Set Entitlement Effective Stop Date (DTSTPAMT) = M103

(Employees on leave due to Leave With Income Averaging (LIA) or Educational Leave with Allowance are not identified by the Pay Activity Status Code in the Pay System.) - If there is an active LIA, pay action 15C/A306, attached to the MER (i.e. Effective From Date is < or = the current month)

Reset DTSTPAMT = Effective From Date of the 15C/A306

• If there is an Education Leave with Allowance
  (i.e. Basic Pay Entitlement (M108) = 077)

Reset DTSTPAMT = Entitlement Effective Start Date from Pay (M110)

• If Pay Activity Status Code = 1
  and Employee Type Code = E, F, G, or H

If Employee Type Code = old Employee Type Code

• Set DTSTPAMT = old DTSTPAMT

Else

• Set DTSTPAMT = the Effective To Date on the Suspense Record (Pay Transaction) with the earliest Effective From Date that contains the new Employee Type Code

If Pay Activity Status Code = 1
and Employee
Type Code = E,F,G or H
and DTSTTAMT not = old DTSTTAMT

• Set DTSTPAMT = the Effective To Date (if non zero) on the last Suspense
  Record (Pay Transaction) with a Pay Action Code of 01C001(if one exists)
  which has an Employee Type Code = MER Employee Type Code and an
  Effective Date >= Effective Date on the transaction selected in the previous paragraph

If Pay Activity Status Code = 1 and Employee Type Code > D
and DTSTPAMT < DTSTTAMT
Set DTSTPAMT = ZERO

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (157)

Old File Name & Starting Position

INC.PROD.GKMST (99) INC.PROD.GKPRF (275)

INC.PROD.GK34101 (168)

Element Name

Entitlement/Deduction Pay Rate/Amount

Alias

Pay Rate Amount (MST)
Payrate Amount (PRF)

PDED No.

36-0

Definition

The pay rate or amount of an entitlement or deduction expressed in dollars, cents or a percentage, to three decimal points.

Data Source
(MER field)

2517T, field 66

(M101)

Values

Remarks

The only entitlement amounts copied to the system are Basic Pay (E/D Code 001) or Acting Pay (E/D Code 002). Employees on Educational Leave with Allowance are not identified by the Pay Activity Status in the Pay System. Instead they are considered to be on "Basic Pay" and the amount is replaced with the Educational Allowance (E/D code 077).

Therefore

If M101 not = old Entitlement/Deduction Pay Rate Amount (PYRTAMT) 
and M101 not = Reduced Salary Amount

• Set PYRTAMT = M101

Else

• Set PYRTAMT = old PYRTAMT

Note: The creation of Reduced Salary Amount must be done first.

Structure

9(6)v999 (v = implied decimal)

1996 File Name & Starting Position

INC.PROD.MAST (114)

Old File Name & Starting Position

INC.PROD.GKMST (90) INC.PROD.GK34101 (176)
INC.PROD.GKPRF (43)

Element Name

Equivalent Annual Salary Amount

Alias

Equivalent Annual Salary (Estimated ) (MST)
Equivalent Annual Salary (PRF)
Annual Salary (MOB)

PDED No.

56-2

Definition

The conversion of hourly, weekly, monthly rated salary to an annual salary.

Data Source

Generated from Pay Rate Base Code, Salary Amount, & Normal Work Week Hours (for hourly rates).

Values

Remarks

a. If Pay Rate Base (PYRTBASE) = 1
Equivalent Annual Salary (EQUANSAL) = Entitlement/Deduction Pay Rate Amount (PYRTAMT) x Normal Work Week Hours(NORWKWK) x 52.176.

b. If PYRTBASE = 2
EQUANSAL = PYRTAMT x 260.880.

c. If PYRTBASE = 3
EQUANSAL = PYRTAMT x 52.176.

d. If PYRTBASE = 6
EQUANSAL = (PYRTAMT + 0.02) x 12.000.

e. If PYRTBASE = 7
EQUANSAL = PYRTAMT x 26.088.

f. If PYRTBASE = 9
EQUANSAL = PYRTAMT.

g.Else set EQUANSAL = PYRTAMT.

