COMPENSATION DIRECTIVE: 2004-005

1

PURPOSE

1.1

The purpose of this directive is to provide additional information on the Master File Expansion (MFE) in the Regional Pay System (RPS) and on corresponding modifications to the Contributor System (including the Pension Support and Contributor Verification systems) as a result of the MFE changes to the RPS. This directive is addressed to the compensation community and the clients that have human resources (HR) systems interfacing with the RPS.

1.2

In this text, use of the masculine is generic and applies to both men and women.

1.3

This directive must be read in conjunction with Compensation Directive 2003-005 entitled "Regional Pay System - Master File Expansion".

2

POLICY

2.1

The first release of this project was successfully implemented in June 2003 with the details identified in Compensation Directive 2003-005 (sections 4.1 to 4.5). The modifications that will be made to the RPS and Contributor System in March 2004 are described herein.

2.2

Regional Pay System - Release 2

2.2.1

Allowance and Deduction (A/D) Portion of the Master Employee Record (MER) and of the "On-line Deduction Entitlement Select (DDT) Inquiry" Screen

The A/D portion of the MER will be amended to accept a maximum of 52 deductions and/or entitlements instead of the current 18, thereby providing the client with more flexibility on pay input.

2.2.2

Deduction and Entitlement (DEDENT) Codes

The DEDENT code structure will be redefined to accept three-character alphanumeric codes. This change will not affect any of the existing three-character numeric DEDENT codes. However, effective April 2004, the structure of any new DEDENT code will be using the new alphanumeric format. In order to facilitate the identification of a deduction or of an entitlement, the first digit of the DEDENT code will be numeric. A character between 0 and 4 will identify an entitlement and a character between 5 and 9 will identify a deduction. To provide sufficient additional codes for future compensation needs, the second and third characters of newly assigned DEDENT codes will be alphanumeric.

2.2.3

Leave Without Pay (LWOP) Reason Codes

The existing LWOP policy requirements have utilized all of the available LWOP reason codes leaving no available codes for future collective agreements. It is now necessary to expand the LWOP code structure to accept a two-character code. The existing codes will remain unchanged and effective April 2004 any new reason codes created will follow the new two-character format.

2.2.4

Tax Eligibility and Pay Rate Codes

Elements pertaining to tax eligibility and pay rate codes will be redefined to accept a one alphanumeric character. The new codes will be identified and created only as future legislative requirements are approved for implementation. There will be no change to the existing codes.

2.2.5

Geographic Location Code (GEOLOC)

Statistics Canada produces a seven-character GEOLOC code and Public Works and Government Services Canada (PWGSC) currently converts this code to a six-character code for update to the RPS' GEOLOC Control File. The conversion process has become complex and it is now necessary to expand the RPS' GEOLOC element and align it with the original seven-character code.

2.2.6

Additional Elements

Approximately 100 additional elements will be created in the Master File to provide for future compensation service delivery requirements.

2.2.7

Employment Insurance (EI) Earnings/Premiums -- Other Pay Office (OPO)

In order to align the OPO elements on the MER, the current amounts in Element 806 (OPO EI earnings) will be moved to the new Element 792. The current amounts in Element 807 (OPO EI premiums) will be moved to the new Element 793. The compensation advisor will not see any changes to the associated on-line screens or on-line input as a result of this change.

2.2.8

Vacation Advance Paid

Element 901 (vacation advance paid) will be expanded to accept seven characters in order to process requests for payments exceeding the current structure of six characters.

2.2.9

On-line Screen Changes

The RPS on-line screens will be amended (identified in Section 2.2.9.1) to reflect the actual business name and to remove fields and references that are no longer applicable. The corresponding edits and logic will also be amended to reflect these changes. Compensation advisors will see new field names when using the affected on-line screen. Actual field usage will not change as a result of this release. Please note that some English on-line screens needed amendments whereas the equivalent French screens did not and vice versa.

2.2.9.1

On-line Screen Fields to be Renamed

The following chart illustrates the on-line screen fields that have been renamed. For example, the first item shows that the "PROVNCL TAX " Field (present field name) on the "ADJUST PAY AND ALLOWANCE" (APA) Screen has been renamed "QUEBEC TAX" (new field name).

On-line Screen Fields to be Deleted

The following chart illustrates the on-line screen fields that have been deleted. For example, the first item shows that the "NET O/P - PAY DTE" Field has been deleted from the "ADJUST SALARY RECOVERY" (SRA) Screen.

On-line Screen Fields to be Added

The following chart illustrates the fields that have been added to the on-line screens. For example, the first item shows that the "PRV YR RCA 1/2 ANNUAL LIMIT" Field has been added to the "SUPERANNUATION SUB-SET" (SSS) Screen.

2.3

Contributor System

2.3.1

The Entitlement Deduction Adjustment Code structure will be redefined to accept three-character alphanumeric codes. This change will not affect any of the existing codes. As new codes are created in the RPS, the Contributor System Control File tables will be updated accordingly.

2.3.2

The LWOP code structure will also be amended to correspond to the changes made in the RPS and will accept the two-character alphanumeric values when introduced.

2.3.3

The Contributor System on-line screens will be amended to reflect the actual business name and to remove fields and references that are no longer applicable. Compensation advisors will see new field names when using the affected on-line screen. Actual field usage will not change as a result of this release.

