Incumbent Data Elements

Overview

The Incumbent Data Element Dictionary was originally prepared by the Treasury Board Secretariat and then turned over to Public Works and Government Services for updating and maintenance. It’s purpose is to identify and define all the data elements in the Incumbent System and identify the source of the information stored in each data element and/or the rules by which the information is generated. Where the values of a specific data element are numerous a reference is made to other documents rather then repeating the information here. As an aid to analysts and programmers reference is also made to the location of the data element on the redesigned Incumbent Master and also on other files. 
Glossary/Definitions

BUD	– Bargaining Unit Designator Code	
E/D	– Entitlement/Deduction Code	
FAA	– Financial Administration Act	
INC	– Incumbent	
MER	– Pay Master Employee Record File	
PAC	– Personnel Applications Centre (PWGSC)	
PCIS	– Position and Classification Information System	
PDED	– Personnel Data Element Dictionary	
PPIM	– Personnel Pay Input Manual	
PSEA	– Public Service Employment Act	
PSSRA	– Public Service Staff Relations Act	
PWGSC	– The Department of Public Works and Government Services	
RETOS	– Re–taken on strength	
SOS	– Struck off strength	
TBS	– Treasury Board Secretariat	
TOS	– Taken on strength	
TSOS	– Temporarily struck off strength	

File Names

INC.PROD.MAST	New Incumbent Master File April 1996	
INC.PROD.MOBILITY	New Incumbent Mobility File April 1996	
INC.PROD.AAMS	New Incumbent Acting Assignment Master File April 1999	
INC.PROD.GEOLOC	New Incumbent Geographic Master File	
CONT.PROD.SG2401	Contributor System Extract	
INC.PROD.GKMST	Previous Incumbent Master File	
INC.PROD.GKPRF	Previous Population Reporting File	
INC.PROD.GKMOB	Previous Incumbent Mobility File	
INC.PROD.GK34101	Previous reformatted Pay Transaction File	

Element Name	Acting Pay Code	
Alias	Pay Rate Type Indicator (MST/PRF)	
PDED No.	N/A	
Definition	A code which identifies whether an employee is being paid acting pay or basic pay.	
Data Source
(MER field)	Derived from the Entitlement/Deduction Pay Codes on Pay Input Form.
(M108, right most character)	
Values	1 = Basic Pay            2 = Acting Pay/Acting Appointment	
Remarks	If M108 = 002 set Acting Pay Code to 2 else set to 1.	
Structure	X	
1996 File Name & Starting Position	INC.PROD.MAST   (302)       INC.PROD.MOBILITY    (184) and (285)	
	INC.PROD.AAMS (Acting Segment) (136) & (250) & (364)	
Old File Name & Starting Position	INC.PROD.GKMST      (81)    INC.PROD.GKPRF     (264)	

Element Name	Acting Start Date	
Alias		
PDED No.	N/A	
Definition	The date an acting segment starts on the Acting Assignment Management System (AAMS).	
Data Source
(MER field)	Effective From Date of an start acting 18C002 on the Suspense file.	
Values		
Remarks		
Structure	YYYYMMDD	
1996 File Name & Starting Position	INC.PROD.AAMS (Acting Segment)  (1)	

Element Name	Acting Close Date	
Alias		
PDED No.	N/A	
Definition	The date an acting segment ends on the Acting Assignment Management System (AAMS).	
Data Source	Effective From Date of any of a number of transactions on the Suspense file that could stop an acting. Revert to basic pay (18C001). A new start acting (18C002). A Struck Off Strength (02). A Transfer Out (03). A Promotion (06). Or by a Miscellaneous Staffing Action (05).	
(MER field)		
Values		
Remarks		
Structure	YYYYMMDD	
1996 File Name & Starting Position	INC.PROD.AAMS (Acting Segment)  (25)	

Element Name	Age Years	
Alias	Years of Age (MOB/PRF)	
PDED No.	18-0	
Definition	The number of full years elapsed since the year a person was born.	
Data Source	Derived from the Birth Date and Processing Date	
Values	YY	
Remarks	Subtract Birth Date (year) from Processing Date (year) giving Age years. If Birth Date (month) is greater then Processing Date (month) subtract one from Age years. If the calculation results in a negative or Birth Date is zeros, set Age Years to zero.	
Structure	9(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (252)    INC.PROD.MOBILITY (59)	
Old File Name & Starting Position	INC.PROD.GKPRF      (243)    INC.PROD.GKMOB            (53)	

Element Name	Appointment Effective Date	
PDED No.	2-32	
Alias	Position Appointed Effective Date (MST)
Effective Date Position Change (PRF)	
	Date Appointed to Position (MOB)	
Definition	The date on which a particular appointment of an employee is effective.	
Data Source	2517T, field 63	
Values	YYYYMMDD	
Remarks	If M052 = Position Number 
     Set Appointment Effective Date (DTAPPEFF) = old DTAPPEFF
Else
     If Acting Pay Code = 1 and old Acting Pay Code = 2 and
        M052 = Substantive Position Number
Set DTAPPEFF = old Substantive DTAPPEFF
     Else
Use the Effective From Date on the Suspense Record (Pay Transaction) with the earliest Effective From Date that contains the new Position Number and if the Reason For Change (found only on a Position Number change - 12AF52) is not “R” (reorganization) or “G”(generated by another system).
     If no Suspense Record found
     If Acting Pay Code = 1 and old Acting Pay Code = 2
     Set DTAPPEFF = old Substantive DTAPPEFF
     Else
     Set DTAPPEFF = old DTAPPEFF
In cases of acting assignment, INC stores the acting appointment effective date in the Appointment Effective Date field, and the substantive appointment effective date, in the Substantive Appointment Effective Date field.	
Structure	X(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (90)   INC.PROD.MOBILITY ( 138) & (239)
INC.PROD.AAMS (Acting Segment) (85) & (199) & (313)	
Old File Name & Starting Position	INC.PROD.GKMST      (208)    INC.PROD.GKMOB    (125) & (221)
INC.PROD.GKPRF       (121)	

Element Name	Appointment Effective Date (PCIS)	
PDED No.	N/A	
Alias		
Definition	The date on which a particular appointment of an employee is effective.	
Data Source	PCIS Master
(Col. 504)	
Values	YYYYMMDD	
Remarks	The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and
       Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘3’ and DTAPP (PCIS) not = blank
       Capture Appointment Effective Date (DTAPP) from table
Note: The creation of NOCID must be done first	
Structure	X(8)	
1996 File Name & Starting Position	INC.PROD.MAST (458)	
Old File Name & Starting Position	N/A	

Element Name	Appointment Language Status Code	
Alias	Appointment Status (MST/PRF)	
PDED No.	200-0	
Definition	A code which identifies the language status of an employee’s appointment under the Public Service Official Languages Appointment Regulations.	
Data Source (MER field)	2517-T, field 55
(M055)	
Values	Refer to the Personnel Pay Input Manual (PPIM), Section 3-5-3 for a list of code values.	
Remarks	If M055 not = to blank and not = zero
    set Appointment Language Status = M055
else
    set Appointment Language Status = Appointment Language Status on old master	
Structure	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (255)	
Old File Name & Starting Position	INC.PROD.GKMST    (330)
INC.PROD.GK34101    (44)
INC.PROD.GKPRF    (359)	

Element Name	Assigned Work Week Hours	
Alias	Assigned Work Week (MST/PRF)	
PDED No.	8-2	
Definition	The hours per week an employee is assigned to work if less than a normal work week.	
Data Source
(MER field)	2517T, field 33
(M033)	
Values		
Remarks		
Structure	99v99 (v  = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (234)	
Old File Name & Starting Position	INC.PROD.GKMST      (106)     INC.PROD.GK34101    (114)
INC.PROD.GKPRF       (64)	

Element Name	Association/Union Code	
Alias	Association Code (MST/PRF/MOB)	
PDED No.	54-0	
Definition	A code which identifies the union or association to which an employee pays membership dues.	
Data Source	The Association Code is derived from the BUD Code. 	
Values		
Remarks	Incumbent BUD/Association Table associates the Bargaining Unit Code with Association/Union Codes. It is present for all PSSRA 1-1 employees. In most cases, the Association Code is the last 2 characters of the regular Deduction Code for union deductions.	
Structure	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (297)   INC.PROD.MOBILITY (182) & (283)
INC.PROD.AAMS (Acting Segment) (129) & (243) & (357)	
Old File Name & Starting Position	INC.PROD.GKMST      (155)     INC.PROD.GKPRF      (178)
INC.PROD.GKMOB    (167) & (263)	

Element Name	Bargaining Unit Designator Code	
Alias	Bargaining Unit Designator (PRF/MOB)	
PDED No.	29-0	
Definition	Identifies collective bargaining units by category, group and sub-group and supervisors of the same group that have formed a separate bargaining unit. Also used to identify occupations not subject to collective bargaining.	
Data Source (MER field)	2517T, field 25
(M025)	
Values	Refer to the Pay Input Manual (PPIM), Section 9-3 for the list of codes.	
Remarks	The known acronym is BUD. For PSSRA 1-1 BUD’s, the first character identifies occupational category, the second two, the group and the last two, the sub-group. 	
Structure	X(5)	
1996 File Name & Starting Position	INC.PROD.MAST   (183)   INC.PROD.MOBILITY (99) & (200)
             INC.PROD.AAMS (Acting Segment) (51 & 160 & (274)	
Old File Name & Starting Position	INC.PROD.GKMST      (126)     INC.PROD.GK34101     (90)
INC.PROD.GKPRF       (52)     INC.PROD.GKMOB     (88) & (184)	

Element Name	Bilingualism Bonus Code	
Alias	Bilingual Bonus (MST)
Bilingual Allowance Code (PRF)	
PDED No.	202-0	
Definition	A code which identifies the bilingualism bonus an employee is being paid.	
Data Source
(MER field)	Generated from field 62 on 2517T. (Based on entitlement portion of MER file.	
Values	1 = Bilingual Bonus (7%)      2 = Bilingual Bonus ($800.00 per yr)
Blank = No Bilingual Bonus	
Remarks	If the employee has a pay action 18C/A007
   Set Bilingualism Bonus = 1
Else
   If the employee has a pay action 18C/A141
      Set Bilingualism Bonus = 2
   Else
      Set Bilingualism Bonus = blank	
Structure	X	
1996 File Name & Starting Position	INC.PROD.MAST   (257)	
Old File Name & Starting Position	INC.PROD.GKMST      (161)     INC.PROD.GKPRF      (192)	

Element Name	Bindery Pay Zone Code	
Alias	N/A	
PDED No.	9-9 (New)	
Definition	A code which identifies the geographic pay zones for the Bindery (PRBIN) occupational group and sub-group.	
Data Source	Derived from the Pay Zone Code for BUD’s 60901 and 65901	
Values	Refer to the Pay Input Manual (PPIM), Section 9.4 for the list of codes.	
Remarks		
Structure	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC  (107)	

Element Name 	Birth Date	
Alias 	Date of Birth (MST/PRF/MOB)	
PDED No. 	2-1	
Definition 	The date a person was born.	
Data Source 	2517T, field 16  or from Contributor System Extract	
(MER field) 	(M016)  	
Values 	YYYYMMDD	
Remarks 	Set from M016 and reset from Contributor System	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (244)   INC.PROD.MOBILITY (33)
            CONT.PROD.SG2401   (29)	
Old File Name & Starting Position	INC.PROD.GKMST     (68)     INC.PROD.GKPRF   (186)
            INC.PROD.GK34101     (73)   INC.PROD.GKMOB      (33)	

Element Name 	Block Leave Indicator	
Alias 	N/A	
PDED No. 	N/A	
Definition 	Indicates whether the employee is or was on Leave With Income Averaging (LIA) or Pre-retirement Transition Leave (PRL).	
Data Source (MER field)	2517T, field 70 
(M113)  	
Values 	1 – currently on LIA and contributes to Superannuation (Sup) and Death Benefit (DB) based on full salary rate.
2 – currently on LIA and contributes to Sup and DB based on reduced salary.
3 – currently on PRL and contributes to Sup and DB based on full salary rate.
4 – previously on LIA contributed to Sup and DB based on full salary rate.
5 – previously on LIA contributed to Sup and DB based on reduced salary.
6 – previously on PRL contributed to Sup and DB based on full salary rate.	
Remarks 	Values 1-3 are input by departments; 4-6 are generated by the Regional Pay System when LIA/PRL entitlements are stopped. Data Element added April 1996.	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (418)	

Element Name 	Census Agglomeration Code	
	Removed starting with Incumbent Master File of February, 2005	
Alias 	Current Census Agglom. & Prim CA (PRF)	
PDED No. 	N/A	
Definition 	A code used in the latest StatCan Census to identify an urban area with a population of between 10,000 and 100,000, together with adjacent urban and rural areas which are highly integrated economically and socially with that urban area.	
Data Source 	Stat Can GeoRef 1996 Census CD through the PWGSC Geographic Master File. 	
Values	See StatCan Publication “Census Metropolitan Areas and Census Agglomerations” 	
Remarks	The Incumbent table, Geographic Master File associates the Geographic Location Code with the Census Agglomeration Code. That data in this field may be inaccurate.	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST  (373)    INC.PROD.GEOLOC  (64)	
Old File Name & Starting Position	INC.PROD.GKPRF (251)	

