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DEFINITION |
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To temporarily stop the pay activity of an employee for reasons such as extended leave without pay (LWOP), suspension and seasonal lay-off, but NOT for a term employee pending re-appointment. |
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COMPLETE MANDATORY Fields of the DSS-MAS 2517T or the PWGSC-TPSGC 2517-1
(PDF 441k). SEE NOTES for explanation. |
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FIELDS |
NOTES |
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01 |
Mandatory. |
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05 |
Mandatory. |
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06 |
Mandatory. |
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09 |
Mandatory. |
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10 |
Mandatory. |
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11 |
Mandatory. |
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12 |
Mandatory.
INSERT the employee's Personal Record Identifier (PRI), USE a leading zero to fill all nine spaces. |
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13 |
Mandatory. |
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14 |
Mandatory. |
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15 |
Mandatory. |
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18 |
LEAVE blank. |
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60 |
Mandatory.
INSERT PAC 13. |
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61 |
Mandatory.
INSERT Modifier "S" (Stop). |
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62 |
Mandatory.
INSERT DEDENT Code "000" (ALL). |
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NOTE: Do not leave an employee in T-SOS status when it is evident that he has terminated his Public Service employment or is no longer being paid by the Regional Pay System (RPS). The employee must be struck off strength (SOS) using a PAC 02. |
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63 |
Mandatory.
INSERT the "EFFECTIVE FROM - AM/PM" date, which is the true date of the T-SOS. |
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67, 68 |
INSERT the total number of entitlement hours or days (including LWOP) to be paid to the employee for the final pay period, for all accounts not automatically finalized, i.e. 6C, 7B, all accounts on leave with income averaging (LIA) or pre-retirement transition leave (PRL). |
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Note: 7A accounts are not automatically finalized, but these fields must be left blank because of the Time Summary reporting. |
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For part-time employees being automatically finalized, i.e. 7C which are not on LIA or PRL, or with no ongoing LWOP, INSERT the total number of entitlement hours to be paid for the final pay period, if the T-SOS date is not equal to a pay period start date; otherwise, fields 67 and 68 are left blank. Hours worked in the final pay period must always be reported for part-time employees not being automatically finalized. |
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To override the automatic generation of a final adjustment for accounts automatically finalized, INSERT "X" in Field 67. If the override is used, the department must communicate the number of hours or days to the pay office. |
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70 |
INSERT the number of uninsured weeks in the final pay period. If none, LEAVE blank. |
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71 |
Mandatory.
INSERT the reason for the LWOP code -- left justified. If placing the account in pending T-SOS or SOS status, REFER to instructions in the Personnel-Pay Input Manual (PPIM) Section 4-4-13-1. |
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72 |
INSERT remarks as appropriate to clarify, or LEAVE blank.
