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PPIM 14-8-1

Section: ON-LINE PAY AND BENEFITS PROCEDURES

Subsection: TAKEN-ON-STRENGTH -- DETAIL SCREENS

SUMMARY

To provide the detailed on-line instructions and procedures relating to the taken on strength dialogue --screen acronym "TOS'.

DEFINITION

TAKEN ON STRENGTH -- This screen is used to commence basic pay of an employee of a department, agency or Crown corporation paid by the PWGSC Pay System.

SCREEN FIELD DESCRIPTIONS

FIELDS -- Following is a description of the mandatory and optional fields on the taken on strength screen AND their field relationships to a DSS-MAS 2517T where they apply. (DSS-MAS 2517T Fields are described in PPIM sections 3-5-3 and 3-5-5).

	SCREEN	MANDATORY FIELDS	2517T	DESCRIPTION
	Selection Field	x
	PRI		Field 12	Personal Record Identifier. Prefilled from Acct --Menu.
	INIT	x	Field 15	Employee's Initials
	FAMILY NAME	x	Field 14	Employee's Official Name
	BIRTH DT	x	Field 16	Date of Birth
	DUAL REMUN		Field 19	Dual Remuneration Indicator
	GEO LOC	x	Field 20	Geographic Location Code
	PAY RATE CD	x	Field 21	Pay Rate Code
	MARIT STTS	x	Field 22	Marital Status Code
	SEX	x	Field 24	Sex Code
	BUD CD	x	Field 25	Bargaining Unit Designator Code
	BARG STTS	x	Field 26	Employee Status Code -- Collective Bargaining
	CLASS TITLE		Field 27	Abbreviated Class Title
	AUTH CD	x	Field 30	Authority for Appointment Code
	EMP TYPE CD	x	Field 31	Employee Type Code
	SCH WRK WK		Field 32	Scheduled Hours of Work -- Override prefilled zeros if required.
	ASG WRK WK		Field 33	Assigned Hours of Work -- Override prefilled zeros if required.
	PAY ZONE		Field 36	Pay Zone Code
	DB ELIG	x	Field 37	Death Benefit Status Code
	OFCL LANG		Field 54	First Official Language Code
	APPT STTS	x	Field 55	Appointment Status Code
	CPP/QPP STTS	x	Field 38	Canada Pension Plan/Quebec Pension Plan Status Code
	PENSN TYPE	x	Field 39	Pension Type Code
	EI STTS	x	Field 40	Employment Insurance Status Code
	INC TAX STTS	x	Field 42	Income Tax Status Code
	FED TAX EXM		Field 43	Federal Tax Exemption -- Override prefilled zeros if required.
	QUE TAX EXM ADDTNL AMT		Field 44	Quebec Tax Exemption Additional Amount --Override prefilled zeros if required.
	AREA RES	x	Field 46	Area of Residence Code
	DI/LTD CD	x	Field 47	Disability Insurance and Long-term Disability Insurance
	NEXT STAT INC		Field 50	Next Statutory Increase Date
	POS NUM		Field 52	Position Number
	POS CLASS		Field 53	Position Classification
	START CONT SERV		Field 45	Start Date of Continuous Service
\|
	LANG PREF	x	Field 17	Language Preference
	EFF FR	x	Field 63	Effective From Date AM or PM
	RATE BASE	x	Field 65	Rate Base Code
	RATE		Field 66	Rate Amount
	ACCNT CDING	x	Field 71	Accounts Coding
	H/D/W IND		Field 67	Hours, Days and Weeks Indicator
	NUM H/D/W		Field 68	Number of Hours, Days and Weeks -- Override prefilled zeros if required
	TTL CRNT PP H/D		Field 69	Total Current Pay Period Hours and Days

EXCEPTIONS AND NOTES

REMARKS -- Explanatory remarks relating to taken on strength that apply to on-line input should be referred to in PPIM Section 4-4-01 as follows:

SUPERANNUATION CONTRIBUTORS -- forms required.

DUAL REMUNERATION--SAME DEPARTMENT AND PAY OFFICE. Codes 027 and 002 refer to the Entitlement Commence screen.

SPECIFIED PERIOD APPOINTMENTS DURING PERIODS OF LWOP.

RETROACTIVE ADJUSTMENTS -- Departments are responsible for making retroactive adjustments to basic pay and all applicable allowances and for ensuring that all payments are timely, valid and correct. The following notes apply:

Close-off Date Schedule -- The Pay Period and Close-off Date Schedule, as provided by the pay office, must be adhered to.

Transaction Not Processed in Intended Pay Period--If a TOS transaction is not processed in the pay period in which it was intended, the department is responsible for paying any additional retroactive basic pay entitlements. The TOS transaction can be monitored by the compensation advisor using the Transaction Date File Inquiry facility.

TOS in the Current Pay Period -- If the TOS is to be processed in the current pay period, then the compensation advisor must fill in the H/D/W indicator and the number of H/D/W.

Retroactive Adjustment -- The compensation advisor must press "lateral" to change the screen to "EAJ" for retroactive adjustments. A different "EAJ" transaction must be created for EACH pay period involved in the retroactive period. Each pay period payment of basic pay MUST contain the appropriate pay period number.

Retroactive Period -- In some cases the full retroactive period includes more than one pay period for which the compensation advisor would like to have a separate supplementary cheque issued. This would enable the compensation advisor to control the release of the cheques to the employee.

- Input the retroactive period(s) up to the start of the period for which you want a separate cheque, for one update. Once the transaction status of the above reads either "In Transit" or "In History" then;

- Input the balance of the retroactive period.

As long as the transactions are input for separate updates, then separate cheques will be produced.

Deductions -- The pay office clerk will make the adjustments for ALL deductions, e.g. DB, DI, EI, union dues, etc. These will be recovered from regular pay and NOT from supplementary pay.

Remark -- When a wrong PRI number is entered on the ACC Menu, i.e. a PRI for which the organization type does not match with the department code on input, message PDJ12 will only be displayed, on the TOS details screen, after all mandatory fields have been completed.

PROCEDURE

GENERAL -- The standard procedures relating to all Pay and Benefits screens are described in PPIM Section 14-1. Specific procedures relating to this "TOS" screen are as follows:

OBTAIN a PRI from the Central Index System if the employing department has converted to PRI.

COMPLETE the mandatory and optional fields.

PRESS "Enter" key to process the transaction data.

CROSS-REFERENCE the source documents with the Transaction-Sequence Number.

LATERAL to "EAJ" screen if required.

Last Update: October 2006

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