Element Name 	Census Agglomeration /Census Metropolitan Area (CA/CMA)	
	Valid Starting with the Incumbent Master File of February 2005	
Alias 	 	
PDED No. 	N/A	
Definition 	Census metropolitan areas (CMAs) and census agglomerations (CAs) are assigned three-digit codes that uniquely identify each metropolitan area in Canada. The first digit is the same as the second digit of the province code in which the CMA or CA is located. If a CMA or CA spans a provincial boundary, then the province code assigned represents the province with the greater proportion of urban core population. Codes for CMAs or CAs in the Yukon Territory and the Northwest Territories begin with the “9”, the same digit as those located in British Columbia.
Census Agglomeration (CA)
A census agglomeration (CA) is a large urban area (known as the urban core) together with adjacent urban and rural areas (known as urban and rural fringes) that have a high degree of social and economic integration with the urban core. A CA has an urban core population of at least 10,000, based on the previous census. However, if the population of the urban core of a CA declines below 10,000, the CA is retired. Once a CA attains an urban core population of at least 100,000, based on the previous census, it is eligible to become a CMA. CAs that have urban cores of at least 50,000, based on the previous census, are subdivided into census tracts. Census tracts are maintained for CAs even if the population of the urban cores subsequently fall below 50,000. A CA may be consolidated with adjacent CAs if they are socially and economically integrated. This new grouping is called a consolidated CA and the component CAs are called primary census agglomerations (PCAs).
The CMAtype field identifies whether the CA is consolidated or regular.
Census Metropolitan Area (CMA)
A census metropolitan area (CMA) is a very large urban area (known as the urban core) together with adjacent urban and rural areas (known as urban and rural fringes) that have a high degree of social and economic integration with the urban core. A CMA has an urban core population of at least 100,000, based on the previous census. Once an area becomes a CMA, it is retained as a CMA even if the population of its urban core declines below 100,000. All CMAs are subdivided into census tracts. A CMA may be consolidated with adjacent census agglomerations (CAs) if they are socially and economically integrated. This new grouping is known as a consolidated CMA and the component CMA and CA(s) are known as the primary census metropolitan area (PCMA) and primary census agglomeration(s) [PCA(s)]. A CMA may not be consolidated with another CMA.
The CMAtype field identifies whether the CMA is consolidated or regular.	
Data Source 	Stat Can GeoRef 1996 Census CD through the PWGSC Geographic Master File.	
Values	See StatCan Publication “Census Metropolitan Areas and Census Agglomerations” 	
Remarks	The Incumbent table, Geographic Master File associates the Geographic Location Code with the CA/CMA Code.	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST  (373)    INC.PROD.GEOLOC  (64)	
Old File Name & Starting Position	INC.PROD.GKPRF  (251)	

Element Name 	Census Area Code	
	Removed starting with Incumbent Master File of February, 2005	
Alias 	Census Agglomeration Code (PRF)	
PDED No. 	126-0	
Definition 	A code which identifies the previous census agglomeration area as defined by Statistics Canada, Census Division.	
Data Source 	StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File. 	
Values 	This is the previous version of the StatCan Census Agglomeration Code. Values between 001-030 denote Metropolitan areas; values greater than 030, other than urban areas. Metropolitan Area is the last two characters of Census Area Code.	
Remarks 	The Incumbent table, Geographic Master File, associates the Geographic Location Code with the Census Area Code. This data field is inaccurate, hence was removed in February, 2005.	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST        (358)   INC.PROD.GEOLOC  (76)	
Old File Name & Starting Position	INC.PROD.GKPRF      (222)   	

Element Name 	CMA Type	
	Valid starting with the Incumbent Master File of February, 2005	
Alias 	 	
PDED No. 	N/A	
Definition 	The CMAtype field identifies whether the Geographic unit is a CMA (Census Metropolitan Area) or a CA (Census Agglomeration).	
Data Source 	Stat Can GeoRef 1996 CD through the PWGSC Geographic Master File.. 	
Values	CMA	Location
Type	Type
A	Consolidated CMA
B	CMA
C	Consolidated CA
D	CA	
Remarks	The Incumbent table, Geographic Master File associates the Geographic Location Code with the CMAType Code.	
Structure 	X(1)	
1996 File Name & Starting Position	INC.PROD.MAST   (370)  INC.PROD.GEOLOC  (64)	
Old File Name & Starting Position	INC.PROD.GKPRF (251)	

Element Name 	Communication Requirements Code of the Position (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code which identifies certain functions of the position and the official language or languages required to carry out these functions.	
Data Source (PCIS field)	PCIS Master  
(Col. 450)	
Values 	0 = Not required
1 = Both English and French
2 = English only
3 = French only
4 = Either French or English  	
Remarks 	The 1st character refers to service to the public
The 2nd character refers to the provision of personal services to federal employees
The 3rd character refers to the provision of central services to federal employees
The 4th character refers to supervisory functions
The 5th character refers to a formal level in the grievance process
The 6th character refers to other functions 
The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘3’ and COMREQ (PCIS) not = blank
            Capture Communication Requirements Code of the Position (COMREQ) from
                 the table
Note: The creation of NOCID must be done first	
Structure 	X(6)	
1996 File Name & Starting Position	INC.PROD.MAST  (474)	
Old File Name & 
Starting Position	N/A	

Element Name 	Cold Type Composition Pay Zone Code	
Alias 	N/A	
PDED No. 	9-6 (New)	
Definition 	A code which identifies the geographic pay zones for the Cold Type Composition (PRCTC) occupational group and sub-group.	
Data Source 	Derived from the Pay Zone Codes for BUD’s 60902 and 65902	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC   (99)	

Element Name 	Composition Pay Zone Code	
Alias 	N/A	
PDED No. 	9-5 (New)	
Definition 	A code which identifies the geographic pay zones for the Composition (PRCOM) occupational group and sub-group.	
Data Source 	Derived from the Pay Zone Codes for BUD’s 60903 and 65903	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC   (101)	

Element Name 	Continuous Employment Start Date	
Alias	Continuous Service Start Date (MST)
Date Start Continuous Service (PRF)
Date Started Continuous Service (MOB)	
PDED No. 	2-53	
Definition 	The start date of an employee’s continuous employment in the Public Service as defined in the Public Service Terms and Conditions of Employment Regulations.	
Data Source
 (MER field)	2517T, field 45 
(M045)	
Values 	YYYYMMDD	
Remarks 	If M045 not = blank and not = zero.
   Set Continuous Employment Start Date = M045
Else
   Set Continuous Employment Start Date = Continuous Employment Start Date on old master	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (165)   INC.PROD.MOBILITY (43)
            INC.PROD.AAMS   (43)	
Old File Name & Starting Position	INC.PROD.GKMST     (266)     INC.PROD.GK34101  (128)
            INC.PROD.GKPRF      (145)     INC.PROD.GKMOB      (41)	

Element Name 	Continuous Employment Years	
Alias 	Years of Continuous Service (PRF/MOB)	
PDED No. 	24-0	
Definition 	The number of years of continuous employment in the Public Service as defined in the Public Service Terms and Conditions of Employment Regulations.	
Data Source 	Calculated from the Continuous Employment Start Date and Processing Date	
Values 	YY	
Remarks 	Subtract Continuous Employment Start Date (years) from the Processing Date (years) giving Continuous Employment Years. If Continuous Employment Start Date (months) is greater than Processing Date (months) subtract one from Continuous Employment Years. If the calculation results in a negative or Continuous Employment Start Date is zero, set Continuous Employment Years to zero.	
Structure 	9(2)	
1996 File Name & Starting Position	INC.PROD.MAST        (173)    INC.PROD.MOBILITY (61)	
Old File Name & Starting Position	INC.PROD.GKPRF      (198)     INC.PROD.GKMOB      (55)	

Element Name 	Death Benefit Eligibility Indicator	
Alias 	Death Benefit Eligibility (MST/PRF)	
PDED No. 	11-0	
Definition 	Identifies whether an employee is eligible to contribute to the Supplementary Death Benefit (SDB) Plan.	
Data Source 
(MER field)	2517T, field 37
(M037)	
Values 	1 = Eligible to contribute to SDB,  2 = Not eligible to contribute to SDB	
Remarks 		
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST    (266)	
Old File Name & Starting Position	INC.PROD.GKMST     (158)     INC.PROD.GK34101      (123)
INC.PROD.GKPRF (284)	

Element Name 	Department/Agency Code	
Alias 	Department/Agency (MST), Department or Agency Code (PRF)
Department/Agency Code (MOB) & Department (MOB)	
PDED No. 	1-0	
Definition 	A system processing code which identifies a federal organization structured to carry out programs or activities specified by Parliament.	
Data Source 
(MER field)	2517T, field 10
(M010)	
Values 	The list of valid Department Codes is maintained on Incumbent Department/Agency Table. TBS supplies new Department Codes via the Population Affiliation System.  	
Remarks 	Ignore MER records with Dept Code = CAE, CCA, CPC, DNT, DPW, DSS, EIC, 
If Dept. Code = AGR & Paylist = 0319    set Dept. Code = CDC 
If Dept. Code = AGR & Paylist = 0325    set Dept. Code = FPN
If Dept. Code = PCO & Paylist = 0005     set Dept. Code = OPM
If Dept. Code = DOE & Paylist = 0001     set Dept. Code = EAA 
If Dept. Code = IAN & Paylist = 0402 or 0403 or 0116, or 0104, set Dept. Code = IRA 
If Dept. Code = EXT &
         First 5 char. Of Position Number = ‘PASS ‘     set Dept. Code = PPT
If Dept. Code = SOL &
         First 5 char. Of Position Number = ‘SGERC’   set Dept. Code = REC
If Dept. Code = SOL &
         First 5 char. Of Position Number = ‘SGPCC’   set Dept. Code = RPP
If Dept. Code = SOL &
         First 5 char. Of Position Number = ‘SGOCI’    set Dept. Code = OCI	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (36)   INC.PROD.MOBILITY (86) & (187)
INC.PROD.AAMS (Acting Segment) (33) & (147) & (261)	
Old File Name & Starting Position	INC.PROD.GKMST   (14)     INC.PROD.GK34101     (23)
INC.PROD.GKPRF    (68) INC.PROD.GKMOB    (76) & (172)	

Element Name 	Department/Agency Employment Start Date	
Alias 	Date Incumbent Started at Ministry (MST)
Date Started in Department (PRF)	
PDED No. 	2-34	
Definition 	The date employee starts employment with a department or agency, or the effective date of a movement to a new department or agency due to a restructure	
Data Source 	2517T, field 63, or Bulk Change Table	
Values 	YYYYMMDD	
Remarks 	If bulk change to department code 
     Set Dep’t/Agency Employment Start Date (DTDEPT) = Effective Date of Department 
      Bulk Change
If M010 = Dep’t
      Set DTDEPT = old DTDEPT
Else
     Use the Effective From Date on the Suspense Record (Pay Transaction) with a Pay Action Code ‘01’ or ‘04 and with the earliest Effective From Date that contains the new 
Department/Agency code.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (39)	
Old File Name & Starting Position	INC.PROD.GKMST       (10)     INC.PROD.GKPRF      (258)	

Element Name 	Department Start Date Prior to Restructure	
Alias 		
PDED No. 	N/A (field created in may 2004)	
Definition 	The date employee starts employment with a department or agency prior to being moved to a new department as part of government restructure.	
Data Source 	Previous Incumbent Master	
Values 	YYYYMMDD	
Remarks 	If bulk change to department code and the Bulk Change argument Effective Date > 
Dep’t/Agency Employment Start Date (DTDEPT)
    Set Department Start Date Prior to Restructure (DTPRDEPT) = DTDEPT
If M010 = Dep’t
      Set DTPRDEPT = old DTPRDEPT
Else
     Set to blank	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (50)	
Old File Name & Starting Position		

Element Name 	Disability Insurance Eligibility Code	
Alias 	Disability Insurance Eligibility (MST/PRF)	
PDED No. 	13-0	
Definition 	A code which identifies the eligibility of an employee to contribute to the Disability Insurance Plan (DI) Plan or the Long Term Disability Insurance (LTD) Plan of the Public Service Management Insurance Plan (PSMIP) or to neither.	
Data Source 
(MER field)	2517T, field 47 
(M047)	
Values 	1 = DI Plan Contributor       2 = LTD Plan Contributor
3 = Non-Participant             4 = LTD Premium Holiday
5 = DI Premium Holiday     6 = LTD Executive
7 = LTD Executive Holiday	
Remarks 	Reference: Pay Input Manual (PPIM), Section 3-5-3	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (265)	
Old File Name & Starting Position	INC.PROD.GKMST     (157)      INC.PROD.GK34101    (136)
INC.PROD.GKPRF     (283)	

Element Name 	Dual Remuneration Code	
Alias 	Dual Remuneration Indicator (MST)	
PDED No. 	15-0	
Definition 	Identifies whether the employee is receiving or ceases to receive dual remuneration on two pay lists within a department or from another department within the PWGSC Pay System.	
Data Source 
(MER field)	2517T, field 19
(M019)	
Values 	Blank = Employee does not receive dual remuneration 
1 = Employee receives dual remuneration   
2 = Employee ceases receiving dual remuneration	
Remarks		
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (417)	
Old File Name & Starting Position	INC.PROD.GKMST      (283)     INC.PROD.GK34101     (79)	

Element Name 	Economic Region Code	
Alias 	N/A	
PDED No. 	127-0	
Definition 	A code which identifies the economic region selected for employment studies.	
Data Source 	StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File. 	
Values		
Remarks 	An economic region (ER) is a grouping of complete census divisions (with one exception in Ontario). Economic regions are used to analyse regional economic activity.
Each economic region (ER) is assigned a two-digit code that is not unique between provinces. In order to uniquely identify each ER in Canada, the code must be preceded by the two-digit province code. This concatenated code (PR + ER) is called the Economic Region Unique ID.	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (356)	
Old File Name & Starting Position	INC.PROD.GKPRF      (220)     GEOGMAST             (71)	

