Running the Employment Equity Report

These topics provides overviews of employment equity reporting, Employment Equity report files, employee inclusion in the Employment Equity report, and salary calculation, and discuss how to run the Employment Equity report.

Page Name

Definition Name

Usage

Employment Equity Page

RUNCTL_PER101CN

Run the Employment Equity report (PER101CN). This SQR creates an interface file that you can export to Canadian Employment Equity software.

If you're a federally regulated employer in Canada and required to report to the federal government on employment equity, HR provides the Canadian Employment Equity 2.0 interface—the Employment Equity report (PER101CN)—which creates three data interface files for the federal government's Workplace Equity Information Management System (WEIMS). You don't have to enter the data in the database and then reenter the same data in WEIMS each year.

The report retrieves extensive data for all Canadian employees in the organization who were active employees at any point during the calendar year. The report includes up to four promotion dates per employee within a given year, in ascending order.

The Employment Equity report is based on the interpretation of Employment Equity Reporting Guideline 11, as published by HR Development Canada (HRDC). Because the interpretation of the guidelines can vary, there may be differences between your requirements and the rules that PeopleSoft has built into the generic solution. If the data imported into the WEIMS does not meet Guideline 11, either modify the information once it has been imported into the WEIMS or modify the Employment Equity report.

You are responsible for reporting accurate information to HRDC. The HRDC is the source of interpretation and final authority on all matters related to employment equity reporting, including the definition of salary and its rules for annualization and non-annualization. PeopleSoft doesn't assume this role.

The Employment Equity report creates three files: employee.txt, promo.txt, and term.txt. The employee file includes information on temporary and permanent employees. The following tables lists the field names in each report file, the fields in PeopleSoft HCM from which the report retrieves the data, and the tables where the fields are located.

Employee File

The following table lists the fields and tables used to create the employee.txt file:

WEIMS Report Field Name

PeopleSoft Field

PeopleSoft Table

Notes

Employee # (employee number)

Employee ID

PERSONAL_DATA

None

CMA Code (Census Metropolitan Area code)

Census Metropolitan Area

LOCATION_TABLE

Based on the location code in the employee job record, the report uses the CMA associated with that location code in the LOCATION_TBL table.

Province Code

Numeric Code

STATE_NAMES_TBL

Based on the location code in the employee job record, the report uses the numeric code associated with that location code in the LOCATION_TBL table.

NOC Code (National Occupational Classification code)

Canadian NOC Code (Canadian National Occupational Classification code)

JOBCODE_TBL

Based on the job code in the employee job record, the report uses the NOC code associated with the job code in the JOBCODE_TBL table.

NAICS (North American Industrial Classification System) four-digit code

NAICS Code

DEPT_TBL_CAN

Based on the department ID in the employee job record, the report uses the NAICS code associated with that department ID in the DEPT_TBL table.

Employee Type Code

Temporary Full-/Part-Time Other

Derived value based on rules in Structured Query Report (SQR); data from a combination of PERSONAL_DATA and EMPLOYMENT records.

See Understanding Inclusion of Employees in the Employment Equity Report.

Employee Type Comment

Employment Status Full-Time Student

Derived value based on rules in SQR; data from a combination of PERSONAL_DATA and EMPLOYMENT records.

See Understanding Inclusion of Employees in the Employment Equity Report.

Gender

Sex

PERSONAL_DATA

None

Last Name

Name

PERSONAL_DATA

None

Given Name

Name

PERSONAL_DATA

None

Salary

Annual Rate

JOB

See Understanding Salary Calculation.

Aboriginal

Aboriginal

PERSONAL_DATA

None

Visible Minority

Visible Minority

PERSONAL_DATA

None.

Disabled

Disabled

PERSONAL_DATA

None

Hire Date

Hire Date

EMPLOYMENT

None

Termination Date

Termination Date

EMPLOYMENT

None

Promotion File

The following table lists the fields and tables used to create the promo.txt file:

WEIMS Report Field Name

PeopleSoft Field

PeopleSoft Table

Notes

Employee #

Employee ID.

