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1999-023-e.html
COMPENSATION DIRECTIVE: 1999-023
May 3, 1999
SUBJECT: AUTOMATION OF TRANSFER PROCESS
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1
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PURPOSE
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1.1
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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.
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1.2
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In this text, use of the masculine is generic and applies to both men and
women.
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2
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BACKGROUND/POLICY
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2.1
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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:
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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.
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2.2
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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.
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2.3
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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 (PP+) pay processing
period.
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3
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PROCEDURES/INSTRUCTIONS
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3.1
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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.
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3.2
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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.
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3.3
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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.
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3.4
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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.
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3.5
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As part of this system development, a "Transfer Coordination File"
has been developed as a safeguard to ensure that a 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 PO/Department/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.
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3.6
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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.
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4
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INQUIRIES
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4.1
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Any request for information regarding the foregoing should be addressed to your
Public Works and Government Services Compensation Services
Office.
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Original Signed by
P. Charko
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P. Charko
Director
General
Compensation Sector
Government
Operational Service
Reference: 9000-30
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[Print Version]