Element Name 	Effective Date of Change	
Alias 	N/A	
PDED No. 		
Definition 	The effective date of a mobility change.	
Data Source 	Field 63 on the Suspense transaction.	
Values 	YYYYMMDD	
Remarks 	The significance of the date is related to the type of Mobility event (record). For example: the Effective Date of Change of a separation event (Mobility Code values 3100 or 3150) is the employee’s Struck Off Strength (SOS) Date.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MOBILITY   (74)	
Old File Name & Starting Position	INC.PROD.GKMOB (66)	

Element Name 	Elective Pensionable Service Amount 	
Alias 	Previous Elective Pensionable Service (MST)
Previous Elective Service (PRF)	
PDED No. 	62-1 (New)	
Definition 	The amount of service, for which an employee has made a valid election to count as pensionable service under the Public Service Superannuation Act.	
Data Source 	Contributor System. 	
Values 	YYMM	
Remarks 	The Incumbent System receives this information in “YYDDD.D” format from the Contributor System and converts it into “YYMM” format. The days (DDD.D) of service are divided by 30.5 and the result stored as months (MM). 	
Structure 	X(4)	
1996 File Name & Starting Position	INC.PROD.MAST   (405) CONT.PROD.SG2401  (45)	
Old File Name & Starting Position	INC.PROD.GKMST      (173)       INC.PROD.GKPRF    (298)	

Element Name 	Employee Classification Code	
Alias  	Abbrev Classification Title (MST)
Incumbent Classification Code (PRF)
Employee Class Sub-Group & Level (MOB) 	
PDED No. 	94-1	
Definition 	A code which identifies an employee’s occupational group, sub-group and level.	
(MER field) 	2517T, field 27 
(M027)	
Values 	Refer to the Personnel Pay Input Manual (PPIM), Section 9-3 for the list of the codes.	
Remarks 	The first two characters identify the occupational group; the next three, the sub-group; and the last two characters, the level. In cases of acting assignment, INC stores the acting employee classification in the Employee Classification Code field, and the substantive employee classification, in the Substantive Employee Classification Code field.	
Structure 	X(7)	
1996 File Name & Starting Position	INC.PROD.MAST   (196)    INC.PROD.MOBILITY (106) & (207)
INC.PROD.GK34101 (97)  INC.PROD.AAMS (Acting Segment) (53) & (167) & (281)	
Old File Name & Starting Position	INC.PROD.GKMST    (115)    INC.GKMOB22    (95) & (191)
          INC.PROD.GKPRF    (107)    	

Element Name 	Employee Classification Code Effective Date	
Alias   	Effective Date Emp. Class Chg (PRF)
Employee Classification Effective Date (MST)
Employee Class. Effective Date (MOB)	
PDED No. 	2-114 (New)	
Definition 	The effective date an employee Classification code is changed.	
Data Source 	2517T, field 63	
Values 	YYYYMMDD	
Remarks   	If M027 = Employee Classification
     Set Employee Classification Effective Date (DTEMPCLS) = old DTEMPCLS
Else
     If Acting Pay Code = 1 and old Acting Pay Code = 2 and
        M027 = Substantive Employee Classification 
                Set DTEMPCLS = old Substantive DTEMPCLS
     Else
                Use the Effective From Date on the Suspense Record (Pay Transaction)
                with the earliest Effective From Date that contains the new Employee 
                Classification.
     If no Suspense Record found 
                If Acting Pay Code = 1 and old Acting Pay Code = 2
                Set DTEMPCLS =
 old Substantive DTEMPCLS
            Else
               Set DTEMPCLS = old DTEMPCLS
In cases of acting assignment, INC stores the acting employee classification effective date in the Employee Classification Effective Date field, and the substantive employee classification effective date, in the Substantive Employee Classification Effective Date field.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (203)    INC.PROD.MOBILITY (113) & (214)
          INC.PROD.AAMS (Acting Segment) (60) & (174) & (288)	
Old File Name & Starting Position	INC.PROD.GKPRF      (127)    INC.PROD.GKMST   (122)
          INC.PROD.GKMOB22     (102) & (198)	

Element Name 	Employee Collective Bargaining Status Code	
Alias 	Exclusion Status (MST/MOB)
Bargaining Unit Modifier (PRF)	
PDED No. 	30-0	
Definition 	A code which identifies the collective bargaining status of an employee, as defined by the Public Service Staff Relations Act (PSSRA).	
Data Source 
(MER field)	2517T, field 26 
(M026)	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-2 for the list of codes.	
Remarks 	Employees who are not excluded from collective bargaining have a Bargaining Status Code which starts with “1” or “3”.	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (221)   INC.PROD.MOBILITY (104) & (205)
INC.PROD.AAMS (Acting Segment) (51) & (165) & ( 279)	
Old File Name & Starting Position	INC.PROD.GKMST      (149)     INC.PROD.GK34101     (95)
INC.PROD.GKPRF      (143)       INC.PROD.GKMOB    (93) & (189)	

Element Name 	Employee Family Name	
Alias 	Family Name (MST)
Surname (PRF/MOB)	
PDED No. 	4-1	
Definition 	The family name of an employee.	
Data Source 
(MER field)	2517T, field 14 
(M014)	
Values 		
Remarks 	The first four characters are commonly referred to as the employee’s “Name Tag”.	
Structure 	X(20)	
1996 File Name & Starting Position	INC.PROD.MAST   (10)    INC.PROD.MOBILITY (10)
          CONT.PROD.SG2401   (10) INC.PROD.AAMS   (10)	
Old File Name & Starting Position	INC.PROD.GKMST    (25)         INC.PROD.GKMOB   (10)
          INC.PROD.GK34101   (50)     INC.PROD.GKPRF     (25)	

Element Name 	Employee Geographic Location Code	
Alias 	Geographic Location Code (MST/PRF/MOB)	
PDED No. 	10-3	
Definition 	A code which identifies the geographic location of an employee’s place of work.	
Data Source 
(MER field)	2517T, field 20 
(M020)	
Values 	This code identifies each Geographic Location inside Canada and are assigned by Statistics Canada. The Geographic Location Code is composed of three components:

Component				Example for Ottawa, Ontario
Province Code (first two digits)			35
Census Division (second two digits)		06
Census Sub-Division (last three digits)		014

The Geographic Location Code for Ottawa is therefore 3506014.

Locations outside Canada are assigned by PWGSC. The leftmost two digits of these outside-Canada GEOLOC codes usually indicate the continent, as:

Left 2
GEOLOC
Digits	Location
91	Europe
93	Africa
95	Asia, Middle East, India, Pakistan
96	Australia, New Zealand some of the south Pacific
97	South America
98	Central America, Mexico Caribbean
99	United States, Greenland, Bermuda, St. Pierre & Miquelon
A list of these codes can be obtained from PAC.	
Remarks 	Beginning in March 2004 the Employee Geographic Location Code (GEOLOC) will contain the 7 character Geographic Location from Statistics Canada Code 
If M020 = spaces or zeros
    Set GEOLOC = GEOLOC on old Incumbent Master 
Else
    Set GEOLOC = M020	
Structure 	X(7)	
1996 File Name & Starting Position	INC.PROD.MAST   (69)     INC.PROD.MOBILITY (92) & (193)
          INC.PROD.GEOLOC (2)  INC.PROD.AAMS (Acting Segment) (39) & (153) & (267)	
Old File Name & Starting Position	INC.PROD.GKMST    (216)    INC.PROD.GKPRF      (115)
         INC.PROD.GK34101  (80)  INC.PROD.GKMOB  (82) & (178) 
GEOGMAST  (2)	

Element Name 	Employee Type Code	
Alias 	Employee Type (MST/PRF/MOB)	
PDED No. 	44-0	
Definition 	A code which identifies the employment status of an employee.	
Data Source 
(MER field)	2517T, field 31
(M031)	
Values 	See Pay Input Manual, PPIM Section 3-5-3 for codes.	
Remarks 	This code indicates whether an employee is employed on a full-time/part-time; indeterminate, term (under/over 3 mos.), casual, or seasonal basis. The INC System ignores casual (type ‘M’) and employees TOS for retroactive payments (type `X’).	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (211)    INC.PROD.MOBILITY (91) & (192)
          INC.PROD.AAMS (Acting Segment)   (38) & (152) & (266)	
Old File Name & Starting Position	INC.PROD.GKMST     (110)     INC.PROD.GK34101    (109)
          INC.PROD.GKPRF     (114)     INC.PROD.GKMOB    (81) & (177)	

Element Name 	End Date of Salary Reduction	
Alias 	End of Block Leave	
PDED No. 	New	
Definition 	This element will identify the last day of the period of salary reduction due to Leave With Income Averaging (LIA) or Pre-retirement Transition Leave.	
Data Source 
(MER field)	2517T, field 64 
(M116)	
Values 	YYYYMMDD	
Remarks 	If Block Leave Indicator is 1, 2 or 3
    Set End Date of Salary Reduction = M116
Data element added April 1996.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (432)	

Element Name 	Entitlement Effective Start Date	
Alias 	Start Date of Pay Rate Amount (MST/PRF)	
PDED No. 	2-18	
Definition 	The effective date an entitlement starts.	
Data Source 	2517T, field 63
(M110)	
Values 	YYYYMMDD	
Remarks 	If M101 not = old Entitlement/Deduction Pay Rate Amount
     and M101 not = Reduced Salary Amount
      Set Entitlement Effective Start Date (DTSTTAMT) = M110
Else
      Set DTSTTAMT = old DTSTTAMT
      If M110 not = old DTSTTAMT
         and Pay Activity Code = 1
         and Employee Type Code > D
Set DTSTTAMT = the Effective Date (if non zero) from the last Suspense
Record (Pay Transaction) with a Pay Action Code of 01C001(if one exists) 
Note: The creation of Reduced Salary Amount must be done first.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (123)	
Old File Name & Starting Position	INC.PROD.GKMST      (95)     INC.PROD.GK34101     (36)
          INC.PROD.GKFPRF     (269)	

Element Name	Entitlement Effective Stop Date	
Alias	Final Date Of Pay Rate Amount (MST/PRF)	
PDED No.	2-19	
Definition 	The effective date an entitlement stops. On the SOS file this field contains the date the employee was struck off strength. On the master file this field contains the start date of LWOP if the employee is on leave with out pay or the end date of the term of employment if the person is a term employee.	
Data Source	2517T, field 63	
(MER field)	(M103)	
Values	YYYYMMDD	
Remarks	- If Pay Activity Status Code is not = 1
        Set Entitlement Effective Stop Date (DTSTPAMT) = M103
(Employees on leave due to Leave With Income Averaging (LIA) or Educational Leave with Allowance are not identified by the Pay Activity Status Code in the Pay System.)     - If there is an active LIA, pay action 15C/A306, attached to the MER (i.e. Effective From    Date is < or = the current month)
        Reset DTSTPAMT = Effective From Date of the 15C/A306
- If there is an Education Leave with Allowance
(i.e. Basic Pay Entitlement (M108) = 077)
        Reset DTSTPAMT = Entitlement Effective Start Date from Pay (M110)
- If Pay Activity Status Code = 1
   and Employee Type Code = E, F, G, or H
        If Employee Type Code = old Employee Type Code
             Set DTSTPAMT = old DTSTPAMT
        Else
  Set DTSTPAMT = the Effective To Date on the Suspense Record (Pay Transaction) with the earliest Effective From Date that contains the new Employee Type Code
- If Pay Activity Status Code = 1
   and Employee
Type Code = E,F,G or H
   and DTSTTAMT not = old DTSTTAMT
         Set DTSTPAMT = the Effective To Date (if non zero) on the last Suspense
         Record (Pay Transaction) with a Pay Action Code of 01C001(if one exists)
         which has an Employee Type Code = MER Employee Type Code and an
         Effective Date >= Effective Date on the transaction selected in the
         previous paragraph
-If Pay Activity Status Code = 1 and Employee Type Code > D
   and DTSTPAMT < DTSTTAMT
          Set DTSTPAMT = ZERO	
Structure	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (157)	
Old File Name & Starting Position	INC.PROD.GKMST      (99)     INC.PROD.GKPRF      (275)
INC.PROD.GK34101    (168)	

Element Name 	Entitlement/Deduction Pay Rate/Amount	
Alias 	Pay Rate Amount (MST)
Payrate Amount (PRF)	
PDED No. 	36-0	
Definition 	The pay rate or amount of an entitlement or deduction expressed in dollars, cents or a percentage, to three decimal points.	
Data Source 
(MER field)	2517T, field 66	
	(M101)	
Values		
Remarks 	The only entitlement amounts copied to the system are Basic Pay (E/D Code 001) or Acting Pay (E/D Code 002). Employees on Educational Leave with Allowance are not identified by the Pay Activity Status in the Pay System. Instead they are considered to be on “Basic Pay” and the amount is replaced with the Educational Allowance (E/D code 077).
Therefore
If M101 not = old Entitlement/Deduction Pay Rate Amount (PYRTAMT) 
    and M101 not = Reduced Salary Amount
          Set PYRTAMT = M101
Else
          Set PYRTAMT = old PYRTAMT
Note: The creation of Reduced Salary Amount must be done first.	
Structure 	9(6)v999 (v = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (114)	
Old File Name & Starting Position	INC.PROD.GKMST       (90)     INC.PROD.GK34101    (176)
INC.PROD.GKPRF       (43)	

