Following is a section on how to read the computer print‑out and how to use it in the Local.
The computer record of membership is divided into two sections.
The first section provides eighteen (18) columns of information. Here is an example computer printout – information.
The second section provides a summary and totals of the information provided in the first section. Here is an example computer printout – summary.
In order to provide some insight into the information contained in the print‑out, a copy should be obtained from the Local Secretary‑Treasurer and references should then be made to the explanation of each column as listed below, Column 1 is the first column on the left hand side of the printout headed by the title Paylist No. Columns 2 to 18 follow consecutively left to right.
1. PAYLIST
For Treasury Board and CPC and NAV CANADA and other bargaining units which are paid by DPWGS3, the paylist is composed of the Department code (3 digits), the paylist number (4 digits) and the Pay office number (2 digits). The department code is used by the system to assign members to the proper component. The paylist and pay office codes are used by the check‑off clerks to assign members to the proper local. The pay office number identifies the DPWGS pay office from which the member is being paid. Pay office 31 is CPC and pay office 15 is Nav Canada.
For non‑Treasury Board bargaining units, the paylist is composed of the Department code (not always) and a local pay voucher number which is assigned by Membership Accounting each month as the lists arrive, so they change from month to month.
2. MEMBER NAME
Member’s surname, the initials (up to three) follow the surname.
3. I.A.N
Is a nine‑digit number, which is a unique agency number (I.A.N.) used by the employer for dues deductions. The system will recognize a member either by this IAN/SIN or by the PSAC ID.
4. PSAC ID
Is a PSAC identification number given by the membership system to a new member (Rand or Full). This number is unique within PSAC and the system will recognise a member by it. This is the number printed on PSAC membership card.
5. R
This, if present in the column, indicates a Rand Deductee as opposed to a full member. AS@ appearing in this column means that membership has been revoked either voluntarily or otherwise.
6. BARG GROUP
Is the five‑digit bargaining group code, also called Bargaining Unit Designator (BUD). Bargaining groups are those for which the Alliance is the Bargaining Agent. Some of the entries my have blanks in this area, indicating that we have not yet been advised of the member’s correct BUD number. BUD Numbers and the appropriate bargaining unit are listed in the summary section. In some cases, for example GLT (BUD 60300), the last two digits indicate the subgroup, e.g. 60313 GLT‑Pipefitting
7. CLASS / LEVEL
Identifies the classification and level of the member.
8. SALARY
The salary is the first step of the salary scale of each classification, and is the salary used to calculate correct monthly dues.
9. PSAC
PSAC and the figure above it is the monthly PSAC dues rate.
10. COMP
COMP and the figure above it is the monthly deduction for the Component dues.
11. LOCAL
LOCAL and the figure above it is the monthly deduction for the Local concerned. Since Locals may set their own deduction rates, this may vary from zero on up. Every member in your Local, however, should be paying the same dues.
12. MISC
MISC and the figure above is a fourth distribution on monthly dues which is used by some Components for regional council dues. Most Components do not use it.
13. CURR DEDN
Is the current union dues deduction from the member for the month of the report.
14. EXCEPTION
Is the area provided to print exception or error messages. See Exception Messages below for a list of these.
Exception Messages
1. NEW DEDUCTEE: The member is paying dues for the first time and we had previously received a Payroll Identification Form (PIF) from the pay clerk.
2. NEW DEDUCTEE ‑ NO PIF: The member is paying dues for the first time and we had not previously received a PIF.
3.REINSTATED: Member starts paying dues again after being deleted or auto‑deleted.
4. AUTO DELETED: When a member does not pay dues, he/she will appear as Atimes out@ until a designated number of months (established by the Components), and they will appear as auto deleted for one month and will not appear on subsequent month reports.
5. DELETED: Manual transaction to delete a member.
6. Transfers:
- FR C:01 Member transferred from Component 01
- TO C:99 Member transferred to Component 99
- Fr L:XXXX Member transferred from Local XXXXX
- To L:0000I Member transferred to Local 00001
For the effective month of transfer, the FR and TO messages will appear in the respective Components check‑off books. The following month, the member will appear only in the ATO@ Component and/or Local with no message.
7. Source Transfers
- FR S:2/TO S:3
- FR S:3/TO S:2
Member went from a Source 2 employer (employees paid by DPWGS or CPC or Nav Canada to a Source 3 employer (other than DPWGS or CPC or Nav Canada), and vice versa.
