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SUMMARY
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The Regional Pay Interface System (RPIS) will not be used
for payroll expenditure reporting in the Financial Information Strategy
(FIS) environment. 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.
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However, during the three year FIS implementation period commencing
April 1999, non-FIS departments will continue to receive payroll transactions
from the RPS to the RPIS for reporting to the Central Accounting System
(CAS) and the client department.
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Expenditure extract data for the Account Indicator Code (AIC)
1 and 5 only will continue to be provided for non-FIS compliant departments.
As data will be transmitted for more than one accounting period, RPIS will
utilize the Futures File within their system to segregate data by accounting
period. The key to this segregation will be the accounting month on the
transmitted file.
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A description of the methods used by the RPIS/GCBAD to process pay expenditure
data received from the RPS.
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PURPOSE
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REGIONAL PAY GOVERNMENT OF CANADA BANKING AND ACCOUNTING
DIRECTORATE (GCBAD) INTERFACE SYSTEM--This system, maintained
by the GCBAD, is used to:
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accept expenditure data from the RPS by means of the
Expenditure-Report File each pay run;
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impose line object or other accounts coding on the data
(from the Pay Expenditure-Control File) in accordance with the DEDENT
Code and AIC;
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produce Accountability Statements for departments showing
the detailed coding used to report the transaction in the CAS;
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calculate and report month-end pay accruals and reversals
in CAS;
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calculate and reports fiscal year-end accruals and reversals
in CAS;
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reformat expenditure data for transmission to CAS.
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EXPENDITURE DATA CONTROL FEATURES
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GENERAL--Input to the RPS is "controlled"
in the following ways:
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Input to the RPIS/GCBAD is by individual pay run with
each run being assigned a Run No. which can be used to trace individual
transactions in the Departmental Reporting System.
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The RPIS/GCBAD produces an R101 Regional Control Listing Report
that shows:
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the total value of the transactions on the input
file by department; and
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a summarized total for all departments;
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which are accumulated by Accounting Indicator Code.
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The RPS produces a Consolidated Control Totals Report
by Accounting Code Indicator (Record Type).
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The "Total" values on each of the above reports MUST agree
before the data is transmitted to CAS.
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IMPOSING LINE OBJECTS
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PAY-EXPENDITURE-CONTROL FILE --The RPIS/GCBAD
uses the Pay-Expenditure-Control File to impose a line object or other accounts
coding in accordance with the Accounts Indicator (AI) Code on the record.
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ACCOUNTS INDICATOR (AI) CODE
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TABLE --The following table shows the AI Codes
and their meaning:
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| AI CODE
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MEANING
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| 1
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Expenditure is charged to
the employing department. Accounts Coding is taken from the Master
Employee Record (MER). A Line Object pertaining to the DEDENT Code
being used is imposed on the accounts coding.
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| 2
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Deductions credited to Department
079 (including United Way). An Activity Code equal to the DEDENT Code
is imposed.
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| 3
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Deductions credited to Department
079. An Activity Code equal to the Identification Code assigned to
the Credit Union is imposed.
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| 5
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Deductions credited to the
employing department as revenue or recoverable. A complete line of
coding is imposed from the Control File.
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| 6
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Payments, Deductions charged
or credited to Department 056 Treasury Board. A complete line of coding
is imposed from the Control File.
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| 7
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Taxable payment in kind NOT
reported by the RPIS.
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RPIS/GCBAD PAY ACCOUNTABILITY STATEMENTS
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LIST--The RPIS/GCBAD produces the following statements
for departmental use to show them of the details of charges or credits input
to their accounts:
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R105--Pay Accountability Statement;
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R104--Accrual/Deferral Statement.
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R105--PAY ACCOUNTABILITY STATEMENT
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DETAIL --This statement is produced each pay run,
by department, and shows:
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Employee's PRI, Paylist, Name and Initials;
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Cheque Series and Number;
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DEDENT Code used in the process;
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Accounts Coding used in reporting the amount to CAS;
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Amount of the transaction.
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SORTING --Reports are sorted and distributed by
the Departmental Accounting Office (DAO) Code or responsibility centre,
as applicable.
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R104--ACCRUAL AND DEFERRAL STATEMENT NON-FIS
CLIENTS
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MONTH-END ACCRUAL AND DEFERRAL --The RPIS
uses data received on the Expenditure Report File to calculate month-end
accruals or deferrals - summarized by Responsibility Centres and transmitted
to CAS under Source Code 903. This is reversed in CAS in the following accounting
month under Source Code 904. These accruals/deferrals may be done by pay
run or selected departments from a pay run.
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PURPOSE--Statement R104 shows by department
the input to CAS under Source Code 903. It is distributed as for Statement
R105.
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ACCRUALS--FISCAL-YEAR-END (FYE) NON-FIS CLIENTS
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GENERAL --Only pay accruals are done at fiscal-year-end.
These are calculated and input to CAS by the RPIS/GCBAD in the same manner
as month-end accruals. except that:
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A unique source code is used for each pay office instead of Source
Code 903 (See Table below).
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SOURCE CODES--FISCAL-YEAR-END--PAY OFFICE
NON-FIS CLIENTS
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TABLE --The following table shows the source code
assigned to each pay office to report accruals to CAS:
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| SOURCE CODE
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PAY OFFICE
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| 149
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36 COD
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| 151
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08 Halifax
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25 Montreal
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34 Toronto
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62 Edmonton
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66 Vancouver
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ACCRUALS PAID IN ARREARS NON-FIS CLIENTS
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POLICY--MONTH-END --The normal month-end procedure
is NOT to accrue pay expenditure for accounts paid in arrears unless requested
by a department.
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POLICY--YEAR-END --At FYE the accrual is done
for all accounts paid in arrears. Both pay expenditure and the accrual is
reported as a Period 12 transaction.
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ACCRUAL REVERSALS --FYE NON-FIS
CLIENTS
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POLICY --Prior to the start of a new fiscal year,
department are required to inform each pay office of any changes to their
pay accounts coding. These changes are updated to the MER and are used to
reverse year-end accruals.
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PROCEDURES --Procedures to reverse year-end accruals
are shown in Section POP 34-3-4-3 of the POP manual. The accrual reversed
is input in the new fiscal year using the new fiscal year Expenditure-Control
File.
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STATEMENT --The departments are provided with a R104--Accrual/Deferral
Statement.
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TRANSMISSION TO CAS NON-FIS CLIENTS
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GENERAL --When Regional Pay expenditure data is
transmitted to CAS by the RPIS/GCBAD, it is done by:
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using a CAS Departmental No. which is imposed
by the Pay-Expenditure-Control File (NOT the alpha code received from
the RPS);
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using the Cheque Series as the Source Code for input except for
accrual/deferral data.
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TRANSMISSION CONTROL NON-FIS CLIENTS
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METHOD--To ensure that the values transmitted by the
RPS are the same as those received by RPIS/GCBAD, the following reports
are compared:
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R101--Regional Input Control Listing produced by the
RPS, to
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R108 --Transmission Control Statement produced by the
RPIS/GCBAD.
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IF THE FINAL TOTAL AMOUNTS ARE NOT IDENTICAL THEN THE REASON FOR THE
DISCREPANCY MUST BE IDENTIFIED, AND CORRECTIVE ACTION TAKEN WHERE POSSIBLE,
BEFORE THE DATA IS TRANSMITTED TO THE CAS.
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