PERSONAL_DATA

None

Promotion # (promotion number)

Derived values from SQR program; sequential count.

Based on a number of job records that meets appropriate criteria as defined by WEIMS reporting rules.

None

Promotion Date

Derived value from EFF_DT.

JOB

None

Temporary Terms File (for Temporary Employees)

The following table lists the fields and tables used to create the term.txt file:

WEIMS Report Field Name

PeopleSoft Field

PeopleSoft Table

Notes

Employee #

Employee ID

PERSONAL_DATA

None

Term # (term number)

Derived field; sequential count.

CONTRACT_DATA

None

Start Date

CONTRACT_BEGIN_DT

CONTRACT_DATA

None

End Date

CONTRACT_END_DT

CONTRACT_DATA

None

Completed Date

Termination Date

EMPLOYMENT

Temporary employees only.

The Employment Equity report includes any employee in a Canadian regulatory region during the reporting year. This includes employees who were hired, rehired, transferred, or terminated, and anyone who was active, on leave, or suspended during the year.

The job record used in the data files includes the maximum effective date and effective sequence that is less than or equal to the year end. This may be a record from before the current year if an employee has had no job activity during the reporting year.

The minimum employee record number is used if more than one job is present. Data from personal data, diversity, disability, and employment records appears as of the report's run date. Data from the tables JOBCODE_TBL, DEPT_TBL, and LOCATION_TBL appears as of the end of the year.

Employees with Multiple Jobs

For employees with multiple jobs, the report provides information on only one job.

The report selects the job to include based on:

  • Active job.

  • Full-time job.

  • Job with the highest salary.

The employee salary is reported as the sum of all job salaries.

Determination of Employee Type

Two fields in the employee.txt file are related to employee type: Employee Type and Employee Type Description (for an employee type categorized as Other (04).

The system determines the appropriate category for each WEIMS employee type:

Field or Control

Definition
Full-Time (01)

REG_TEMP = 'R' (regular) FULL_PART_TIME = 'F' (full-time) EMPL_STATUS not in (L,P,S) FT_STUDENT <> 'Y'

Part-Time (02)

REG_TEMP = R FULL_PART_TIME <> 'F' EMPL_STATUS not in (L,P,S) FT_STUDENT <> 'Y'

Temporary (03)

REG_TEMP = 'T' EMPL_STATUS not in (L,P,S) FT_STUDENT <> 'Y'

Other (04)

EMPL_STATUS in (L,P,S) or FT_STUDENT = 'Y' or (EMPL_STATUS not in (L,P,S) and has not worked in this reporting year (using LAST_DATE_WORKED) ) Supersedes Full-Time, Part-Time, Temporary, and Casual.

Casual (05)

Employees who would otherwise be temporary but whose combined start and end dates (from contract data) add up to fewer than 12 weeks during the reporting year.

If the employee type code is Other (04), the description field is populated as follows:

Field or Control

Definition
Full-Time Student

FT_STUDENT = 'Y'

On Leave of Absence

EMPL_STATUS = L,P
Terminated and hasn't worked during the year

EMPL_STATUS = T,U
Retired and hasn't worked during the year

EMPL_STATUS = R,Q
Deceased and hasn't worked during the year

EMPL_STATUS = D
Last Date Worked not in reporting year and not null

LAST_DATE_WORKED <>Null and <Reporting Year

The following stipulations regarding salary definition and calculation apply to Employment Equity Reporting Guideline 11:

  • Salary should be annualized in some situations.

  • If two activities with respect to earnings or job take place in a year, one that requires annualization and one that does not, then the most recent activity takes priority.

    For example, if a new hire (annualized) is laid off that same year (non-annualized), the employee's salary should be non-annualized for this report.

  • The salary figure includes salary, wages, commissions, tips, bonuses, and piece rates, but not overtime wages.

    • When salary isn't annualized, the default salary figure provided is pulled from the CIT YTD tax in CAN_TAX_BALANCE field.

      This information does not include overtime. If overtime is allowed, modify the data manually in the report files or modify the PER101CN report.

    • Annualized salary does not include overtime.