Element Name 	Equivalent Annual Salary Amount	
Alias 	Equivalent Annual Salary (Estimated ) (MST)
Equivalent Annual Salary (PRF)
Annual Salary (MOB)	
PDED No. 	56-2	
Definition 	The conversion of hourly, weekly, monthly rated salary to an annual salary.	
Data Source 	Generated from Pay Rate Base Code, Salary Amount, & Normal Work Week Hours (for hourly rates).	
Values		
Remarks 	a. If Pay Rate Base (PYRTBASE) = 1
Equivalent Annual Salary (EQUANSAL) = Entitlement/Deduction Pay Rate Amount (PYRTAMT)  x  Normal Work Week Hours(NORWKWK)  x  52.176.
b. If PYRTBASE = 2 
EQUANSAL = PYRTAMT  x  260.880.
c. If PYRTBASE = 3
EQUANSAL = PYRTAMT  x  52.176.
d. If PYRTBASE = 6
EQUANSAL = (PYRTAMT  +  0.02)  x  12.000.
e. If PYRTBASE = 7
EQUANSAL = PYRTAMT  x  26.088.
f. If PYRTBASE = 9
EQUANSAL = PYRTAMT.
g. Else set EQUANSAL = PYRTAMT.
(NOTE: Round EQUANSAL to nearest dollar value, cents to zero.)
*Note: The creation of Entitlement/Deduction Pay Rate Amount must be done first	
Structure 	9(6)v999 (v = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (131)    INC.PROD.MOBILITY (146) & (247)
            INC.PROD.AAMS (Acting Segment) (93) & (207) & (321)	
Old File Name & Starting Position	INC.PROD.GKMST       (76)     INC.PROD.GKPRF      (229)
            INC.PROD.GKMOB   (131) & (227)	

Element Name 	Estimated Annual Salary Amount 	
Alias 	Estimated Annual Salary (MST/PRF)	
PDED No. 	56-4 (New)	
Definition 	The amount of salary an employee is estimated to earn during the year.	
Data Source 	Calculated from Equivalent Annual Salary Amount, Normal Work Week Hours and Assigned Work Week Hours.	
Values 	Part-time employees salaries, Estimated Annual and Equivalent Annual are different.	
Remarks 	a. If Pay Activity Status Code is 2 or 3
         or if PYRTBASE is not 1, 2, 3, 6, 7, 9
         or if Entitlement/Deduction Pay Rate Amount (PYRTAMT) is less than $2.000
         Set Estimated Annual Salary (ESTANSAL) = zero.
b. Use a temporary field FTERATIO rounded to 7 decimals in the following
     calculation.
c. If Block Leave Indicator = 3 (employee on Pre-Retirement Leave)
         If Assigned Work Week (ASSWKWK) < Reduction in Hours Worked
         (REDHRS)
Set FTERATIO = zero
         Else
Set FTERATIO = (ASSWKWK - REDHRS) / Normal Work Week Hours 
(NORWKWK)
    Else
          Set FTERATIO = ASSWKWK / NORWKWK.
d. If FTERATIO > 1
          Set FTERATIO = 1. 
e. If PYRTBASE = 1
        Set ESTANSAL = PYRTAMT  x  ASSWKWK  x  52.176.
f. If PYRTBASE = 2
        Set ESTANSAL = PYRTAMT  x  FTERATIO  x  260.880.
g. If PYRTBASE = 3
        Set ESTANSAL = PYRTAMT  x  FTERATIO  x  52.176.
h. If PYRTBASE = 6
        Set ESTANSAL = PYRTAMT  x  FTERATIO  x  12.000.
i. If PYRTBASE = 7
        Set ESTANSAL = PYRTAMT  x  FTERATIO  x  26.088.
j. If PYRTBASE = 9
        Set ESTANSAL = PYRTAMT  x FTERATIO.
(NOTE: Round ESTANSAL to nearest dollar value, cents to zero.)
*Note: The creation of Entitlement/Deduction Pay Rate Amount must be done first.	
Structure 	9(6)v999   (v = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (140)	
Old File Name & Starting Position	INC.PROD.GKMST      (325)     INC.PROD.GKPRF      (343)	

Element Name 	Federal Electoral District Code	
Alias 	Federal Electoral District (PRF)	
PDED No. 	166-0	
Definition 	A code that identifies the specific areas designated by Parliament as Federal Electoral Districts.	
Data Source 	StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File.  	
Values		
Remarks 	A federal electoral district (FED) refers to any place or territorial area entitled to elect a representative member to serve in the House of Commons (source: Canada Elections Act, 1990). 
Each FED is assigned a three-digit code that is not unique between provinces. In order to uniquely identify each FED in Canada, the code must be preceded by the two-digit province code. This concatenated code (PR + FED) is called the FED Unique ID.
Federal Electoral Districts do not cleanly map into Geographic Locations. For the 1996 data, the first FED found was assigned to a Geographic Location.
For the 2001 data a FED will be assigned to a Geographic Location based on population. The FED with the largest population in a Geographic Location will be assigned to that Geographic Location.
There is no guarantee that one way is more accurate than another.
The reasoning is as follows: An urban Geographic Location may have several FED’s in it. If we assign the FED with the largest population to that GEOLOC, the situation could be inaccurate. The government buildings might be downtown (in a different riding, with lower population) than the residences, yet the FED with the largest population (with the majority of residences) was assigned to the GEOLOC.	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (362)    INC.PROD.GEOLOC   (85)	
Old File Name & Starting Position	INC.PROD.GKPRF      (226)	

Element Name 	File Date	
Alias 	Date of File Year/Month	
PDED No. 	N/A	
Definition 	The processing year and month that a file is created. It resides on every record in the file and is the same date for every record.	
Data Source 	Generated from the processing date 	
Values 	YYYYMM	
Remarks 		
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (495)      INC.PROD.MOBILITY     (68) 	

Element Name 	Financial Administration Act Code	
Alias 	N/A	
PDED No. 	58-0	
Definition 	A code which identifies the legal status of a department or agency under the Financial Administration Act (FAA).	
Data Source 	TBS Population Affiliation System. Derived from Dep’t code.	
Values 	Following are the conversion rules for FAA values from numeric to the alpha codes
           used in Department/Agency table:
F = 0 - the organization is not subject to the FAA.
A = 1 - the org. is subject to the FAA and is listed in Schedule 1.
B = 2 - the org. is subject to the FAA and is listed in Schedule 2.
C = 3 - the org. is subject to the FAA and is listed in Schedule 3, Part 1.
D = 4 - the org. is subject to the FAA and is listed in Schedule 3, Part 2.
E = 5 - the org. is subject to the FAA as a ‘Branch Designated as Department’ but is not listed in a Schedule.
N or X = 6 - the org. is subject to the FAA but is not listed in a Schedule.
“X” = Not under any of the FAA Schedules (PDED) but “N” is used in table 110
No analogue - Crown Corporation = 7 - the organization is exempt from Part X of the FAA.
Two other values may appear in the Department/Agency table, as follows:
G Under the FAA, by virtue of Section 7(9) = no analogue in new FAA
H Under the FAA, by virtue of Section 2(c) = no analogue in new FAA	
Remarks 	Incumbent Department/Agency table associates Dep’t/Agency code with the FAA code.	
Structure 	X 	
1996 File Name & Starting Position	INC.PROD.MAST   (296)   INC.PROD.MOBILITY (89) & (190)
INC.PROD.AAMS (Acting Segment) (36) & (150) & (264)	
Old File Name & Starting Position	INC.PROD.GKMST (17)     INC.PROD.GKPRF      (177)
INC.PROD.GKMOB    (79) & (175)	

Element Name 	Financial Code	
Alias 	Financial Coding (MST)
Accounts Coding (MOB)	
PDED No. 	59-0	
Definition 	A code of varying length and structure (unique to department or agency) which identifies items of expenditure.	
Data Source 	2517T, field 71 	
(MER field) 	(M105)	
Values		
Remarks 	The structure of this code varies from Department to Department.	
Structure 	X(25)	
1996 File Name & Starting Position	INC.PROD.MAST   (270)    INC.PROD.MOBILITY (157) & (258)
INC.PROD.AAMS (Acting Segment) (104) & (218) & (332)	
Old File Name & Starting Position	INC.PROD.GKMST (230)  INC.PROD.GK34101   (201)
INC.PROD.GKPRF   (151)     INC.PROD.GKMOB   (142) & (238)
PAC.MINC.PRACEDIT  (4)	

Element Name 	Financial Program Activity Code	
Alias 	Central Accounts Program/Activity code (PRF) 	
PDED No. 	N/A 	
Definition	The code used in the TBS Financial Management Chart of Accounts to denote the programs and activities of the Government of Canada for a fiscal year.	
Data Source 	No longer available. Was originally obtained from the Central Accounting System output file CA920 (for Auditor General). 	
Values	See TBS Financial Management Manual.	
Remarks		
Structure 		
1996 File Name & Starting Position	Was removed from INC.PROD.MAST   (64)	
Old File Name & Starting Position	INC.PROD.GKPRF (6) 	

Element Name 	First Official Language Code	
Alias 	First Official Language (MST/PRF)	
PDED No. 	8-0	
Definition 	A code which identifies the official language with which an employee feels a primary personal identification.	
Data Source 
(MER field)	2517-T, field 54 
(M054)	
Values 	1 = English;     
2 = French 	
Remarks 	The known acronym is FOL. If M054 is not = blank and not = zero
    Set FOL = M054
Else
    Set FOL = FOL on old Incumbent Master	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (254)	
Old File Name & Starting Position	INC.PROD.GKMST    (324)   INC. PROD.GK34101   (43)
INC.PROD.GKPRF     (352) 	

Element Name 	First Official Language Code (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code which identifies the official language with which an employee feels a primary personal identification.	
Data Source 
(PCIS field)	PCIS Master 
(Col. 512)	
Values 	1 = English;
2 = French	
Remarks 	The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘1’ or ‘2’ or ‘3’ and FOL (PCIS) not = blank 
            Capture First Official Language Code (FOL) from the table
Note: The creation of NOCID must be done first	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (480)	
Old File Name & Starting Position	N/A	

Element Name 	Forces Pensionable Service Amount	
Alias 	Previous Forces Pensionable Service (MST)
Forces Services (PRF)	
PDED No. 	62-3 (New)	
Definition 	The amount of Armed Forces service for which an employee has made a valid election to count as pensionable service under the Public Service Superannuation Act.	
Data Source 	Contributor System. 	
Values 	YYMM 	
Remarks 	The Incumbent receives this information in “YYDDD.DD” format from the Contributor System and converts it to “YYMM” format. The number of days (DDD.D) is divided by 30.5 and the result stored as months (MM). Includes annuity service credit under RCMPSA or CFSA.	
Structure 	X(4)	
1996 File Name & Starting Position	INC.PROD.MAST   (413)    CONT.PROD.SG2401     (57)	
Old File Name & Starting Position	INC.PROD.GKMST      (361)   INC.PROD.GKPRF      (394)	

Element Name 	Full-time Equivalent Ratio	
Alias 	Full Time Equivalent (PRF)	
PDED No. 	N/A	
Definition	A measure of the extent to which an employee represents a full person-year charge against departmental budgets.	
Data Source	Calculated from the employee’s Activity Status, Assigned Work Week and Normal Work Week Hours.	
Values		
Remarks	The known acronym is FTE. Falls within the range zero to 1.00.  	
	If Pay Activity Status not = 1 or Assigned Work Week (ASSWKWK) = zero or Reduction in Hours Worked (REDHRS) > ASSWKWK
    set FTE = zero.
Else
    If Block Leave Indicator = 3 (employee on Pre-Retirement Transition Leave)
        Set FTE = (ASSWKWK - REDHRS) / Normal Work Week Hours round to 2 decimals 
     Else 
        Set FTE = ASSWKWK / Normal Work Week Hours round to 2 decimals. 
If FTE > 1
        Set FTE = 1	
Structure 	9v99   (v = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (239)	
Old File Name & Starting Position	INC.PROD.GKPRF (71)    	

Element Name 	General Labour & Trade Pay Zone Code	
Alias 	N/A	
PDED No. 	9-1 (New)	
Definition 	A code which identifies the geographic pay zones for the General Labor and Trades (GL) occupational group.	
Data Source 	Derived from the Pay Zone Codes for BUD’s 603 and 653.	
Values 	Refer to the Pay Input Manual (PPIM) Section 9-4 for the list of codes.	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC   (91)	

Element Name 	General Services Pay Zone Code	
Alias 	N/A	
PDED No. 	 9-2 (New)	
Definition 	A code which identifies the geographic pay zones for the General Service(GS) occupational group.	
Data Source 	Derived from the Pay Zone Code for BUD’s 604 and 654.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC      (93)	

Element Name 	Geographic Location Name	
Alias 	Location Name (PRF)	
PDED No. 	170-1 (New)	
Definition 	The name of the location associated with a Geographic Location Code.	
Data Source 	StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File.	
Values 	Most Geographic Location Names are official names passed by provincial or territorial legislation for municipalities. These names can only be changed through the provincial legislative process.	
Remarks 	The Incumbent table, Geographic Master, associates the Geographic Location Code with the Geographic Location Name. The name is 40 characters on the table but only the first 20 are move to the Incumbent master. Names are stored on the PWGSC Geographic Master File and Incumbent Master File in upper case with no accented characters.	
Structure 	X(20)	
1996 File Name & Starting Position	INC.PROD.MAST   (336)   INC.PROD.GEOLOC   (11)	
Old File Name & Starting Position	INC.PROD.GKPRF      (200)    	

