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PPIM 4-4-05

Section: PAY ACTION CODE 05

Subsection: MISCELLANEOUS STAFFING ACTION

DEFINITION

To effect a change in the basic pay of an employee that does NOT constitute a promotion or demotion as defined in the instructions for PACs 06 and 07; to report certain changes in status, (SEE Remarks) including a change in the bargaining status indicator to identify an account that is pending exclusion status. REFER to PPIM Section 5-4.

To refund or to remit union dues deductions that have been withheld but not remitted to the bargaining agent when a decision is rendered by the Public Services Labour Relations Board (PSLRB) on the bargaining agent's objection to proposed position exclusion, REFER to PPIM Section 5-4 for details.

COMPLETE MANDATORY Fields (DSS 2517T or PWGSC-TPSGC 2517-1 (PDF 441k )). SEE NOTES for explanation.

	FIELDS	NOTES
	01	Mandatory.
	04	COMPLETE only for non-participating departments.
	05	Mandatory.
	06	Mandatory.
	09	Mandatory.
	10	Mandatory.
	11	Mandatory.
	12	Mandatory. INSERT the employee's Personal Record Identifier (PRI), use a leading zero to fill all nine spaces.
	13	Mandatory.
	14	Mandatory.
	15	Mandatory.
	18	LEAVE blank.
	20, 42, 44, 46, 81	COMPLETE Fields 20, 42 and 46 when changing Province of Work or Residence or Income Tax Status -- this is mandatory even though the data in one field is unchanged. If a change is made to Field 42, it is mandatory that fields 81 and 44, if applicable, be completed as well. For circumstances other than the above, complete only if there is a change required to the data currently on the Maste Employee Record (MER).
	21	Mandatory.
	25	Mandatory.
	26	Mandatory.
	27	INSERT the Abbreviated Class Title for all employees EXCEPT for BUD Codes with no classification title.
	30	Mandatory.
	31	Mandatory. SEE Remark 4.
	32	INSERT the employee's SCHEDULED HOURS OF WORK in a work week as defined in the applicable terms and conditions of employment. LEAVE blank for an employee who does NOT have Scheduled Hours of Work defined in his terms and conditions of employment, i.e., BUD Groups 607, 657 and 996.
	33	INSERT the HOURS OF WORK ASSIGNED to the employee EXCEPT LEAVE blank for BUD groups 607, 657 and 996. LEAVE blank also if the assigned hours are the same as those in Field 32.
	36	INSERT the Pay Zone Code for those Groups and Sub-Groups shown in the instructions for Field 36; must be completed for those groups even if unchanged from previous reporting. If this pay action removes the employee from such a group, ENTER "DEL" to delete the old pay zone.
	39	INSERT the "new" Pension Type code, if the employee's status as a contributor under the PSSA has changed, e.g. when a term employee's term of less than six months is extended beyond the sixth month.
	50	INSERT the Next Statutory Increase Date ONLY if there is an entitlement to a future statutory increase in accordance with the employee's terms and conditions of employment.
	52, 53	COMPLETE for all employees (mandatory except that Field 52 is not required for exempt Departments), optional for those with BUD Codes 700 to 814 and 879 to 999 and term employees appointed for six months or less. (Do NOT use the Department Code from Field 10 for Branch in Field 52).
	55	INSERT the Appointment Status two-digit Code, in relation to the position (exceptions are the same as for Field 52).
	60	Mandatory. INSERT PAC "05".
	61	Mandatory. INSERT Modifier "A" (Amend).
	62	Mandatory. INSERT DEDENT Code "001" (Basic Pay) or "002" (Acting Pay) as applicable.
	63	Mandatory. INSERT the EFFECTIVE FROM, AM/PM date of the action, as indicated in the staffing instruction.
\|	63	INSERT the EFFECTIVE FROM, AM/PM date as the 1st of the month following the date the PSLRB made the decision on the bargaining agent's objection to a proposed position exclusion. REFER to PPIM Section 5-4.
\|	64	For other types of employees, INSERT the "EFFECTIVE TO, AM/PM" date ONLY when reporting for a closed retroactive period. This date must always be no later than the date the pay action is submitted to the pay office.
	65, 66	Mandatory. INSERT the Rate Base and Rate as applicable.
	67, 68	INSERT the number of Hrs/Days/Wks and Indicator to record the Hours, Days or Weeks in the retroactive period in accordance with the instructions in PPIM Section 5-9. REFER to PPIM Section 5-12 for input instructions, if the account is in Pending T-SOS or SOS status. LEAVE blank when reporting a decrease in the rate of pay.
	67, 68	Note: Always REPORT in hours for employees whose pay is calculated on the basis of hours, i.e., part-time employees and employees working irregular shifts, such as Firefighters BUD 602/652.
	69	INSERT the Former Rate/Amount to show the employee's former rate of pay during the period covered by this transaction, or when a change in rate is not applicable for this pay action, Field 69 must be completed showing the same rate as in Field 66, when the action is prior to the current pay period. Right justify.
		Note 1: The former rate/amount in Field 69 MUST be converted, if necessary, to an amount compatible with the rate/amount in Field 66, e.g. if the amount in Field 66 is hourly then the amount in Field 69 must be an hourly rate.
		Note 2: For procedure to correct an under-stated or over-stated former rate, REFER to PPIM Section 5-9.
		Note 3: This rate cannot be greater than the rate in Field 66 (new rate).
	71	INSERT the Accounts Coding only if a change is required. This field is not required for Financial Information Strategy (FIS) departments that have decided to maintain their financial coding within their own Departmental Financial Management System.
\|		INSERT "DECISION" in capital letters followed by the current union dues deduction to be used for the refund of union dues to the employee or for the remittance to the union; SEE Remark 1h.
\|		Input examples: If the union dues were withheld for the "Public Service Alliance of Canada - code 644", INPUT "DECISION644".
\|		If the union dues were deducted for the "Professional Institute of the Public Service of Canada - code 642", INPUT "DECISION642" .
	72	LIST data for the retroactive period as required by remark 2a or INSERT the rate of recovery, if an overpayment; otherwise, INSERT remarks to clarify or LEAVE blank.
	72	Note: PUT the above mentioned information in Free Form Text (FFT) when working with the on-line pay system.
	73	Mandatory.
	74	Mandatory.
	75	Mandatory.
	76	Mandatory.