The following chart illustrates the on-line screen fields that have been renamed. For example, the first item shows that the " 309 FULL/PART TIME IND" Field (present field name) on the "STATUS INFORMATION # 1" (STS) Screen has been renamed "309 PART TIME OPTION IND" (new field name).

The following chart illustrates that the on-line screen field "323 SALARY STATUS" has been deleted from the "STATUS INFORMATION # 2" (STA) Screen.

2.4

RE-TOS Application

2.4.1

The retaken on strength (RE-TOS) application will be modified to reflect the new structure for LWOP and DEDENT codes. All existing codes will remain unchanged. Effective April 2004, any new requirement for a LWOP or DEDENT code will be assigned using the new structure and the RE-TOS system will be updated to include these changes.

2.5

Interfacing Human Resources and Financial Systems

2.5.1

The clients must take the necessary steps to modify their departmental systems and processes to ensure that corresponding changes identified herein are made to their systems for implementation as of March 8, 2004.

3

PROCEDURES

3.1

The GEOLOC Control File in the RPS will be automatically updated by PWGSC with the seven-character codes effective March 8, 2004.

3.2

Compensation advisors will be required to use the new seven-character GEOLOC codes effective March 8, 2004. They will use the RPS on-line enquiry GEOLOC Control File to retrieve the seven-character code as per the procedures in PPIM Section 18-5 of the Personnel Pay Input Manual (PPIM).

3.3

The new LWOP and DEDENT codes will be created as new requirements are identified and will be communicated to clients in a compensation directive. The existing codes will continue to be accepted and utilized on all applicable screens in the RPS and in the Contributor System according to standard processes and edits. Existing LWOP single character codes must be left justified upon input by the compensation advisors. For example, LWOP reason code "K" must be input in the left position of the field followed by a space. If a two-character LWOP reason code is entered before a new code is assigned or if the value is entered in the second position instead of the first, the normal edit process would occur and the transaction would reject as an invalid LWOP code. The input procedures are contained in the appropriate sections of the PPIM.

3.4

The current Pay Rate and Tax Eligibility codes will remain as they exist today. New codes will be communicated when new legislation is implemented.

3.5

The OPO EI fields will continue to be displayed on the existing associated on-line screens. Pay and pension agents and compensation advisors will not see any changes to these screens.

4

COMMUNICATIONS

4.1

Throughout the life cycle of the MFE project various forms of communications were provided to different audiences. This included written and verbal communications to the Financial and Human Resource clusters as well as a presentation to all clients in May 2003. The Compensation Sector Web Site home page has a central directory and a link for MFE communications: http://www.pwgsc.gc.ca/compensation/text/home-e.html. This link is an easy reference for all communiqués and updates issued during the life cycle of the MFE project. You are encouraged to visit this site on a regular basis.

5

CONVERSION

5.1

PWGSC provided a GEOLOC conversion cross reference text file to all compensation managers in October 2003. This data conversion cross reference text file contains the current six-character GEOLOC code value maintained on the RPS and the Statistics Canada seven-character code equivalent. This file is also available on the Web site. If clients find discrepancies between their GEOLOC code data and the data provided on the conversion cross reference text file, they are encouraged to correct their data to reflect the RPS code. The GEOLOC on the individual MER in the RPS will be automatically updated by PWGSC on March 8, 2004. Where a match is not found, a discrepancy report will be produced to identify the accounts that were not updated automatically. This report and corresponding instructions will be sent to all clients for the compensation advisor's intervention and corrective action. Where there is a discrepancy identified on a particular account, the pay processing for that individual will not be affected.

5.2

The existing single character LWOP codes currently stored in the RPS and the Contributor System will be converted automatically by PWGSC as left justified characters on March 8, 2004. For example, LWOP reason code "K" will be moved to the first position of the field leaving a blank space in the second position. There is no client or pay office intervention required for this change.

5.3

The OPO EI premium and earning amounts will be transferred automatically by PWGSC into the OPO section of the MER as elements 792 (EI Earnings) and 793 (EI Premiums). There is no client or pay office intervention required for this change.

6

IMPLEMENTATION

6.1

Changes to the RPS and to the Contributor System are scheduled to be in production on March 8, 2004.

6.2

The implementation of the MFE project will take place over a four-day period in March 2004. This will require the dedicated use of the RPS by the implementation team. As a result, the RPS on-line services and the pay updates will not be available March 4 - 7, 2004, inclusively.

6.3

The Pay Processing Schedule includes these changes to the RPS on-line access and schedule for March 2004. For specific details, please see the attached link http://www.pwgsc.gc.ca/compensation/service/serv-national-2004-e.html#march. http://www.pwgsc.gc.ca/compensation/service/serv-hc-2004-e.html#march. Reminders of these changes will be communicated in various broadcast messages prior to the implementation.

6.4

The implementation of the MFE changes to the Contributor System will require dedicated use of the applications by the implementation team for three days. As a result the Contributor System on-line services and updates will not be available March 5 - 7, 2004, inclusively. This change to the processing schedule for March 2004 will be confirmed by a broadcast message in February 2004.

6.5

Please be advised that the PPIM and Pay Office Procedures Manual (POP) will be updated on March 8, 2004, to incorporate the relative information contained in this directive.

7

INQUIRIES

7.1

Any inquiries on the information contained in this document should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.