Note: PUT the information in free form text (FFT) when working with the on-line pay system. |
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73 |
Mandatory. |
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74 |
Mandatory. |
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75 |
Mandatory. |
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76 |
Mandatory. |
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REMARKS |
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1. |
AMENDING REASON FOR LWOP. SUBMIT a PAC 12A109 effective the date on which the reason for LWOP changed, REFER to the table of Reason for LWOP Codes which follows the "REMARKS" section. |
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2. |
PUBLIC SERVICE HEALTH CARE PLAN (PSHCP) - DIRECT PAYMENTS DURING PERIODS OF LWOP. PROCEED in accordance with the instructions in the Insurance Administration Manual (IAM). FORWARD the PWGSC-TPSGC 2278 and the cheque to the Payroll Accounting Division (PAD) in Ottawa. |
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EDUCATIONAL LEAVE ALLOWANCE (CODE 077) -- Do NOT use a PAC 13 (T-SOS) for an employee going on LWOP and receiving an educational leave allowance, REFER to PPIM Section 4-4-18-3-1. |
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ONTARIO RETAIL SALES TAX -- Since February 1, 1994, employees on LWOP who are paying premiums in advance for the Dental Care Plan, the Public Service Health Care Plan and the Disability Insurance Plan or Long-term Disability Insurance Plan, are to include the sales tax in their payment. Departments must calculate the sales tax and advise the employee of the total amount of the tax and insurance premium. The sales tax can be included in the advance premium payment but should be reported as a separate deduction as per the instructions contained in PPIM Section 4-4-20. |
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5. |
PAY ACTIONS THAT WILL PROCESS WHEN THE ACCOUNT IS IN T-SOS STATUS. The following transactions may be input when an employee is in T-SOS status: |
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PAC 02 -- SOS, |
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PAC 03 -- Transfer-out, |
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PAC 05* -- Miscellaneous Staffing Action, |
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PAC 06* -- Promotion, |
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PAC 08* -- Statutory or merit increase (REFER to PPIM Section 4-4-14 Remarks 2.b. re: Statutory increase effective during LWOP), |
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PAC 09* -- Revision, |
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PAC 10* -- Conversion, |
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PAC 12 -- Status change (except a PAC 12A106 which will NOT be accepted when the account is in T-SOS status), |
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PAC 14 -- Retaken on strength (RE-TOS), |
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PAC 15 -- LWOP (Code 301 only), |
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PAC 16 -- Deduction -- C/A/S, |
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PAC 18 -- Entitlement -- C/A, |
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PAC 22 -- Mailing address, |
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PAC 25 -- Master Employee Record (MER) Inquiry (fully participating department), |
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PAC 35 -- Pay cycle (frequency) change, |
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Returned Payment -- Cancellation (REFER to PPIM Section 5-14). |
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*NOTE 1: When the LWOP code is other than "Y" only one PAC* can be processed while an account is in T-SOS status. Subsequent PAC* will reject with error message U05 "Change Rejected - Account in Inactive Status". |
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*NOTE 2: When a RE-TOS needs to be input with the T-SOS, special care must be taken to ensure that the RE-TOS is processed in separate pay update runs. |
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*NOTE 3: EMPLOYEE ON LIA OR PRL. When an employee goes T-SOS during the LIA or PRL period, the overpaid salary is to be recovered at the substantive salary rate for the T-SOS period. Please note that if the regular pay cheque for the overpaid period is returned and cancelled, there is an outstanding overpayment between the reduced salary rate at which the cheque was issued and the substantive salary rate. If the LIA or PRL is discontinued because of the T-SOS, the transactions to stop the LIA and PRL should be input before the PAC 13S or T-SOS transaction. |
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6. |
AUTOMATIC GENERATION OF FINAL ADJUSTMENT. For 7C accounts which are not on LIA or PRL or with no ongoing LWOP, the system will automatically generate the final adjustment, taking into account the final salary of the employee and any deductions or entitlements on the employee's account when the PAC 13 is processed. The department has the option of overriding this automation in order to have a manual calculation performed by the pay office, by entering an "X" in Field 67. |
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Exceptions: A notification message will be forwarded to the pay office to continue to manually action the following accounts: |
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- 7A, 7B, 6C; |
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- Accounts on LIA or PRL; |
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- Accounts with ongoing LWOP. |
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For accounts automatically finalized, there are conditions during the processing of a PAC 13 which may result in the account being actioned manually by the pay office. For a list of these conditions, REFER to PPIM Section 5-13. |
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Note: If additional transactions, on automated accounts, are required to be input with the PAC 13, REFER to "Input Sequence for Automated Accounts" in PPIM Section 5-13 |
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7. |
RETURNED PAYMENTS. Prior to submitting the PAC 13 VERIFY that any returned payments submitted for an account have been processed by the system. |
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8. |