8. WRONG COMPONENT: When our system reads the information on the MUD (monthly update data provided by DPWGS or CPC or Nav Canada tape), it will try to validate the department code and the Component match. If not valid in our system, the member will get that message and his/her name will appear on a Awrong Component@ report indicating that a transfer has to be done.
9. XX TIMES OUT: Indicates the number of months for which we have not received dues for the member.
10. NAME CHANGE: Indicates a name change.
11. WAS TIMES OUT: Will see this message when a member who had not paid dues the previous month(s) starts paying again.
12. CHG CLASSIFICATION/CHG OF HOURS/CHG DEPT./CHG BUD: Indicates manual change to the classification, hours of work, the department and/or the BUD
13. MUD CLASS CHG/MUD HOURS CHG/ MUD DEPT CHG/MUD BUD CHG: Indicates the classification , the hours of work, the department, or the BUD have been changed further to information received on the MUD tape.
14. PENDING: Indicates that the financial transaction(s) for this member appear on the Pending report. On the Pending report we see all the transactions which were not expected by our system – e.g. unauthorized refund issued by the pay office.
15. Rate Changes
- PSAC RATE CHG: change to the PSAC dues rate
- COMP RATE CHG: change to the Component dues rate
- LOCAL RATE CHG: change to the Local dues rate
- MISC RATE CHG: change to the Regional dues rate
16. CLASS. RATE CHG: Indicates a change to the classification salary.
17. MDUE (X): Indicates multiple dues deductions and the multiple based on calculations made by our system.
18. UNAL D 10:00: Indicates that the member was overdeducted $10.00 of dues. For Source 2 members, the system will issue a refund on the next change tape.
19. SHT D 10.00: Indicates that the member was under deducted $10.00 of dues. For Source 2 members, the system will pick‑up arrears in the next change tape.
20. RAND NOW FULL: Indicates that the member signed an application for membership card and his/her status has been changed to Full. The AR@ has been taken of the AR@ field.
21. DEDN’ RFND: The member was both deducted and refunded the same amount of dues in the same month.
22. NO AUTO ARR/NO AUTO REF: Means that the system will not automatically pick‑up arrears or issue refunds. Get this message when the member is in the unalloted local (XXXXX).
23. Post A 10.00: receive arrears of $10.00 which were expected by the system.
Post R 10:00: a refund transaction of $10.00 which was expected by the system.
24. MUD NOT FOUND: For Source 2 members not appearing on the MUD tape submitted by DPWGS or CPC or Nav Canada.
25. NEW MUD RECORD: Member appears for the first time on the MUD tape submitted by DPWGS or CPC or Nav Canada.
26. SUSP. NOW RAND/SUSP. NOW FULL: Indicates that the member’s membership suspension is over and he/she was given back the status he /she had before the suspension occurred.
27. “*”: Beside the department code indicates a change done by the pay office (which we get via their remittance tape) could be a change of department code and/or pay office and/or pay list number.
Summary Section
The information on the summary pages at the end of the section listing the individual members provides two summaries:
- Analysis of number of deductees by Rand, full and suspended members, broken down into bargaining group number.
- Analysis of monies received. This provides a total of distribution both current and arrears, to PSAC, Component, Local and the amount short deducted. In addition, a total of the amounts overdeducted and a count of number of people overdeducted (“Unallotted”), not deducted (“No Deductions”), multiple deductions and deleted is provided.
Time span of corrections
Source 3 (other employers) changes to the master file.
- Name change, BUD and/or classification change, etc.: Correction action requested during the month will appear in the current month Component/local check‑off listing. However, because of the delay in receiving the dues from the employers, entering them in the membership system, compiling and balancing and printing the reports, the check‑off listing for the current month will be available around the second week of the next following month(e.g. January will be available mid‑March).
- Changes that will affect the financial information will take longer to be corrected as we need to write to the employer to ask them to amend the dues deductions. By the time you receive your January check‑off listing, which would be mid‑March, we are receiving February dues from the employer and it is most probably too late to ask the employer to do a change for March deductions. The change would be effective April 1st.
Source 2 (DPWGS and CPC and Nav Canada)
- Name change BUD and/or classification, hours of work and any other change on employment data has to be reported to the pay clerk. Once the change is made on the employer pay system, it will update the MUD information which will update our system when we process it. Depending on the pay office cut‑off date for the MUD, the change will appear either on the current month or the subsequent month check‑off listing.
- Changes affecting financial information/ dues calculations: When our system recalculates the dues for a member during January checkoff process, a transaction will be added to our March change tape to be send to DPWGS or CPC or Nav Canada. If the transaction is actioned by the pay office, it will show in your March check‑off listing which you will get around the 4th week in April.