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1 |
PURPOSE
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1.1 |
The purpose of this directive is to provide
information and instructions on the processing of the recently announced
equalization adjustments for the Clerical and Regulatory (CR) and Secretarial,
Stenographic and Typing (ST) Groups.
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1.2 |
This directive must be read in conjunction with
the Personnel Management Manual (PPM) Bulletin no. 90-12 dated March 16, 1990 which deals with the on-going
payment and a further PMM Bulletin to be issued in the near future dealing
with the retroactive payment.
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2 |
BACKGROUND
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2.1 |
Treasury Board authorized by its decision 813048
on January 25, 1990 the implementation of equal pay adjustments for all
employees in the CR and ST Groups in departments and agencies listed under
Schedule 1, Part 1 of the Public Service Staff Relations Act (PSSRA) based
on the results of the Joint Union/Management Initiative and Section 11 of
the Canadian Human Rights Act (CHRA).
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3
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POLICY
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3.1 |
Equalization adjustments will be implemented
in two phases: On-going equalization adjustments effective April 1, 1990
and retroactive payments for the period April 1, 1985 to March 31, 1990.
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3.2 |
On-going Equalization Adjustments |
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These adjustments become effective April 1,
1990 are subject to superannuation and are considered pay for all purposes
(i.e. promotion, transfer, acting pay calculations and payment of salary-based
entitlements, including overtime).
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3.3 |
Effective April 1, 1990 the adjustment amounts
(to be paid as a separate entitlement code - 144) are the following, regardless
of the level within the applicable group:
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Group Annual Amount
CR $ 994.00
ST $1,289.00
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3.4 |
These on-going adjustments (code 144) will be
modified effective September 1, 1990 to reflect total wages (i.e. pay and
benefits) as required by the Canadian Human Rights Act. Annual adjustments
will be made on a fixed date each year, to be identified in a future PMM
Bulletin.
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3.5 |
Retroactive Payments |
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Lump sum payments are retroactive to April 1,
1985 and are subject to superannuation but are not considered to form part
of the rate of pay.
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3.6 |
The amounts of the retroactive adjustments are:
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Period CR ST
01/04/85 - 31/03/86 $714 $1111
01/04/86 - 31/03/87 $496 $1129
01/04/87 - 31/03/88 $680 $1202
01/04/88 - 31/03/89 $643 $1169
01/04/89 - 31/03/90 $994 $1289
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3.7 |
These amounts must be pro-rated based on the
time employed in either of the affected groups in either a substantive or
an acting capacity with the employee benefiting from the higher adjustment
amount for any acting period.
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i.e.: An employee who is substantively CR and
who acted in the ST group receives the ST adjustment for the acting period.
An employee whose substantive position is ST and who acted during the retro
period in the CR group receives the ST adjustment for the entire period.
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3.8 |
Adjustment amounts must be pro-rated for periods
of LWOP or part-time employment.
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3.9 |
Retroactive lump sums will be paid using one
of two new codes: 218 - Retroactive Equalization Adjustment, Superannuable
or 219 - Retroactive Equalization Adjustment, Non-superannuable.
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3.10 |
Code 173 (Premium in Lieu of Statutory Holiday)
will not be calculated on this retroactive payment. Neither must payment
be reduced for any reduction in earnings during the retro period for recovery
of statutory holidays (18R049).
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4
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PROCEDURES/INSTRUCTIONS |
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A) |
On-going Equalization Adjustments |
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4.1 |
SSC Paying Offices will automatically update
the on-going adjustments to all employees in the CR and ST groups (BUDs
503 and 505 respectively).
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4.2 |
Any employee acting in the CR or ST group (if
reported using 18C002) will be updated automatically. However, departments
must ensure that the basic salary rate has been correctly established. Please
note that any account still retaining an Acting Premium (code 238) with
a substantive classification either CR or ST may be incorrectly updated
and must be amended.
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4.3 |
The annual amount will be automatically pro-rated
for part-time accounts.
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B) |
Retroactive Payments |
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4.4 |
SSC has, in conjunction with Treasury Board,
developed a plan to automate as many retroactive payments as possible.
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4.5 |
Retroactivity for Active Accounts |
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Automatic payments will be generated for active
account which meet the following criteria:
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- class/level unchanged during the retro period
- class unchanged/level changed
- acting within the same class
- substantive within affected class/acting outside class
- TOS during retro period
- TSOS during retro period
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4.6 |
The above payments will be created on April
6, 1990 and retained on a suspense file.
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Proforma detailing these payments, including
periods of LWOP, will be issued at the same time and will be forwarded to
departmental personnel for verification. Any necessary changes and/or deletions
must be made to these proforma and the proforma (those containing changes
or deletions only) returned to the payment office for data capture by May
4, 1990.
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4.7 |
Departmental personnel are responsible for the
calculation and reporting of retroactive payments for the following accounts:
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- part-time (listing will be produced for assistance)
- time summary accounts (Proforma will be produced for assistance)
- acting ST from substantive CR (difference between CR and ST adjustment
only)
- acting within ST or CR from another group (e.g. GS)
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4.8 |
In order to avoid unnecessary delays, superannuation
deductions will be taken at single rate and based on the current status
of the account. This will result in the requirement for adjustments if there
was a change in the superannuation status during the retro period. Adjustments
will be made at a later date by the paying offices for the following situations:
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- 35 years service
- LWOP at double rate
- unauthorized LWOP
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4.9 |
Retroactivity for SOS Accounts |
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An identical process to that for the active
accounts will subsequently be followed for the SOS accounts. Payments will
be created on approximately May 4, 1990 retained on a suspense file and
proforma forwarded to departmental personnel. These proforma (changes and
deletions only) must be returned to the paying office by June 1, 1990 for
processing on June 9, 1990.
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4.10 |
Payments will be processed automatically, as
for active accounts, for all accounts which are still present on the SSC
master file. (Any accounts for which PSAC retroactivity was processed in
1989 would still be present). If an employee had service in more than one
departments, the proforma will be forwarded to the last employing department,
whose responsibility it is to requisition payment.
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4.11 |
Payments for accounts no longer present on the
SSC master file will reject and require TOS/SOS transactions. The reject
will indicate the amount to be paid and will be retained on a recycling
suspense file. It is important that all TOS/SOS transactions for this purpose
must indicate Employee Type "X". Any other code or blank will cause changes
to the Superannuation Contributor System master which will reflect the true
status of the account.
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4.12 |
For accounts of former employees who are now
annuitants, the regular process for retroactive amendments should be followed
including the issuing of an amended DSS 2000. The one exception to the process
is that a review of the Supplementary Death Benefit (SDB) coverage is not
required.
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5
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INQUIRIES |
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5.1
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Any queries on the foregoing may be addressed
by telephone to Advisory Services - Pay, M. Trudel (819) 956-2065.
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