Element Name 	Hospital Services Pay Zone Code	
Alias 	N/A	
PDED No. 	9-3 (New)	
Definition 	A code which identifies the geographic pay zones for the Hospital Services(HS) occupational group.	
Data Source 	Derived from the Pay Zone Code for BUD’s 606 and 656.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes. 	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC        (95)	

Element Name 	Imperative Staffing Indicator (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code which identifies that the language requirements of a bilingual position must be completely satisfied at the time of appointment or deployment and the reason for these requirements	
Data Source 
(PCIS field)	PCIS Master  
(Col. 443)	
Values 	1 = Special skills - Imperative staffing action for a bilingual position involving specialized or expert language usage in all the linguistic skills required by the position in both official languages
2 = Special relationship - Imperative staffing action for a bilingual position which involves special relationships to a particular community or group, or having significant operational impact 
3 = Indispensable bilingual position - Imperative staffing action for an indispensable bilingual position
4 = Specified period appointment or deployment - Imperative staffing action for a bilingual position requiring an appointment or a deployment for a PER specified period	
Remarks 	The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘3’ and IMP (PCIS) not = blank
            Capture Imperative Staffing Indicator (IMP) from table
Note: The creation of NOCID must be done first	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST  (467)	
Old File Name & Starting Position	N/A	

Element Name 	Initials	
Alias 	Initials of Given Names (MST)	
PDED No. 	5-0	
Definition 	The first letter of each name given to a person to identify this person in a somewhat precise way.	
Data Source 
(MER field)	2517T, field 15  
(M015)	
Values		
Remarks		
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (30)   INC.PROD.MOBILITY (30)
INC.PROD.AAMS (30)	
Old File Name & Starting Position	INC.PROD.GKMST      (45)     INC.PROD.GK34101  (70)
INC.PROD.GKPRF       (22)     INC.PROD.GKMOB       (30)	

Element Name 	Inmate Training Differential Code	
Alias 	Inmate Training Differential Grid (MST/PRF)	
PDED No. 	102-0	
Definition 	A code which identifies the rate of differential payable to qualified employees responsible for inmate training.	
Data Source 
(MER field)	2517T, field 29.  
(M029)	
Values 	See the Personnel Pay Input Manual (PPIM), Section 3-5-3 for acceptable values.	
Remarks 	Applies to Penitentiary Service employees only. The first character represents the degree of training responsibility; the second, a coded representation of number of inmates trained.	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (263)	
Old File Name & Starting Position	INC.PROD.GKMST     (143)      INC.PROD.GK34101    (106)
INC.PROD.GKPRF     (281)	

Element Name 	Language Requirements of Position (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code which identifies the official language or languages required to perform the duties of the position.	
Data Source 
(PCIS field)	PCIS Master  
(Col. 442)	
Values 	1 = Bilingual
2 = English Essential
3 = French Essential
4 = Either English or French essential	
Remarks 	The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘3’ and LRP (PCIS) not = blank 
            Capture Language Requirements of Position (LRP) from table
Note: The creation of NOCID must be done first	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST  (466)	
Old File Name & Starting Position	N/A	

Element Name 	Last Update Date	
Alias 		
PDED No. 		
Definition 	The last date that a portion of the acting segment of the AAMS file has been updated..	
Data Source 
(MER field)	 	
Values 		
Remarks 	Set to the processing date when the During or Following portion of the acting segment has been modified.	
Structure 	YYYYMM	
1996 File Name & Starting Position	INC.PROD.AAMS   (251) & (365)	

Element Name 	Leave Without Pay Reason Code	
Alias 	Reason for Leave Without Pay (MST)	
 	Reason Leave Without Pay (PRF)	
PDED No. 	106-0	
Definition 	A code which identifies the reason why an employee is on leave without pay (LWOP).	
Data Source 	2517T, field 71 	
(MER field) 	(M109)	
Values 	Refer to the Personnel Pay Input Manual (PPIM), Section 4-4-13 (PAC13) for the list of code values.	
Remarks 	Only LWOP absences of 6 or more continuous compensation days are recorded in the PWGSC Pay System.
If M107 = T
   set LWOP Reason Code = M109. 
Employees on leave due to Leave with Income Averaging (LIA) or on Educational Leave are not identified on Pay in this field. 
If there is an active pay action 15C/A306 (ie. Effective From Date is < or = the current month 
   set LWOP Reason Code = I
If Basic Pay Entitlement (M108) = 077  
   set LWOP Reason Code = B	
Structure 	XX	
1996 File Name & Starting Position	INC.PROD.MAST   (214)           Prior to March 2004 one digit in location 267	
Old File Name & Starting Position	INC.PROD.GKMST      (259)     INC.PROD.GKPRF      (317)	

Element Name 	Leaving Public Service Reason Code	
Alias 	Reason for Leaving DSS Pay System (MST)
Reason for Leaving - per 2517T (MOB)	
PDED No. 	139-0	
Definition 	A code which identifies the reason an employee is leaving the Public Service or is transferring out of the Public Service Employee Pay System.	
Data Source 
(MER field)	2517T, field 48 
(M048)	
Values 	Refer to the Personnel Pay Input Manual (PPIM), Section 3-5-3 for a list of code values.  	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (268)   INC.PROD.MOBILITY (66)	
Old File Name & Starting Position	INC.PROD.GKMST      (260)   INC.GKMOB22         (60)	

Element Name 	Linguistic Profile of Position (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A compound code which identifies for a bilingual position, the required level of proficiency in reading, writing and oral interaction for each of the official languages used. The first three values refer to ENGLISH skills and the last three values refer to FRENCH skills	
Data Source 
(PCIS field)	PCIS Master  
(Col. 444)	
Values 	- = Not required
a = Lowest level in the Language Knowledge Examination or Second Language valuation
b = Second level in the Language Knowledge Examination or Second Language Evaluation
c = Highest level in the Language Knowledge Examination or Second Language Evaluation
p = Specialized or expert language usage
r = Level A instrumental (only prior to October 15, 1984) 	
Remarks 	The code is composed of three characters for each skill in each official language: The 1st and 4th characters refer to the reading ability
The 2nd and 5th characters refer to the writing ability
The 3rd and 6th characters refer to oral interaction
The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘3’ and LNGPRF (PCIS) not = blank
            Capture Linguistic Profile of Position (LNGPRF) from table
Note: The creation of NOCID must be done first	
Structure 	X(6)	
1996 File Name & Starting Position	INC.PROD.MAST  (468)	
Old File Name & Starting Position	N/A	

Element Name 	Linguistic Status of Incumbent - GEN (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	This element indicates the linguistic situation of incumbents of bilingual positions 	
Data Source 	PCIS Master 	
(PCIS field) 	(Col. 560)	
Values 	Refer to PCIS documentation	
Remarks 	The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘3’ and LSI-G (PCIS) not = blank 
            Capture Linguistic Status of Incumbent - Generated (LSI-G) from the table
Note: The creation of NOCID must be done first	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (481)	
Old File Name & Starting Position	N/A	

Element Name 	Marital Status Code	
Alias 	Marital Status (MST/PRF/MOB)	
PDED No. 	6-0	
Definition 	A code which identifies the marital status of a person.	
Data Source 	2517T, field 22  	
(MER field) 	(M022)	
Values 	1 = Single
2 = Married
3 = Widow/er
4 = Separated
5 = Divorced	
Remarks 	This field is unreliable on both the Pay MER and INC system. Its value is regularly blanked out on the MER.
If M022 is not = blank and not = zero
     Set Marital Status = M022
Else
     Set Marital Status = Marital Status on old Incumbent Master	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (243)    INC.PROD.MOBILITY   (42)
INC.PROD.AAMS   (42)	
File Name & Starting Position	INC.PROD.GKMST     (73)    INC.PROD.GK34101  (88)
INC.PROD.GKPRF     (142)     INC.PROD.GKMOB          (40)	

Element Name 	Metropolitan Area Code	
	Removed starting with Incumbent Master File of February, 2005	
Alias 	1991 Metropolitan Area Code (PRF)	
PDED No. 	N/A	
Definition	A code used in the current StatCan Census to identify a very large urban area with a population of at least 100,000, together with adjacent urban and rural areas which are highly integrated economically and socially with that urban area.	
Data Source 	StatCan Geography File through the PWGSC Geographic Master File.	
Values	See StatCan Publication “Census Metropolitan Areas and Census Agglomerations” 	
Remarks	The Incumbent table, Geographic Master File, associates the Geographic Location Code with the Metropolitan Area Code. Kelowna (915) and Sydney, N.S. (225) are not Census Metropolitan Areas but they are included because they have smaller components which are classed as “Census Agglomerations”. This field has uncertain data hence is removed starting the February, 2005 Incumbent Master.	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (370)    INC.PROD.GEOLOC (61)	
Old File Name & Starting Position	INC.PROD.GKPRF (245)    	

Element Name 	Metropolitan/Major Urban Area Code	
	Removed starting with Incumbent Master File of February, 2005	
Alias 	MA/MU Code (PRF)	
PDED No. 	35-0	
Definition 	A code which identifies the metropolitan or major urban work area as defined by Statistics Canada, Census Division, for the previous Census.	
Data Source 	StatCan Geography Tape File through the PWGSC Geographic Master File.	
Values 	01	St. John’s 
03	Halifax 
05	Saint John 
07	Chicoutimi - Jonquiere
08	Quebec City 
09	Montreal 
11	Ottawa - Hull 
12	Toronto 
13	Hamilton 
14	Niagara - St. Catharines
15	Kitchener - Waterloo
16	London
17	Windsor
18	Sudbury
19	Thunder Bay
21	Winnipeg
23	Regina
24	Saskatoon
26	Edmonton
27	Calgary
29	Vancouver 
30	Victoria	
Remarks 	The Incumbent table, Geographic Master File, associates the Geographic Location Code with the M/M Urban Area Code. Major Metropolitan/Major Urban Area Code is the last 2 characters of the 1971 Census Area Code (code values 001-030). These data are inaccurate, hence the field was removed starting February, 2005.	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (365)    INC.PROD.GEOLOC   (74)	
Old File Name & Starting Position	INC.PROD.GKPRF      (238)    	

Element Name	Mobility Code	
Alias	Turnover Code (MOB)
Start Turnover Code (AAMS)
Close Turnover Code (AAMS)	
PDED No.	N/A	
Definition	A code which identifies the movements of an employee into, within or out of the Public Service.	
Data Source	Derived from Pay Action Code and changes to the Employee Classification Code.	
Values	1100  Hiring of employee (not term/casual reappointment
1200  Reappointment of term/casual within 7 days of SOS
1250  Reappointment of term/casual with service break greater than 7 days
3100  Separation of active employee
3150  Separation of employee on LWOP
5100  Interdepartment Transfer with no classification change
5200  Interdepartment Transfer with promotion
5300  Interdepartment Transfer with class. change (not a promotion), no salary change
5302  Interdepartment Transfer with class. change (not a promotion), salary decrease
5305  Interdepartment Transfer with class. change (not a promotion) and salary increase
5511  Government restructuring within PSSRA 1-1 (from May 2004)
5512  Government restructuring within PSSRA 1-2 (from May 2004)
5513  Government restructuring from PSSRA 1-2 to PSSRA 1-1 (from May 2004)
5514  Government restructuring from PSSRA 1-1 to PSSRA 1-2 (from May 2004)
5515  Department codes changes not from an Order in Council ( May 2004)
6200  Internal Promotion
7200  Internal Demotion
8100  Conversion with no salary change
8102  Conversion with salary decrease
8105  Conversion with salary increase
8200  Miscellaneous Staffing within Dep’t: Employee in same group but lower level
8300  Miscellaneous Staffing within Dep’t: Employee in same group but higher level
8400  Miscellaneous Staffing within Dep’t: Employee group change, no salary change
8402  Miscellaneous Staffing within Dep’t: Employee group change, salary decrease
8405  Miscellaneous Staffing within Dep’t: Employee group change, salary increase
9999  Correction of missing classification data	
Remarks		
Structure	X(4)	
1996 File Name & Starting Position	INC.PROD.MOBILITY (82)  INC.PROD.AAMS (Acting Segment) (9) & (21)	
Old File Name & Starting Position	INC.PROD.GKMOB          (72)	

Element Name 	National Occupation Classification Code	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code created by the department to identify the occupation assigned to a position.	
Data Source 
(PCIS field)	PCIS Master  
(Col. 536)	
Values 	 	
Remarks 	The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘2’ or ‘3’ and NOC Code (NOC) not = blank
            Capture NOC from table
Note: The creation of NOCID must be done first	
Structure 	X(4)	
1996 File Name & Starting Position	INC.PROD.MAST  (191)	
Old File Name & Starting Position	N/A	

Element Name 	National Occupation Classification Code Indicator	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code indicating how the National Occupation Code (NOC) has been assigned	
Data Source 	Generated as per remarks  	
Values 	0,1,2,3,4 	
Remarks 	If the NOC Code (NOC) is not blank and the Employee Classification (EMPCLS) = old EMPCLS
     set NOC Code Indicator (NOCID) = 4
The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, EMPCLS and Department (DEPT). 
The following codes are generated (and subsequently moved into NOCID) :
0 = no match 
1 = match on PRI only
2 = match on PRI and EMPCLS
3 = match on PRI, EMPCLS and DEPT	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST  (195)	
Old File Name & Starting Position	N/A	