PRORATED DEDUCTIONS. When reporting a prorated deduction on T-SOS, the PAC 16C closed period must be input prior to or with the PAC 13 and the "EFFECTIVE TO" date must be less than the T-SOS date. REFER to PPIM Section 5-13 for a list of prorated deductions. |
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REASON FOR LWOP CODES |
REASON CODE |
RATE |
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Undergoing training or instruction including educational leave* |
B |
Single |
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Illness and Disability |
C |
Single |
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Serving in the Forces (non-contributor to CFSA) |
D |
Single |
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Federal Royal Commission, Board or Agency outside the Public Service |
E |
Single |
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On loan to an international organization (not to advantage of the department) |
F |
Double |
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On loan to any organization, government, etc. to the advantage of the department (except unions or Credit Unions) |
7 |
Single |
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On loan to a government of a country other than Canada, not at the request of the Government or to the advantage of the department |
G |
Double |
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Full-time paid official of union |
H |
Double |
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Full-time paid official of a credit union |
J |
Double |
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Maternity leave |
K |
Single |
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Other reasons for LWOP (not covered by a code) |
L |
Double |
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Parental LWOP (within 52 weeks of birth or adoption)** |
R |
Single |
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Parental LWOP (beyond 52 weeks of birth or adoption)** |
3 |
Double |
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Adoption leave (within first 52 weeks) |
S |
Single |
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LWOP for the Long-Term Care of a Parent** |
4 |
Double |
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Leave for personal needs (not to exceed three months) |
T |
Single |
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Care of immediate family, other than for taking care of a child within 52 weeks of birth or adoption** |
U |
Double |
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Care of immediate family, child only within 52 weeks of birth or adoption** |
5 |
Single |
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Relocation of spouse |
V |
Double |
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Self-funded leave |
6 |
Double |
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Off-duty status |
8 |
Double |
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Unpaid surplus status (12 months) |
9 |
Double |
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Re-employed (only members of Parliament) |
0 |
N/A |
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Non-pensionable Option Codes |
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Opted not to count LWOP pensionable service (single rate) |
1 |
N/A |
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Opted not to count LWOP pensionable service (double rate) |
2 |
N/A |
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Non-Pensionable LWOP |
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Strike - Without Pay |
M |
N/A |
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Absent - Without Pay |
N |
N/A |
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Suspension |
P |
N/A |
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Seasonal Layoff |
Q |
N/A |
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LWOP--Non-Pensionable LWOP in excess of the 5 year/3 year limit. |
W |
N/A |
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Sessional layoff periods - House of Commons |
X |
N/A |
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Pending SOS (REFER to PPIM Section 4-4-13-1) |
Y |
N/A |
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*To be used only if educational leave, which is to the advantage and best interest of the department or corporation, is approved and granted. |
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1. |
The first three months of any type of pensionable LWOP is at single rate. |
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2. |
No employee or employer share of superannuation premiums are charged when the LWOP code is M, N, P, Q, W, X or Y. |
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3. |
Non-pensionable codes are "1" and "2". |
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**In the early months of 2001, several collective agreements began changing the names for some of the LWOP codes. Reason codes 3, 4 , U, R and 5 were changed and the new names are outlined in the above table. These codes were previously named as the following: |
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3 - Paternity leave (beyond 52 weeks); |
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4 - Adoption leave (beyond 52 weeks); |
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U - Care and nurturing of preschool children (beyond 52 weeks); |
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R - Paternity leave (within first 52 weeks); |
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5 - Care and nurturing of preschool children (within 52 weeks). |
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SALARY SERVICE UPDATE |
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When a PAC 13 is processed by the Salary Service History Update Program: |
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- It closes the current identifier line using the "Effective From" date of the pay action minus half a day.
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- It creates a new identifier line, using the "Effective From" date of the pay action, that shows "T" as the activity status.
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- It creates a PAC 15 301 open line, in the pay record, using the effective date of the PAC 13.
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- If the effective date of the PAC 13 is prior to the "Effective From" date of the oldest line on Salary Service, the system will produce reject message Q40 "Transaction From Date < to Oldest Record on S/S".
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