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SUMMARY
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New functionality in the Regional Pay System (RPS) will be
designed to support the reporting of payroll expenditure data to the responsible
client departments and to department 079. However, during the three year
of the Financial Information Strategy (FIS) implementation period commencing
April 1999, non-FIS departments will continue to receive payroll transactions
from the RPS to the Regional Pay interface System (RPIS) for reporting to
the Central Accounting System (CAS) and the client department. A description
of the new FIS data flow is found at the end of this section.
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REGIONAL PAY SYSTEM TRANSACTION
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DEFINITION--A RPS transaction is defined as any
entitlement or deduction processed by the pay system and reported on the
Cheque-Register File.
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REPORTING TRANSACTIONS TO CAS
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METHOD--The RPS produces:
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a GCBA Expenditure-Report File, each pay run, for processing
through the RPIS with the Government of Canada Banking and Accounting
Directorate (GCBAD) (RPIS/GCBAD);
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a Consolidated Control Report, each pay run, for transaction-control
purposes.
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GCBA EXPENDITURE REPORT FILE
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DATA CONTENT--The GCBA Expenditure Report File
contains one 152-character record for each DEDENT Code shown on (or generated
from) the Cheque-Register File. The data in each record includes:
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Employee Identification;
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Cheque Series and Serial No. used to make the payment;
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Accounts Coding as contained in Element 105 of the MER;
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DEDENT Code used in the Pay System to process the transaction;
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Accounting-Indicator Code to indicate how the transactions
is to be accounted for in the Accounts of Canada;
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Fiscal Year and Accounting Month in which the payment
was made;
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A "Crown Corporation" Indicator to identify
those transactions that relate to an employee of a Crown Corporation;
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Public Service Corporation No. assigned to the Crown
Corporation for Superannuation Contributions accounting;
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Identification Code assigned to a Credit Union or United
Way Organization that have been authorized to have deductions made
through the pay system;
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Departmental Accounting Office (DAO) Code where assigned
by a department.
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CONSOLIDATED-CONTROL REPORT FOR EXPENDITURE
CONTROL
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DATA CONTENT--The Consolidated Control Report
(produced each pay run with the GCBA Expenditure Report File) shows:
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the value of all records on the Expenditure Report File
accumulated by Accounting Indicator Code, and
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the net total of all cheques issued and cancelled in
that pay run.
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THESE VALUES SHOULD BE EQUAL.
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RECONCILIATION BY CSCU
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PROCEDURES--On receipt of the Consolidated Control
Report, the procedures in the Consolidated Systems Control Unit (CSCU) are
as follows:
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CSCU Clerk
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IF THE VALUE OF ALL RECORDS ON FILE EQUAL THE NET TOTAL OF
ALL CHEQUE ISSUED OR CANCELLED, then:
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PASSE the file to the RPIS/GCBAD for processing
and input to the CAS.
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IF THESE VALUES ARE NOT EQUAL, then:
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DETERMINE the cause of the discrepancy in accordance with
the procedures in section POP 34-3-4-1 of the Pay Office Procedure
(POP) Manual.
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The implementation of FIS has resulted in a change in the
way the RPS manages expenditure data. No longer will transaction data be
passed to an interfacing system for expenditure reporting. The managing
and reporting of Payroll Expenditure Data directly to the client becomes
the responsibility of the Compensation Sector via the RPS. The new Treasury
System Framework imposes interfaces between the Payroll System (PS), the
Standard Payment System (SPS), the Receiver General General Ledger (RG-GL),
the Payroll System General Ledger (PSGL) and the Client Departments each
time a payment or cancellation action occurs.
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Under the FIS concept (implementation begins April 1999), each department,
including 079, is required to operate a General Ledger Departmental Financial
Management System (DFMS). The PSGL, which will replace the current department
079 general ledger, provides the department 079 DFMS. A revised expenditure
extract file has been developed for the purpose of providing data to both
the client department's DFMS and to the PSGL: this will replace the existing
GCBA Expenditure Report File/437. The RPS will provide detailed extract
data to the PSGL for department 079. The RPS will extract each pay transaction,
with an Accounting Indicator Code (AIC) of 1, 2, 3, 5, or 6, processed
by the system. The RPS will generate a department 079 financial coding
block for each transaction to be reported to the PSGL, and will also summarize
certain types of pay transactions and deductions at the requisition number
as assigned by the RS, and for cancelled payments, at the requisition
number as assigned by the SPS.
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FIS compliant departments will be responsible for maintaining
their expenditure on their own DFMS. For this purpose, the RPS will provide
expenditure and control data via RPS Expenditure Extract. RPS will create
and make available a data set for each department included in a payment
update process. This data set will be made available for access by the departments
for a specified period from its creation. After that period, if the department
has not extracted the data, it will be placed in an archive facility for
an additional period. When the data sets are created, departments will be
advised via a message facility that the data is available for extract.
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At each accounting month end, a trial balance for department 079 will
be generated by the PSGL and forwarded to the Central Financial Management
Reporting System (CFMRS), which replaces the CAS. This trial balance will
include control accounts for each department as well as deductions and
any other accounts receivable/payable balances in the PSGL.
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Effective fiscal year 1998/1999, there will no longer be a
period thirteen for payroll transactions. As a result, there will be no
March-Paid-April processing in April 1999. The RPS will operate a twelve
month accounting cycle. Refer to PRO 1084, November 1998, which provides
detailed information regarding the FIS.
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The accounting month end process has been modified and effective
December 1998, the accounting month will be determined by the payment issue
date.
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Also note that the accounting month will close on the second
last business day of the month. Therefore, the payment date will be equal
to the accounting month. Supplementary payments issued between the second
last and the last day of the month will be post dated to the first business
day of the next month.
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