Element Name 	Next Statutory Increment Date	
Alias 	N/A	
PDED No. 	2-13	
Definition 	The date an employee will be paid his/her next statutory increment.	
Data Source 
(MER field)	2517T, field 50
(M050) 	
Values 	YYYYMMDD 	
Remarks 	If M050 not = blank and not = zero
      Set Next Statutory Increment Date = M050
Else
      Set Next Statutory Increment Date = Next Statutory Increment Date on old Incumbent Master	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (175)	
Old File Name & Starting Position	INC.PROD.GKMST     (262)     INC.PROD.GK34101    (139)
INC.PROD.GKPRF     (318)	

Element Name 	Non Elective Pensionable Service Amount	
Alias 	Previous Non-Elective Pensionable Service (MST)
Non-Elective Service (PRF)	
PDED No. 	62-2 (New)	
Definition 	The amount of non-elective service an employee has to his/her credit as pensionable service under the Public Service Superannuation Act. 	
Data Source 	Contributor System	
Values 	YYMM 	
Remarks 	The Incumbent System receives this information in “YYDDD.D” format from the Contributor System and converts it into “YYMM” format. The number of days (DDD.D) is divided by 30.5 to yield number of months (MM). This includes service transferred under Reciprocal Transfer agreements, and service with Crown Corporations prior to their being covered by the PSSA.	
Structure 	X(4)	
1996 File Name & Starting Position	INC.PROD.MAST   (409)      CONT.PROD.SG2401  (51)	
Old File Name & Starting Position	INC.PROD.GKMST     (357)     INC.PROD.GKPRF    (390)	

Element Name 	Non Standard Work Week Indicator	
Alias 	Non-Standard Work Week (MST)	
PDED No. 	91-0	
Definition 	An indicator which identifies whether an employee works a non-standard work week. A standard work week is a five day week, Monday to Friday.	
Data Source 
(MER field)	The Pay System imposes these code values from the Employee Type Code.
(M034)  	
Values 	1 = Yes, works non-standard week       2 = No, works standard week
Refer to the Pay Input Manual (PPIM), Section 3-5-3 for specifications.	
Remarks		
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (238)	
Old File Name & Starting Position	INC.PROD.GKMST      (109)     INC.PROD.GK34101     (118)	

Element Name 	Normal Work Week Hours	
Alias 	Scheduled Work Hours (MST)
Scheduled Hours Work (PRF)	
PDED No. 	8-1	
Definition 	The normal hours of work per week as defined in collective agreements for pertinent groups or sub-groups.	
Data Source 
(MER field)	2517T, field 32 	
Values		
Remarks 	If M032 is not = zero and not = blank
   Set Normal Work Week Hours = M032
Else
    Set Normal Work Week Hours = 3750	
Structure 	99v99   (v = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (230)	
Old File Name & Starting Position	INC.PROD.GKMST     (103)     INC.PROD.GK34101    (110)
INC.PROD.GKPRF     (133)	

Element Name 	Nursing Pay Zone Code	
Alias 	N/A	
PDED No. 	9-10 (New)	
Definition 	A code which identifies the geographic pay zones for the Community Health Nursing and Hospital Nursing (NO) occupational group and sub-group derived from the Pay Zone Code for BUD`s 21901 and 21902.	
Data Source 	Derived from the Pay Zone Code for BUD’s 21901 and 21902.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC   (109)	

Element Name 	Offset Preparation Pay Zone Code	
Alias 	N/A	
PDED No. 	9-7 (New)	
Definition 	A code which identifies the geographic pay zone for the Offset Preparation (PROFE) occupational group and sub-group.	
Data Source 	Derived from the Pay Zone Code for BUD’s 60905 and 65905.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes. 	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC   (103)	

Element Name 	Offset Production Pay Zone Code	
Alias 	N/A	
PDED No. 	9-8 (New)	
Definition 	A code which identifies the geographic pay zone for the Offset Production (PROFO) occupational group and sub-group.	
Data Source 	Derived from the Pay Zone Code for BUD’s 60906 and 65906.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC    (105)	

Element Name 	Owner Department/Agency Code	
Alias 	Ministry (Owner-Dept/Ministerial Affiliation) (MST)
Owner Department (PRF)	
PDED No. 	1-2	
Definition 	A code which identifies the ministry through which a department or agency reports to Parliament.	
Data Source 	Derived from the Department/Agency Code.	
Values 		
Remarks 	Incumbent Department/Agency Table associates the Dep’t/Agency Code with the Owner Department Code.  	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (33)	
Old File Name & Starting Position	INC.PROD.GKMST        (3)          INC.PROD.GKPRF        (3)	

Element Name 	Pay Activity Status Code	
Alias 	Activity Status (MST/PRF)	
PDED No. 	48-0	
Definition 	A code which identifies the employee’s Pay Activity Status.	
Data Source 	Generated from the Pay Action Code on PAC01 (TOS), 02 (SOS), 13 	
(MER field) 	(TSOS) and 14 (RETOS) Pay transactions.  (M107)	
Values 	1 = Active
2 = Temporarily Struck-Off-Strength
3 = Struck-Off Strength 	
Remarks 	If M107 = X and LWOP Reason Code not = B and not = I  
     set Pay Activity Status Code to 1
If M107 = X and LWOP Reason Code = B or I
     set Pay Activity Status Code to 2
If M107 = T set Pay Activity Status Code to 2
If M107 = S set Pay Activity Status Code to 3
Note: The generation of LWOP Reason Code must be done first	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (258)	
Old File Name & Starting Position	INC.PROD.GKMST      (282)          INC.PROD.GKPRF       (58)	

Element Name 	Pay Office Code 	
Alias 	Pay Office (PRF)	
PDED No. 	117-0	
Definition 	A code which identifies pay offices and other service offices within the Public Service Pay System.	
Data Source 
(MER field)	2517T, field 09 
(M009)	
Values 	Refer to Pay Input Manual (PPIM), Section 3-5-3 for list of codes. 	
Remarks 	The Incumbent does not use records from Pay Offices 22, 23, 31, 90 and 93.	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (58)	
Old File Name & Starting Position	INC.PROD.GKMST       (1)     INC.PROD.GK34101     (21)
INC.PROD.GKPRF       (1)	

Element Name 	Pay Rate Base Code	
Alias 	Pay Rate Base (MST/PRF)	
PDED No. 	25-0	
Definition 	A code which identifies the rate base used to calculate an employee`s pay, to recover an overpayment or the frequency with which a deduction is made.	
Data Source 
(MER field)	2517T, field 65 
(M100)	
Values 	Refer to Pay Input Manual (PPIM), Section 3-5-5 for list of codes.	
Remarks		
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (107)	
Old File Name & Starting Position	INC.PROD.GKMST     (89)     INC.PROD.GK34101    (175)
INC.PROD.GKPRF     (268)	

Element Name 	Pay Rate Code	
Alias 	N/A	
PDED No. 	23-0	
Definition 	A code which identifies the basis upon which the pay rate of an employee has been established on appointment and subsequent to appointment, when applicable.	
Data Source 
(MER field)	2517T, field 21 
(M021)	
Values 	Refer to Personnel Pay Input Manual (PPIM), Section 3-5-3 for list of codes. 	
Remarks		
Structure 	X	
1996 File Name &
Starting Position	INC.PROD.MAST   (98)	
Old File Name & Starting Position	INC.PROD.GKMST     (82)     INC.PROD.GK34101     (87)
INC.PROD.GKPRF     (265)	

Element Name 	Pay Rate Code Effective Date	
Alias 	N/A	
PDED No. 	2-4	
Definition 	The date a Pay Rate Code is effective.	
Data Source 	2517T, field 63	
(MER field) 	(M110)	
Values 	YYYYMMDD 	
Remarks 	If M021 = old Pay Rate Code
     Set Pay Rate Code Effective Date (DTPYRATE) = old DTPYRATE
Else
     Set DTPYRATE = M110	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (99)	
Old File Name & Starting Position	INC.PROD.GKMST        (83)	

Element Name 	Pay Zone Code	
Alias 	Pay Zone (MST/PRF)	
PDED No. 	9-0	
Definition 	A code which identifies the geographical zone where rates of pay are established for employees in certain occupational groups and sub-groups according to specific collective agreements.	
Data Source 
(MER field)	2517T, field 36
(M036)	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.	
Remarks 	The first character represents the Pay Zone System particular to an occupational group; the last two, the geographic zone.	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (108)	
Old File Name & Starting Position	INC.PROD.GKMST     (223)     INC.PROD.GK34101    (120)
INC.PROD.GKPRF     (137)	

Element Name 	Paylist Number	
Alias 	Pay List Number (PRF)	
PDED No. 	17-0	
Definition 	A unique number assigned by the employing department or agency to identify the paylist to which an employee has been designated.	
Data Source 
(MER field)	2517T, field 11 
(M011)	
Values 		
Remarks		
Structure 	X(4)	
1996 File Name & Starting Position	INC.PROD.MAST   (60)	
Old File Name & Starting Position	INC.PROD.GKMST     (6)     INC.PROD.GK34101    (26)
INC.PROD.GKPRF     (254)	

Element Name 	Payment Cycle Code	
Alias 	N/A	
PDED No. 	85-0	
Definition 	A code which identifies the frequency of issuance of a pay or pension cheque.	
Data Source 
(MER field)	2517T, field 35 
(M035)	
Values 	3 = Weekly   6 = Monthly   7 = Bi-weekly	
Remarks 		
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (111)	
Old File Name & Starting Position	INC.PROD.GKMST     (87)    INC.PROD.GK34101    (119)
INC.PROD.GKPRF     (266)	

Element Name 	Pension / Insurance Contribution Start Date	
Alias 	Pension Contribution Start Date (MST/PRF)	
PDED No. 	2-5	
Definition 	The date an employee starts contributions to a pension or insurance plan.	
Data Source 	Contributor System. INC receives the start date of the most recent (current) period of pensionable service from the Contributor System. 	
Values 	YYYYMMDD 	
Remarks		
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (397)     CONT.PROD.SG2401    (37)	
Old File Name & Starting Position	INC.PROD.GKMST    (177)    INC.GKPRF           (302)	

Element Name 	Pension Plan Code	
Alias 	Pension Type (MST/PRF)	
PDED No. 	14-0	
Definition 	A code which identifies the pension plan to which an employee must contribute and the employee’s contributory status under the plan or the reason an employee is a non- contributor.	
Data Source 
(MER field)	2517T, field 39  
(M039)	
Values 	Refer to the Pay Input Manual (PPIM), Section 3-5-3 for the list of code values. 	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (376)	
Old File Name & Starting Position	INC.PROD.GKMST     (162)     INC.PROD.GK34101    (125)
INC.PROD.GKPRF     (287)	

Element Name 	Pensionable Service Base Date	
Alias 	Base Date of Pensionable Service (MST)
Base Date Pensionable Service (PRF)
Date Started Pensionable Service (MOB)	
PDED No. 	2-31	
Definition 	The base date used to determine the amount of pensionable service an employee has accrued under the Public Service Superannuation Act.	
Data Source 	Generated from the Pension/Insurance Contribution Start Date (current service); Elective, Forces and Non Elective Pensionable Service. 	
Values 	YYYYMMDD 	
Remarks 	The years and months of Elective, Forces and Non-Elective Pensionable Service are subtracted from the Pension/Insurance Contribution Start Date.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (387)     INC.PROD.MOBILITY (51)
INC.PROD.AAMS   (51)	
Old File Name & Starting Position 	INC.PROD.GKMST   (181)     INC.PROD.GKPRF  (77)
INC.PROD.MOB        (47)	

Element Name 	Pensionable Service Years	
Alias 	Years of Pensionable Service (PRF/MOB)	
PDED No. 	62-0	
Definition 	The numbers of years and days of pensionable service an employee has accrued under the Public Service Superannuation Act.	
Data Source 	Generated from the Pensionable Service Base Date and Processing Date.  	
Values 	 	
Remarks 	The Pensionable Service Base Date (YYMM) is subtracted from the Processing Date giving Pensionable Service Years. If Pensionable Service Base Date (month) is greater then Processing Date (month) subtract one from Pensionable Service Years. If the calculation results in a negative or Pensionable Service Base Date is zeros, set Pensionable Service Years to zero. Only the resultant “years” are written to the Incumbent system.If the number of years are greater than 35 then 35 is stored in this element. 	
Structure 	99	
1996 File Name & Starting Position	INC.PROD.MAST   (395)     INC.PROD.MOBILITY   (63)	
Old File Name & Starting Position	INC.PROD.GKPRF  (196)        INC.PROD.GKMOB  (57)	

Element Name 	Personal Record Identifier	
Alias 	PRI (PRF)	
PDED No. 	333-0	
Definition 	A number assigned to uniquely associate a person with their personal records in the federal Public Service.	
Data Source 
(MER field)	Central Index
(M012) 	
Values		
Remarks 	The acronym is PRI. The last digit is a modulus-11 check digit. The PRI is 8 digits long, but is stored in the field previously occupied by the (9 digit) Social Insurance Number. The first digit in the stored PRI in the INC System is always a zero.	
Structure 	X(9)	
1996 File Name & Starting Position	INC.PROD.MAST   (1)   INC.PROD.MOBILITY (1)
CONT.PROD.SG2401   (1)       INC.PROD.AAMS (1)	
Old File Name & Starting Position	INC.PROD.GKMST    (19)     INC.PROD.GK34101  (12)     
INC.PROD.GKPRF     (13)    INC.PROD.MOB   (1)	