REMARKS

PAC 05 ACTIONS. The following actions require the use of a PAC 05:

	a.	A transfer to a position that has a lower maximum rate of pay than the maximum rate of pay applicable to his former position (Public Service Terms and Conditions of Employment Regulations, Section 26 - Deployment or transfer by appointment). If there is more than one pay rate in the new pay range, the employee proceeds to the pay rate NEAREST TO but NOT LESS than his old pay rate OR if there is no such rate in the new pay range, he proceeds to the MAXIMUM rate of the new class.
	b.	A change in the classification and pay rate where a Report on Staffing Transaction (PSC 2105) is NOT required, e.g. casual or term (three (3) months or less); seasonal employee moving to a secondary position in off-season and vice versa.
	c.	A change in location of work (or residence) where:
		changing pay zone, if it involves a change of basic pay and NO OTHER pay action (e.g. Promotion) is applicable. changing province of work or residence and concurrent changes of income tax status.
	d.	To report a change in BUD (Field 25) or Class (Field 27) where there is NO CHANGE IN BASIC PAY, e.g., when a continuing Supervisory Differential is authorized to an employee resulting in a change in BUD Code from NON SUPERVISORY to SUPERVISORY.
	e.	To report a "Confirmation of Acting Pay" when the difference between basic and acting rate is not sufficient to meet the definition of a "Promotion" (REFER also to PPIM Section 4-4-06, Remarks).
	f.	To change Scheduled Hours of Work and/or Assigned Work Week. USE a PAC 05 to change the data in Field 32 or Field 33, e.g.:
		when a part-time employee becomes full-time or vice-versa; when an employee is appointed to a second position.
		REFER to PPIM Section 5-10 and PPIM Section 4-4-01, Remarks.
\|	g.	To Change the Bargaining Status (Field 26) and/or Pension Type (Field 39). USE this pay action to effect a change in the bargaining status (Field 26) including pending exclusion status and/or the contributor status (Field 39) of an employee. If a concurrent change to Field 31 (Employee Type) is required, this field should be updated in the same transaction.
		Note: The Field 39 Effective From date MUST be used in Field 63 even though the Effective From date for the entry in Field 26 is different. ENTER the Effective From date for Field 26 in Field 72, Remarks.
		Note: PUT the above mentioned information in Free Form Text (FFT) when working with the on-line pay system.
\|	h.	To refund or remit union dues deductions in suspense. When the PSLRB renders a decision on the bargaining agent's objection to a department's proposed excluded position. If the position is NOT excluded, the value to be entered in the Bargaining Status Indicator (BSI), Field 26 of the PAC 05 must be equal to 10,15, 30 or 35 (not excluded). The system will issue a message to PWGSC, Finance and Payroll Accounting for the remittance of union dues to the bargaining agent. If the position is excluded, the value to be entered in the BSI (Field 26) of the PAC 05 is to represent an excluded position. A refund of all dues held in suspense will be issued to the employee. REFER to PPIM Section 9-2 for Bargaining Status Indicator codes and REFER to PPIM Section 5-4 for complete details on the process.

