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1 |
PURPOSE
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1.1 |
The purpose of this directive is to introduce
a new data entry option in the on-line Regional Pay System (RPS). This option
is a Pro Forma that will permit the creation of multiple transactions in
the RPS. |
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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 |
BACKGROUND
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2.1 |
As a result of the client consultation process,
an on-line Pro Forma method of input was created to improve service. This
method will generate multiple transactions in a reduced time frame with
the use of a few repetitive keystrokes. |
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2.2 |
The method of entry is the only change to current
business. The system will continue to provide the same service to its current
clients. |
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2.3
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The on-line Pro Forma is being developed in
three phases. Phase 1 will permit the creation and retrieval of a list of
employees based on selection criteria. This list would then be used to create
a pay action for each account on the list, based on similar requirements.
Phase 2 will permit the creation of a series of transactions that are required
to process the taken on strength (TOS) of new employees that are not currently
in the system. Phase 3 will retrieve transactions from the Transaction Data
Base (TDB) for re-creation. |
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2.4
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A job aid for Compensation Advisors for Phase
1 is linked to this
directive. Job aids for Phases 2 and 3 will be included with the subsequent
directives.
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3 |
PROCEDURES/INSTRUCTIONS
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3.1
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Phase 1 - Retrieval of a List of Employees |
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3.1.1 |
The Account Maintenance (ACC) screen will have
a new option called the Pro Forma (PRF) Selection screen. |
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The PRF is used to identify selected accounts
as well as the transaction types to be created. The PRF will provide the
following list of options:
- Status code
- Employee type code
- Bargaining unit designation (BUD) code
- Class level
- Pay rate code
- Exclusion code
- Deduction/entitlement (DEDENT) code
- Statutory increment date
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Accounts on a particular paylist that meet the
selected criteria will be identified, retrieved and displayed. One or more
selections will create a list based on the identified accounts. The Compensation
Advisor will then select the account which requires action from the list
displayed. |
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Example:
The selection of Status Code X (active), BUD Code 50300, Class Level
03 and Pay Rate Code 8 will generate a list of all the active, salary-protected
employees on that paylist that are CR 03s.
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Please note that the class level can only be
used in conjunction with a BUD code. If a BUD code is not identified then
all employees in Class Level 03 will be selected, e.g., CS, AS, CR and DS. |
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If no selection criteria has been identified
then all of the accounts on the paylist will be selected. |
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All transaction types that currently exist in
the system may be selected, with the exeption of the time summary (TIM)
transaction. The on-line Pro Forma will not enhance the current process.
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3.1.2
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If the PRF is to be used with the transfer-in
(TIN) transaction type then the number of accounts, (between 1 and 999)
is to be completed at the bottom of the screen. This will produce a selection
screen where the personal record identifier (PRI) is to be entered. If more
than ten TIN accounts is listed on the PRF screen then subsequent pages
will be generated to accommodate the number of accounts. |
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Once all of the transactions have been created
for all of the accounts on the list, the employee selection list will be
re-displayed with the transaction sequence numbers identified beside each
account.
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3.2
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Creation of a Transaction Using the List
of Employees |
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3.2.1
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Once a list is created based on select criteria,
Compensation Advisors have the option of further selecting those accounts
that require the creation of a transaction. |
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3.2.2
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The information that was on the previous transaction
will be re-displayed in all circumstances except in specific instances.
When the rate base of 0 is used during the creation of a transaction, the
amount will not be carried forward to the next account. The information
on direct deposit payments (DFT) and mailing address cheques (MAC) will
not be displayed on subsequent accounts. |
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Example: |
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In order to pay all of the "At Risk" pay for
the Executives on a particular paylist (after the list has been created
using BUD Code 10200 and Status Code X [active]), all of the
accounts are displayed and the entitlement commence (ENC) action is selected.
The accounts that require a transaction are selected. An ENC 179 will be
created for the first account, i.e., in the amount of $5,000. When the second
account is displayed, all of the information is brought forward from the
previous account, including the $5,000. If the second transaction is to
be created with all of the same information except that the entitlement
is for an amount of $10,000, then the amount displayed is to be changed
and the transaction can be created. When the next account is displayed,
it will bring forward all of the information from the previous account,
including the $10,000. That account can then be modified, if necessary,
prior to the creation of the transaction. |
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3.2.3
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If TOS transactions are being created for employees
with previous public service then the information from the Master Employee
Record (MER), if still in the RPS, will be displayed. |
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Example: |
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In order to re-hire students that were employed
on the same paylist in the previous year (once the list has been created
using BUD Code 99821 and Status Code S [inactive]), all of
the accounts are displayed. Once the accounts that require a transaction
are selected, a TOS transaction is requested and the information from the
previous year's TOS is displayed. Modifications can then be done e.g., date
and salary, and the transaction is created. When the second account is displayed,
all of the information from that account's previous year's TOS is displayed.
That account can be modified, if necessary, prior to the creation of the
transaction. |
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Please note that this will only be possible
when the account has not been removed from the paylist (approximately 2
years after being struck off strength [SOS]). |
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Information regarding Phases 2 and 3 will be
provided in subsequent directives.
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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 Canada
(PWGSC) Compensation Services Office. |
R. Jolicoeur
Director General
Compensation Sector
Government Operational Service
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