Element Name 	Population Density Code	
Alias 	Size of Locality Code (PRF)	
PDED No. 	125-0	
Definition 	A code which identifies the population density of municipalities according to the most recently published census data.	
Data Source 	StatCan GeoRef 1996 Census CD through the PWGSC Geographic Master File.  	
Values 	9 = no population provided *	4 =10,000 to 29,999
8 = 0 to 999  			3 = 30,000 to 99,999
7 = 1,000 to 2,499		2 = 100,000 to 499,999
6 = 2,500 to 4,999		1 = 500,000 and over
5 = 5,000 to 9,999
* added with the Incumbent Master File of Feburary 2005	
Remarks 	Populations of Geographic Locations are provided by StatCan; the populations are broken into ranges, (see above) which appear on the Geographic Master File and the Incumbent Master File.	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (361) INC.PROD.GEOLOC    (83)	
Old File Name & Starting Position	INC.PROD.GKPRF      (225)	

Element Name 	Position Classification Code	
Alias 	Position Class Title (MST/PRF)
Position Class (MOB)	
PDED No. 	94-5	
Definition 	A code which identifies the occupational group, sub-group and level for a position.	
Data Source 
(MER field)	2517T, field 53 
(M053)	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-3 for the list of codes. 	
Remarks 	The first two characters identify the occupational group; the next three, the sub-group; and the last two, the level.	
Structure 	X(7)	
1996 File Name & Starting Position	INC.PROD.MAST   (223)     INC.PROD. MOBILITY   (131) & (232)
INC.PROD.AAMS (Acting Segment) (78) & (192) & (306)	
Old File Name & Starting Position	INC.PROD.GKMST     (201)     INC.PROD.GK34101    (155)
INC.PROD.GKPRF     (310)     INC.GKMOB   (118) & (214)	

Element Name 	Position Number	
Alias 	Position Number Hiring (MOB)	
PDED No. 	12-0	
Definition 	A unique number assigned to each organizational position in a department or agency.	
Data Source 
(MER field)	2517T, field 52 
(M052)	
Values 	a. The position number will be assigned and controlled by departments or agencies.
b. Positions 1-5 (inclusive) represent the Branch portion of the position number. This portion may be alpha/numeric and be left justified. If any leading zeroes are used, it is important to type them in.
c. Positions 6-10 (inclusive) represent the number portion of the position number. The validation for these characters is as follows: 
(1) Characters in positions 6-9 inclusive must be numeric and must be preceded by leading zeroes. 
(2) Characters in position 10 may be alpha/numeric but cannot be blank.
(3) The number must be right justified.
d. Position numbers must be unique within departments or agencies.
e. When a printout of the position number is printed for central agencies, its department or agency code is also listed.
f. Dashes will not be accepted in either segment.
g. Spaces will not be accepted between characters within a segment.
h. The first three (3) characters of the first segment must not match the three (3) alpha characters representing the department or agency code.	
Remarks 	In cases of acting assignment, INC stores the acting position identifier in the Position Number field, and the substantive position identifier, in the Substantive Position Number field.	
Structure 	X10)	
1996 File Name & Starting Position	INC.PROD.MAST   (80)     INC.PROD.MOBILITY   (121) & (222)
INC.PROD.AAMS (Acting Segment) (68) & (182) & (296)	
Old File Name & Starting Position	INC.PROD.GKMST    (191)    INC.PROD.GK34101    (145)
INC.PROD.GKPRF    (88)      INC.GKMOB   (108) & (204)	

Element Name 	Position Number (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A unique number assigned to each organizational position in a department or agency.	
Data Source 
(MER field)	PCIS Master
(M052)	
Values 	a. The position number will be assigned and controlled by departments or agencies.
b. Positions 1-5 (inclusive) represent the Branch portion of the position number. This portion may be alpha/numeric and be left justified. If any leading zeroes are used, it is important to type them in.
c. Positions 6-10 (inclusive) represent the number portion of the position number. The validation for these characters is as follows: 
(1) Characters in positions 6-9 inclusive must be numeric and must be preceded by leading zeroes. 
(2) Characters in position 10 may be alpha/numeric but cannot be blank.
(3) The number must be right justified.
d. Position numbers must be unique within departments or agencies.
e. When a printout of the position number is printed for central agencies, its department or agency code is also listed.
f. Dashes will not be accepted in either segment.
g. Spaces will not be accepted between characters within a segment.
h. The first three (3) characters of the first segment must not match the three (3) alpha characters representing the department or agency code.	
Remarks 	The Incumbent table, NOC Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, EMPCLS and DEPT
       If NOCID = ‘3’ and Position Number (PCIS) not = blank
            Capture Position Number from the table
Note: The creation of NOCID must be done first	
Structure	X(10)	
1996 File Name & Starting Position	INC.PROD.MAST (448)	
Old File Name & Starting Position	N/A	

Element Name 	Positive Reporting Indicator	
Alias 	Time Summary Indicator (MST/PRF)	
PDED No. 	N/A	
Definition 	A indicator which identifies whether an employee is paid under the positive reporting whereby pay cheques are issued in arrears and based on actual hours worked.	
Data Source 
(MER field)	Pay MER   
(M935)	
Values 	C = Current reporting
A = Arrears based on actual hours working
B = Arrears	
Remarks		
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (112)	
Old File Name & Starting Position	INC.PROD.GKMST      (313)          INC.PROD.GKPRF      (358)	

Element Name 	Previous Department / Agency Code	
Alias 	Previous Ministry (Owner-Dept) (MST)	
PDED No. 	1-1	
Definition 	A code which identifies the previous department or agency where a person was employed.	
Data Source 	Generated from Department/Agency Code on INC Master when it changes.	
Values 	Incumbent Department/Agency Table contains valid Department Codes. 	
Remarks		
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (47)	
Old File Name & Starting Position	INC.PROD.GKMST      (287) 	

Element Name 	Public Service Employment Code	
Alias 	Public Service Population Flag (PRF)	
PDED No. 	N/A	
Definition 	A code which identifies the status of an employee under the Public Service Employment Act (PSEA). It also indicates whether the employee is employed as a “casual”.	
Data Source 	Generated from the PSEA Code of the employing department and the Employee Type Code.	
Values 	1 = Subject to PSEA, not casual employee
2 = Subject to PSEA, casual employee
3 = Not subject to PSEA	
Remarks 	If Pay Activity Status Code (ACTVSTAT) is 2 or 3
   Public Service Employment Code (PSC-CD) = 3
else (i.e. ACTVSTAT = 1)
   if BUD > 10000 and < 70000
   or BUD > 80000 but not = 99807, 99808, 99809, 99810
      if the PSEA code = 1 (on the DEPT table for this employee’s DEPT)
           if Employee Type Code = K, L, P, R
PSC-CD = 2
           else PSC-CD = 1
      else
           PSC-CD = 3
   else
        PSP-CD = 3	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (299)	
Old File Name & Starting Position	INC.PROD.GKPRF      (353)	

Element Name 	Public Service Staff Relations Act Code	
Alias 	N/A	
PDED No. 	80-0	
Definition 	A code which identifies the status of department or agency under the Public Service Staff Relations Act (PSSRA).	
Data Source 	TBS Population Affiliation System. 	
Values 	1 = Under PSSRA Schedule I, Part I 
2 = Under PSSRA Schedule I, Part II
3 = Not under PSSRA	
Remarks 	The Incumbent department/Agency table, associates the Department/Agency Code with the PSSRA code. TB represents the Employer for departments under PSSRA I-I. Organizations listed in PSSRA I-II are called “separate employers” and bargain for themselves.	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (295)      INC.PROD.MOBILITY (90) & (191)
INC.PROD.AAMS (Acting Segment) (37) & (151) & (265)	
Old File Name & Starting Position	INC.PROD.GKMST       (18)     INC.PROD.GKPRF  (176)
INC.PROD.GKMOB    (80) & (176)	

Element Name 	Reduced Salary Amount	
Alias 	N/A	
PDED No. 	New	
Definition 	This element is used to calculate the salary to be paid an employee who is on Leave With Income Averaging (LIA) (i.e. when Block Leave Indicator is 1 or 2), on Pre-retirement Transition Leave (PRL) (i.e. when Block Leave Indicator is 3) or on Educational Leave with Allowance.	
Data Source 
(MER field)	2517T, field 69  
(M114)	
Values 		
Remarks 	The Reduced Salary Amount has the same Pay Rate Base associated with it as the employee’s basic pay rate. Data Element added April 1996.
If Basic Pay Entitlement (M108) = 077 (Educational Allowance)
        Set Reduced Salary Amount = Pay Rate Amount (M101)
Else
        Set Reduced Salary Amount = M114	
Structure 	9(6)v999   (v = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (419)	

Element Name 	Reduction in Hours Worked (PRL)	
Alias 	PRL Hours	
PDED No. 	New	
Definition 	This element will contain the number of fewer hours worked per week. (i.e. if the employee normally works 37.5/week and now works 22.5/week this element contains 15). 	
Data Source 
(MER field)	2517T, field 68  
(M115)	
Values 		
Remarks 	Data Element added April 1996	
Structure 	99v99   (v = implied decimal)	
1996 File Name & Starting Position	INC.PROD.MAST   (428)	

Element Name 	Residence Province / Region Code	
Alias 	Province of Residence (MST/PRF)	
PDED No. 	230-1	
Definition 	A code which identifies the province or region where a person’s residence is located.	
Data Source 
(MER field)	2517T, field 46  
(M046)	
Values 	See Pay Input Manual (PPIM), Section 3-5-3 for a list of code values in Pay. 10 = NFLD    11 = PEI    12 = NS    13 = NB    24 = QUE    35 = ONT    46 = MAN    47 = SASK    48 = ALTA    59 = BC    60 = YT    61 = NWT    62 = Nunavut    91 = Europe    93 = Africa    95 = Asia    96 = Oceania & Antarctica    97 = South America    98 = North America (Central America & Antilles)    99 = North America (Northern Sub‑Groups incl. USA)	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (78)	
Old File Name & Starting Position	INC.PROD.GKMST  (74)         INC.PROD.GK34101
INC.PROD.GKPRF  (62)	

Element Name 	Second Language Evaluation Results ENGLISH (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	The results of SLE ENGLISH tests 	
Data Source 	PCIS Master 	
(PCIS field) 	(Col. 572)	
Values 		
Remarks 	The field consists of 3 one character designations of the employee’s latest (1st occurrence) English second language test results (Level achieved) in Reading, Writing and Oral Interaction respectively
The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘1’ or ‘2’ or ‘3’ and SLEENG (PCIS) not = blank
            Capture Second Language Evaluation Results ENGLISH (SLEENG) from the table
Note: The creation of NOCID must be done first	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (483)	
Old File Name & Starting Position	N/A	

Element Name 	Second Language Evaluation Results FRENCH (PCIS)	
Alias 	N/A	
PDED No. 	N/A	
Definition 	The results of SLE FRENCH tests 	
Data Source 
(PCIS field)	PCIS Master 
(Col. 575)	
Values 		
Remarks 	The field consists of 3 one character designations of the employee’s latest (1st occurrence) French second language test results (Level achieved) in Reading, Writing and Oral Interaction respectively
The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Employee Class (EMPCLS) and Department (DEPT)
       If NOC Code Indicator (NOCID) = ‘1’ or ‘2’ or ‘3’ and SLEFR (PCIS) not = blank
         Capture Second Language Evaluation Results FRENCH (SLEFR) from the table
Note: The creation of NOCID must be done first	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (486)	
Old File Name & Starting Position	N/A	

Element Name 	Sex Code	
Alias 	Sex (MOB)	
PDED No. 	3-0	
Definition 	A code which identifies the sex of a person.	
Data Source 	2517T, field 24 or the Contributor System Extract if data is missing in Pay or different than Pay.  	
(MER field) 	(M024)  	
Values 	1 = Male      2 = Female 
    Set Sex Code = M024
Else
    Set Sex Code = Sex Code on old Incumbent Master
Change Contributor Sex Code ‘M’ to ‘1’ and ‘F’ to ‘2’
If Contributor Sex Code = ‘1’ or ‘2’ and not = Sex Code (as set above)
   Set Sex Code = Contributor Sex Code
Else
   Leave Sex Code as set by M024 or old Incumbent Master	
Remarks 	If M024 not = space and not = zero	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (242)     INC.PROD.MOBILTIY   (41)
CONT.PROD.SG2401    (28)    INC.PROD.AAMS   (41)	
Old File Name & Starting Position	INC.PROD.GKMST   (72)    INC.PROD.GKMOB         (39)
INC.PROD.GK34101    (89)     INC.PROD.GKPRF    (59)	

Element Name 	Ships Crews Pay Zone Code	
Alias 	N/A	
PDED No. 	9-11  (New)	
Definition 	A code which identifies the geographic pay zones for the Ships Crew (SC) occupational group.	
Data Source 	Derived from the Pay Zone Code for BUD’s 612 and 662.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes. 	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC   (117)	

Element Name 	Statistics Canada Reporting Indicator	
Alias 	Stat Can Population Flag (PRF)	
PDED No. 	N/A	
Definition 	A code which identifies whether an employee is to be reported in the Federal Government Employment Statistics published by Statistics Canada.	
Data Source 	Generated 	
Values 	1 = YES         3 = NO 	
Remarks 	If Pay Activity Status Code (ACTVSTAT) is 2
   Statistics Canada Reporting Indicator (STC-IND) = 3
else (i.e. ACTVSTAT = 1 or 3)
   If (BUD is 997 and PSSRA = 1) 
   or (BUD is 99806 and DEPT = IDA)
         STC-IND = 3
   else
         STC-IND = 1	
Structure 	X	
1996 File Name & Position	INC.PROD.MAST   Starting (301)	
Old File Name & Starting Position	INC.PROD.GKPRF      (355)	