(NOTE: Round EQUANSAL to nearest dollar value, cents to zero.)

*Note: The creation of Entitlement/Deduction Pay Rate Amount must be done first

Structure

9(6)v999 (v = implied decimal)

1996 File Name & Starting Position

INC.PROD.MAST (131) INC.PROD.MOBILITY (146) & (247)
INC.PROD.AAMS (Acting Segment) (93) & (207) & (321)

Old File Name & Starting Position

INC.PROD.GKMST (76) INC.PROD.GKPRF (229)
INC.PROD.GKMOB (131)&(227)

Element Name

Estimated Annual Salary Amount

Alias

Estimated Annual Salary (MST/PRF)

PDED No.

56-4 (New)

Definition

The amount of salary an employee is estimated to earn during the year.

Data Source

Calculated from Equivalent Annual Salary Amount, Normal Work Week Hours and Assigned Work Week Hours.

Values

Part-time employees salaries, Estimated Annual and Equivalent Annual are different.

Remarks

a. If Pay Activity Status Code is 2 or 3
or if PYRTBASE is not 1, 2, 3, 6, 7, 9

or if Entitlement/Deduction Pay Rate Amount (PYRTAMT) is less than $2.000
Set Estimated Annual Salary (ESTANSAL) = zero.

b. Use a temporary field FTERATIO rounded to 7 decimals in the following calculation.

c. If Block Leave Indicator = 3 (employee on Pre-Retirement Leave)

If Assigned Work Week (ASSWKWK) < Reduction in Hours Worked
(REDHRS)
Set FTERATIO = zero

Else

Set FTERATIO = (ASSWKWK - REDHRS) / Normal Work Week Hours

Else

Set FTERATIO = ASSWKWK / NORWKWK.

d. If FTERATIO > 1

Set FTERATIO = 1.

e. If PYRTBASE = 1

Set ESTANSAL = PYRTAMT x ASSWKWK x 52.176.

f. If PYRTBASE = 2

Set ESTANSAL = PYRTAMT x FTERATIO x 260.880.

g. If PYRTBASE = 3

Set ESTANSAL = PYRTAMT x FTERATIO x 52.176.

h. If PYRTBASE = 6

Set ESTANSAL = PYRTAMT x FTERATIO x 12.000.

i. If PYRTBASE = 7

Set ESTANSAL = PYRTAMT x FTERATIO x 26.088.

j. If PYRTBASE = 9

Set ESTANSAL = PYRTAMT x FTERATIO.

(NOTE: Round ESTANSAL to nearest dollar value, cents to zero.)

*Note: The creation of Entitlement/Deduction Pay Rate Amount must be done first.

Structure

9(6)v999 (v = implied decimal)

1996 File Name & Starting Position

INC.PROD.MAST (140)

Old File Name & Starting Position

INC.PROD.GKMST (325) INC.PROD.GKPRF (343)

Element Name

Federal Electoral District Code

Alias

Federal Electoral District (PRF)

PDED No.

166-0

Definition

A code that identifies the specific areas designated by Parliament as Federal Electoral Districts.

Data Source

StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File.

Values

Remarks

A federal electoral district (FED) refers to any place or territorial area entitled to elect a representative member to serve in the House of Commons (source: Canada Elections Act, 1990).

Each FED is assigned a three-digit code that is not unique between provinces. In order to uniquely identify each FED in Canada, the code must be preceded by the two-digit province code. This concatenated code (PR + FED) is called the FED Unique ID.

Federal Electoral Districts do not cleanly map into Geographic Locations. For the 1996 data, the first FED found was assigned to a Geographic Location.

For the 2001 data a FED will be assigned to a Geographic Location based on population. The FED with the largest population in a Geographic Location will be assigned to that Geographic Location.

There is no guarantee that one way is more accurate than another.