      Annualized salary information uses the ANNUAL_RT field. If you are not using PeopleSoft Payroll, the ANNUAL_RT is used in all circumstances.

Important! The final authority in interpretation of annualization or non-annualization rests with HRDC. You have the final responsibility for compliance with the WEIMS reporting rules.

Salary Annualization

The following table shows when salary is annualized and how the Employment Equity report handles each situation. Note cases in which you must modify the report manually for accurate results.

Employment Equity Report Annualization

Interface Functionality

New hires and promotions during the reporting period.

The Employment Equity report annualizes using ANNUAL_RT.

Unpaid leaves of absence granted at the request of employees who returned to work on or before December 31.

The Employment Equity report annualizes using ANNUAL_RT; however, paid leaves are non-annualized.

If unpaid leave is still active at December 31, it is non-annualized.

New hires with a salary including commission; add salary and commission and annualize total.

The Employment Equity report annualizes using ANNUAL_RT.

Modify the provided figure manually in WEIMS.

New hires with steady base salary; annualize only base salary and then add commission.

The Employment Equity report annualizes using ANNUAL_RT.

Modify the provided figure manually in WEIMS.

Transferred employees as a result of a corporate transaction; employees considered new hires.

Human Resources does not specify how to complete corporate transactions. If you have terminated employees from one company and hired them in another one as the means of corporate transfer, they appear as new hires and PER101CN annualizes using ANNUAL_RT.

Otherwise, modify the figure manually within WEIMS.

The following table shows when salary is not annualized and how the Employment Equity report handles each situation. Note cases in which you must modify the report manually for accurate results.

No Employment Equity Report Annualization

Interface Functionality

Temporary employees.

The SQR categorizes them as employee type Temporary (03).

Seasonal workers who have worked a complete season.

All seasonal workers are considered to have worked a complete season. Human Resources does not use partial seasons.

Seasonal workers who work part of a season.

All seasonal employees are considered to have worked a complete season and do not have their salary annualized by the Employment Equity report.

Modify data in WEIMS manually if employees worked an incomplete season.

Employees who are temporarily laid off.

The SQR categorizes them as employee type Other (04).

Employees recalled in accordance with the mid year collective agreement.

The Employment Equity report does not annualize.

Striking employees.

The Employment Equity report does not annualize.

Permanent employees working part of the year as full-time employees.

The Employment Equity report does not annualize.

Acting assignments.

Human Resources does not take these situations into account. Modify the provided figure manually in WEIMS.

New hires with fluctuating base salary and commission.

Human Resources does not take these situations into account. Modify the provided figure manually in WEIMS.

Employees with commission-only salary.

Human Resources does not take these situations into account. Modify the provided figure manually in WEIMS.

Employees who change employment status mid year (temp to part-time, part-time to full-time, and so on).

Modify the provided figure manually in WEIMS.

Use the Employment Equity page (RUNCTL_PER101CN) to run the Employment Equity report (PER101CN).

This SQR creates an interface file that you can export to Canadian Employment Equity software.

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Workforce Monitoring > Meet Regulatory Rqmts CAN > Reports > Employment Equity > Employment Equity

Importing the Report into WEIMS

When you import the interface file into WEIMS, you have two options: update the existing file or overwrite it. The default is to overwrite the file because normally you submit information for the whole organization at the same time.

If divisions in the organization prepare their information separately and you need to combine division files, you may need to use the update option. Keep in mind that the update option creates duplicate records. The WEIMS software does not warn you about duplicate records or issue error messages. For this reason, the Canadian government strongly recommends that you back up your final files. Because you can inadvertently delete or overwrite existing employee data in WEIMS, backing up your files ensures that you retain accurate records of the information submitted each year.

The Employment Equity report does not extract information about employers. Before you run the final report using the WEIMS software, enter values in the WEIMS Employer Information fields.

Troubleshooting

The Employment Equity report detects errors that can prevent the WEIMS from successfully importing data.

If you find that records are missing from the import files when you run the Employment Equity report, information that is required for the WEIMS report may not be included in the online pages. The PER101CN.LIS file identifies these situations and produces an error message.