Element Name 	Statistics Canada Geographic Code	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code which identifies geographic locations assigned by Statistics Canada.	
Data Source 	StatCan Standard Geographic Manual	
Values 		
Remarks		
Structure 	X(7)	
1996 File Name & Starting Position	INC.PROD.GEOLOC             (54)	

Element Name 	Substantive Appointment Effective Date	
Alias 	Substantive Appointment Effective Date to Position (MST)
Sub. App. Eff. Date to Pos (PRF)	
PDED No. 	2-112 (New)	
Definition 	The effective date an employee is appointed to his/her substantive position.	
Data Source 	Copied from Appointment Effective Date on INC Master.	
Values 	YYYYMMDD 	
Remarks 	If Acting Pay Code = 2 
   Substantive Appointment – Effective Date = the old Substantive Appointment
   Effective Date. 
If the Acting Pay Code = 2 and the old Acting Pay Code = 1 
   Substantive Appointment – Effective Date = the old Appointment Effective Date.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (313)	
Old File Name & Starting Position	INC.PROD.GKMST      (342)     INC.PROD.GKPRF      (371)	

Element Name 	Substantive Employee Classification Code	
Alias 	Substantive Employee Classification (MST/PRF)	
PDED No. 	94-8 (New)	
Definition 	A code which identifies the employee classification in the substantive appointment.	
Data Source 	Copied from Employee Classification Code on INC Master.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-3 for the list of codes. 	
Remarks 	The first two characters identify the occupational group; the next three, the sub-group; and the last two, the level.
If the Acting Pay Code = 2
   Substantive Employee Classification Code = the old Substantive Employee
 Classification Code.
If the Acting Pay Code = 2 and the old Acting Pay Code = 1 
   Substantive Employee Classification Code = the old Employee Classification Code.	
Structure 	X(7)	
1996 File Name & Starting Position	INC.PROD.MAST   (321)	
Old File Name & Starting Position	INC.PROD.GKMST      (346)     INC.PROD.GKPRF      (377)	

Element Name 	Substantive Employee Classification Code Effective Date	
Alias 	Substantive Employee Classification Effective Date (MST)
Sub. Emp. Class Eff Date (PRF)	
PDED No. 	2-113 (New)	
Definition 	The date an employee’s Classification Code in the substantive position is effective.	
Data Source 	Copied from Employee Classification Code Effective Date on INC Master.	
Values 	YYYYMMDD	
Remarks 	If Acting Pay Code = 2 
   Substantive Employee Classification Code Effective Date = the old Substantive
   Employee Classification Code Effective Date.  
If the Acting Pay Code = 2 and the old Acting Pay Code = 1 
   Substantive Employee Classification Code Effective Date = the old Employee
   Classification Code Effective Date	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (328)	
Old File Name & Starting Position	INC.PROD.GKMST      (353)     INC.PROD.GKPRF      (384)	

Element Name 	Substantive National Occupation Classification Code	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code created by the department to identify the occupation assigned to the substantive position to which an employee is appointed.	
Data Source 
(PCIS field)	PCIS Master  
(Col. 536)	
Values 	 	
Remarks 	The Incumbent table, National Occupation Classification (NOC) Code Table (which also additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, Substantive Employee Class(SEMPCLS) and Department (DEPT) 
If Substantive NOC Code Indicator (SNOCID) = ‘2’ or ‘3’ and Substantive NOC Code (SNOC) not = blank
     Capture SNOC code from table
Note: The creation of SNOCID must be done first	
Structure 	X(4)	
1996 File Name & Starting Position	INC.PROD.MAST  (216)	
Old File Name & Starting Position	N/A	

Element Name 	Substantive National Occupation Classification Code Indicator	
Alias 	N/A	
PDED No. 	N/A	
Definition 	A code indicating how the Substantive National Occupation Code (SNOC) has been assigned	
Data Source 	Generated as per remarks  	
Values 	0,1,2,3,4	
Remarks 	If the Substantive NOC Code (SNOC) is not blank and the Substantive Employee Classification (SEMPCLS) = old SEMPCLS
    set SNOC Code Indicator (SNOCID) = 4
The Incumbent table, National Occupation Classification (NOC) Code Table (which also contains additional PCIS fields) is created from the PCIS Master. The Incumbent Master file is then matched with this table using the key : PRI, SEMPCLS and Department (DEPT). 
The following codes are generated (and subsequently moved into SNOCID):
0 = no match 
1 = match on PRI only
2 = match on PRI and SEMPCLS
3 = match on PRI, SEMPCLS and DEPT 	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST  (220)	
Old File Name & Starting Position	N/A	

Element Name 	Substantive Position Number	
Alias 	N/A	
PDED No. 	12-5 (New)	
Definition 	The position number of the substantive position to which an employee is appointed.	
Data Source 	Copied from Position Number on INC Master.	
Values 	Refer to Position Number for description of structure. 	
Remarks 	If the Acting Pay Code = 2 
   Substantive Position Number = the old Substantive Position Number. 
If the Acting Pay Code = 2 and the old Acting Pay Code = 1 
   Substantive Position Number = the old Position Number.	
Structure 	X(10)	
1996 File Name & Starting Position	INC.PROD.MAST   (303)	
Old File Name & Starting Position	INC.PROD.GKMST      (332)     INC.PROD.GKPRF      (361)	

Element Name 	Superannuation Number	
Alias 	N/A	
PDED No. 	144-0	
Definition 	A number which uniquely identifies an employee’s Superannuation account.	
Data Source 	Contributor System	
Values 		
Remarks		
Structure 	X(9)	
1996 File Name & Starting Position	INC.PROD.MAST   (378)    CONT.PROD.SG2401   (63)	
Old File Name & Starting Position	INC.PROD.GKMST      (168)     INC.PROD.GKPRF      (289)	

Element Name 	Supervisory Factor Coordinates Code	
Alias 	Supervisory Grid (MST/PRF)	
PDED No. 	140-0	
Definition 	A code which identifies the evaluation coordinates in a point rating plan for the supervisory classification factors in either a collective agreement or classification rating document.	
Data Source 	2517T, field 28  	
(MER field) 	(M028)	
Values 	Refer to the Pay Input Manual (PPIM), Section 3-5-3 for the inter-element relationship with the BUD Group.  	
Remarks 	The first character represents the degree of supervisory responsibility; the second, a coded representation of the number of employees supervised.	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (261)	
Old File Name & Starting Position	INC.PROD.GKMST     (135)     INC.PROD.GK34101     (104)
INC.PROD.GKPRF      (193)	

Element Name 	Supervisory Level Code	
	Supervisory Level (MST/PRF/MOB)	
Alias 		
PDED No. 	82-0	
Definition 	A code which identifies the classification level of supervisory duties being performed by an employee.	
Data Source 	Derived from Supervisory Factor Coordinates Code.	
Values 	01 = Grid coordinate A1 for General Labour & Trades, General Services, Hospital Services, Operations (supervisory) and Royal Canadian Mint; grid coordinate S1 for printing
02 = Grid coordinate B2 for General Labour & Trades, General Services, Hospital Services, Operations (supervisory) and Royal Canadian Mint; Grid coordinate S2 for printing
03 = Grid coordinates B3, C2 for General Labour & Trades, General Services, Hospital Services, Operations (supervisory) and Royal Canadian Mint
04 = Grid coordinates B4, C3, D2 for General Labour & Trades, General Services and Hospital Services; grid coordinates B4, C3 for Operations (supervisory) and Royal Canadian Mint
05 = Grid coordinates B5, C4, D3, E2 for General Labour & Trades; grid coordinates B5, C4, D3 for General Services, Hospital Services and Operations (supervisory); grid coordinate C4 for Royal Canadian Mint
06 = Grid coordinate B6, C5, D4, E3 for General Labour & Trades; grid coordinates B6, C5, D4 for General Services, Hospital Services and Operations (supervisory)
07 = Grid coordinates B7, C6, D5, E4 for General Labour & Trades; grid coordinates C6, D5 for General Services and Operations (supervisory); grid coordinates B7, C6, D5 for Hospital Services
08 = Grid coordinates C7, D6, E5 for General Labour & Trades; grid coordinate D6 for General Labour & Trades; grid coordinate D6 for General Services and Operations (supervisory); grid coordinates C7, D6 for Hospital Services
09 = Grid coordinates D7, E6 for General Labour & Trades; grid coordinate C7 for Hospital Services
10 = Grid coordinate E7 for General Labour & Trades
BLANK = Not applicable	
Remarks 	The Incumbent Supervisory Grid Table associates the BUD and Supervisory Factor Coordinates Code with the Supervisory Level Code.	
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.MAST   (259)     INC.PROD.MOBILITY   (155) & (256)
INC.PROD.AAMS (Acting Segment) (102) & (216) & (330)	
Old File Name & Starting Position	INC.PROD.GKMST      (137)   INC.PROD.GKPRF     140)
INC.GKMOB   (140) & (236)	

Element Name 	Taken on Strength Date	
Alias 	N/A	
PDED No. 	2-40	
Definition 	The date an employee is rendered active on the Pay System.	
Data Source 
(MER field)	2517T, field 63 
(M106)	
Values 	YYYYMMDD 	
Remarks		
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (149)	
Old File Name & Starting Position	INC.PROD.GKMST      (270)   INC.PROD.GKPRF      (324)	

Element Name 	Teachers Aide Pay Zone Code	
Alias 	N/A	
PDED No. 	9-12  (New)	
Definition 	A code which identifies the geographic pay zones for the Teachers’ Aide (EUTEA) occupational group and sub-group. Derived from the Pay Zone Code for BUD’s 41401 and 41421.	
Data Source 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes.	
Values		
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC            (119)	

Element Name 	Teaching Pay Zone Code	
Alias 	N/A	
		
PDED No. 	9-4  (New)	
Definition 	A code which identifies the geographic pay zones for the Elementary and Secondary Teaching (EDEST) occupational group and sub-group.	
Data Source 	Derived from the Pay Zone Code for BUD’s 20902 and 20922.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes. 	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC             (97)	

Element Name 	Therapy Pay Zone Code	
Alias 	N/A	
PDED No. 	9-13 (New)	
Definition 	A code which identifies the geographic pay zone for the Occupational and Physical Therapy (OP) occupational group.	
Data Source 	Derived from the Pay Zone Code for BUD 220.	
Values 	Refer to the Pay Input Manual (PPIM), Section 9-4 for the list of codes. 	
Remarks		
Structure 	X(2)	
1996 File Name & Starting Position	INC.PROD.GEOLOC            (115)	

Element Name 	Treasury Board Population Indicator	
Alias 	TBS Population Flag (PRF)
Population Identifier (MOB)	
PDED No. 	N/A	
Definition 	Indicates whether Treasury Board represents the Employer for an employee on PWGSC Pay System.	
Data Source 	Generated from Activity Status Code (active), BUD (in range 101-699), and PSSRA Code (PSSRA 1-1).	
Values 	1 = TB is Employer          3 = TB is not Employer 	
Remarks 	If  Activity Status Code(ACTVSTAT) = 2 or 3
   Treasury Board Population Indicator(TBS-IND) = 3
else (ie. ACTVSTAT = 1)
   if BUD > 10099 and < 70000
         And PSSRA = 1
      TBS-IND = 1
   else
      TBS-IND = 3	
Structure 	X	
1996 File Name & Starting Position	INC.PROD.MAST   (300)	
Old File Name & Starting Position	INC.PROD.GKPRF      (354)    INC.GKMOB22   (169) & (265)	

Element Name 	Urban Employment Code	
Alias 	N/A	
PDED No. 	124-0	
Definition 	A code that identifies urban work areas selected for employment studies by Statistics Canada.	
Data Source 	StatCan Geography File through the PWGSC Geographic Master File.	
Values 		
Remarks 	The Incumbent table, Geographic Master File, associates the Geographic Location Code with the Urban Employment Code.	
Structure 	X(3)	
1996 File Name & Starting Position	INC.PROD.MAST   (367) INC.PROD.GEOLOC    (79)	
Old File Name & Starting Position	INC.PROD.GKPRF      (240)	

Element Name 	Withered Date	
Alias 	N/A	
PDED No. 	N/A	
Definition 	The processing year and month when a record (PRI, Dept. Pay Office) appears on the previous months Incumbent Master but is not on the current months MER file.	
Data Source 	Generated from the processing date 	
Values 	YYYYMM 	
Remarks 	This date indicates that there is a discrepancy with the MER and if there is more than a 100 in the month the Incumbent Application Manager is notified. The records are checked for a pattern that would indicate a bulk change being processed by Pay and not by Incumbent or vice versa. If a record that was withered last month does not appear in the current month MER it is dropped from the Incumbent.	
Structure 	9(8)	
1996 File Name & Starting Position	INC.PROD.MAST   (489)	

Element Name 	Bargaining Unit Designator Code Effective Date	
	REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 9, 1995	
Element Name 	Employee Type Code Effective Date	
	REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 27, 1995	
Element Name 	Occupational Category Code	
	REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 9, 1995	
Element Name 	Pay Change Reason Code	
	REMOVED AS PER DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF OCTOBER 19, 1995	
Element Name 	Previous Department / Agency Start Date	
	REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP AS OF FEBRUARY 13, 1996	
Element Name 	Select Area Code	
	REMOVE AS PER DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF OCTOBER 19, 1995	
Element Name 	Work Province / Region Code	
	REMOVED AS PER THE DECISION OF THE INCUMBENT REDESIGN PROJECT USER GROUP MEETING OF NOVEMBER 9, 1995