The reasoning is as follows: An urban Geographic Location may have several FED’s in it. If we assign the FED with the largest population to that GEOLOC, the situation could be inaccurate. The government buildings might be downtown (in a different riding, with lower population) than the residences, yet the FED with the largest population (with the majority of residences) was assigned to the GEOLOC.

Structure

X(3)

1996 File Name & Starting Position

INC.PROD.MAST (362) INC.PROD.GEOLOC (85)

Old File Name & Starting Position

INC.PROD.GKPRF (226)

Element Name

File Date

Alias

Date of File Year/Month

PDED No.

N/A

Definition

The processing year and month that a file is created. It resides on every record in the file and is the same date for every record.

Data Source

Generated from the processing date

Values

YYYYMM

Remarks

Structure

9(8)

1996 File Name & Starting Position

INC.PROD.MAST (495) INC.PROD.MOBILITY (68)

Element Name

Financial Administration Act Code

Alias

N/A

PDED No.

58-0

Definition

A code which identifies the legal status of a department or agency under the Financial Administration Act (FAA).

Data Source

TBS Population Affiliation System. Derived from Dep't code.

Values

Following are the conversion rules for FAA values from numeric to the alpha codes
used in Department/Agency table:

F = 0 - the organization is not subject to the FAA.
A = 1 - the org. is subject to the FAA and is listed in Schedule 1.
B = 2 - the org. is subject to the FAA and is listed in Schedule 2.
C = 3 - the org. is subject to the FAA and is listed in Schedule 3, Part 1.
D = 4 - the org. is subject to the FAA and is listed in Schedule 3, Part 2.
E = 5 - the org. is subject to the FAA as a 'Branch Designated as Department' but is not listed in a Schedule.
N or X = 6 - the org. is subject to the FAA but is not listed in a Schedule.
"X" = Not under any of the FAA Schedules (PDED) but "N" is used in table 110
No analogue - Crown Corporation = 7 - the organization is exempt from Part X of the FAA.

Two other values may appear in the Department/Agency table, as follows:

G Under the FAA, by virtue of Section 7 (9) = no analogue in new FAA
HUnder the FAA, by virtue of Section 2 (c) = no analogue in new FAA

Remarks

Incumbent Department/Agency table associates Dep't/Agency code with the FAA code.

Structure

X

1996 File Name & Starting Position

INC.PROD.MAST (296) INC.PROD.MOBILITY (89) & (190)
INC.PROD.AAMS (Acting Segment) (36) & (150) & (264)

Old File Name & Starting Position

INC.PROD.GKMST (17) INC.PROD.GKPRF (177)
INC.PROD.GKMOB (79) & (175)

Element Name

Financial Code

Alias

Financial Coding (MST)
Accounts Coding (MOB)

PDED No.

59-0

Definition

A code of varying length and structure (unique to department or agency) which identifies items of expenditure.

Data Source

2517T, field 71

(MER field)

(M105)

Values

Remarks

The structure of this code varies from Department to Department.

Structure

X(25)

1996 File Name & Starting Position

INC.PROD.MAST (270) INC.PROD.MOBILITY (157) & (258)
INC.PROD.AAMS (Acting Segment) (104) & (218) & (332)

Old File Name & Starting Position

INC.PROD.GKMST (230) INC.PROD.GK34101 (201)
INC.PROD.GKPRF (151) INC.PROD.GKMOB (142) & (238)
PAC.MINC.PRACEDIT (4)

Element Name

Financial Program Activity Code

Alias

Central Accounts Program/Activity code (PRF)

PDED No.

N/A

Definition

The code used in the TBS Financial Management Chart of Accounts to denote the programs and activities of the Government of Canada for a fiscal year.

Data Source

No longer available. Was originally obtained from the Central Accounting System output file CA920 (for Auditor General).

Values

See TBS Financial Management Manual.

Remarks

Structure

1996 File Name & Starting Position

Was removed from INC.PROD.MAST (64)

Old File Name & Starting Position

INC.PROD.GKPRF (6)