FOR RETROACTIVE PERIODS COVERED BY THIS PAY ACTION. The originator must provide the following information if the Effective-From date is prior to the pay period in which the pay rate will be changed in the system:

	a.	INSERT in Field 72 (Remarks) the number of hours or days and dates of LWOP by type (as defined in PPIM Section 4-4-15-1) that were taken in the retroactive period. If no LWOP occurred, state "NO LWOP". When Field 68 is blank for an employee working a NON-STANDARD work week, INSERT, in Field 72, the number of entitlement hours, days or weeks (i.e. including LWOP) in the initial pay period.
		Note: PUT the above mentioned information in Free Form Text (FFT) when working with the on-line pay system.
	b.	If the employee's rate of pay has increased, REPORT any adjustment to entitlements that increased relative to basic pay, as follows:
		Extra-Duty Pay (i.e. those reported on a DSS-MAS 2547 or a PWGSC 2548), REPORT on a DSS-MAS 2547 the applicable entitlement showing the difference between the old and new rate in Field 12 (REFER to PPIM sections beginning with 3-3).
		Continuing Entitlements (i.e. those NOW being paid), REPORT a PAC 18A amending the rate/amount to the appropriate new rate (REFER to PPIM sections beginning with 4-4-18-5).
		EXCEPTION
		For entitlement codes 144 or 288: If the pay action is reported for an open period with a change in BUD Group, the system will automatically generate a PAC 18S to stop these entitlements using the Effective From date of the pay action being processed. Therefore, there is no requirement to report a PAC 18S or a PAC 18A for these entitlement codes. If necessary, report a PAC 18R to recover the overpayment. If the employee is still entitled to one of these entitlements, you must report a NEW PAC 18C to commence the entitlement.
		Note: For BUD group, only the first three digits are used.
		One Time Payments or Entitlements Stopped in the Retroactive Period (i.e. one NOT NOW being paid), report a PAC 18C for a lump-sum amount of the difference between the gross amount applicable at the revised rate and the gross amount already paid (REFER to PPIM sections beginning with 4-4-18-3).
	c.	If the employee's rate of pay has decreased, report any adjustment to entitlements that decrease relative to basic pay, as follows:
		Report a PAC 18A amending the rate/amount to the appropriate new rate. Report a PAC 18R to recover the overpayments.

STATUS CHANGE -- NO CHANGE IN SALARY RATE. When using PAC 05 to report a status change and there is NO change in basic rate, INSERT "NO CHANGE IN BASIC PAY RATE" in Field 72, Remarks.

Note: PUT the above mentioned information in Free Form Text (FFT) when working with the on-line pay system.

CHANGING FROM FULL-TIME TO PART-TIME (OR VICE-VERSA). When an employee goes from contributor to non-contributor, USE a PAC 12A to change Fields 37 and 40, along with a PAC 05 to change Field 39. When an employee goes from non-contributor to contributor, USE a PAC 12A to change Fields 37 and 40, along with a PAC 05 to change Field 39.

DB, DI and LTD. REFER to PPIM Section 4-4-18-1, Remark 16.

6a.

RETROACTIVE PERIODS -- CHANGE IN BASIC PAY RATE. A separate pay action, as applicable, is required for any change in salary during the retroactive period (e.g. PAC 09).

6b.

When reporting a PAC 05 with an effective date in a different pay period calendar year, an Effective To date must be entered on the last day of PP26/27 and a new PAC 05 created with an Effective From date on the first day of PP01.

6c.

FOR RETROACTIVE PERIOD -- MORE THAN ONE CALENDAR YEAR. A "PAC 05" screen is required for each calendar year.

SALARY PROTECTED EMPLOYEES -- COMPLETION OF FIELDS 21, 25, 27, 52 AND 53. These fields must reflect the information which corresponds to the new position that the employee now occupies, e.g. the employee's former classification was AS-04 and has now been reclassified to a PM-03: Field 21 = 8, Field 25 = 30800, Field 27 = PM-03, Field 52 = position number of the PM-03, Field 53 = PM-03.

EMPLOYEE ON LIA OR ON PRL. If an employee is on Leave with Income Averaging (LIA) or on Pre-Retirement Transition Leave (PRL), the originator must REPORT the full salary and full former salary for retroactivity purposes. AT THE SAME TIME, the originator MUST ALSO RECALCULATE the reduced salary and REPORT the amended reduced salary using the applicable LIA or PRL pay transaction. If the salary change is during the LIA or PRL period, the LIA Amend (18A306) or PRL Amend (18A346) pay transaction must be reported with the same "Effective From" date as the salary change. If the salary change is effective prior to the LIA or PRL period then the "Effective From" date of the LIA or PRL amend pay transaction must be the start date of the LIA or PRL period. A separate LIA or PRL amend pay transaction is required for any subsequent change in salary during the LIA or PRL period. The LIA reduced rate(s) may be calculated with the LIA calculator at: http://publiservice.gc.ca/hr/ebs-sase/tools_e.html

. The pay office will process the retroactive adjustment between the old and new reduced rates of pay for the LIA or PRL period and adjust pension contributions and Employment Insurance premiums if applicable.

SALARY SERVICE UPDATE

When a PAC 05 is processed by the Salary Service History Update Program:

It compares the transaction input against the existing lines in each of the record types and where applicable, closes the existing lines and creates a new one showing the amended data.
If the Effective From date is prior to any Effective From date on Salary Service, the system will produce warning message W90 "Transaction From Date Prior to Oldest History on S/S".

Note:
Only the basic lines with Dedent Codes 001 and 002 will be modified from the effective from date when there is a change of values for Field 32 (SWW, Scheduled Work Week), Field 33 (AWW, Assigned Work Week) and Field 39 (PSSA, Pension Type).

Last Update: October 2006

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