Remuneration Survey Data Specifications 2017

26/10/2017 1. Remuneration Survey Data Specifications 2017

Overview

The APS Remuneration Survey (the Survey) is the source of data for the APS Remuneration Report (the Report), an annual snapshot of remuneration across the Australian Public Service. The Report's findings will provide a breakdown of remuneration across the different classification levels, as well as illustrate the changes from year to year. Additionally, this data is used to create Individual Agency Reports that compare each agency's remuneration data with the overall APS results. In 2011 the Survey became the responsibility of the Australian Public Service Commission (the Commission); prior to this it was undertaken by an external consultant.

Table of contents

Reporting to the Commission

The Australian Public Service Commission has a statutory responsibility under Section 41 of the Public Service Act 1999 (PS Act) to develop, review and evaluate APS workforce management policies and practices, and to maintain appropriate databases. Under Section 44(3) of the PS Act, Agency Heads have to give the Commissioner whatever information the Commissioner needs to report on the state of the APS—this includes remuneration data for each APS employee of an agency. The collection of the remuneration data is independent of APS Employment Database (APSED) snapshot files. The Remuneration Survey is based on a snapshot approach, which means that one row of data is to be supplied for each employee who was active in the agency as at 31 December (the Date of Effect). To ensure that APS-wide reporting is accurate and meaningful, the Commission requires agencies to collect and report on the Data Items defined in Table B of this document. Fields that require values for payment have been categorised as either Annualised or Total fields. Annualised fields are for regular, ongoing payments, and Total fields are for ad hoc, one-off, and/or irregular payments. To ensure APS-wide consistency and comparability, all annualised fields are Full-Time Equivalent (FTE). For example, employees who are part-time, or have only worked part of the year, or are on compensation leave, or are on graduated return to work will need to have their payments annualised to an FTE payment.

Privacy

Version 2017.1.1 1 Information collected for the Commission must be treated in accordance with the Australian Privacy Principles (APPs) of the Privacy Act 1988 (the Privacy Act) and compliance with these APPs is the responsibility of each agency. In particular, agencies are required to advise employees that they are disclosing employees’ information to the Commission. For further information see the Office of the Australian Information Commissioner’s website at www.oaic.gov.au. To assist agencies in ensuring that they comply with the Privacy Act when providing APS employment information, the Commission has prepared a collection notice which is available on our website at http://www.apsc.gov.au/about- the-apsc/commission-services/apsed/remuneration-survey

Version 2017.1.1 2 Who to include

All employees (including SES employees) employed under sections 22 and 72 of the PS Act should be included in the data submission. Only the following employees should be excluded:

 employees engaged under s22(2)(c) —for duties that are irregular or intermittent (commonly known as casuals)  employees at the trainee classification (classification code 60)  locally engaged employees engaged under s74 of the PS Act  employees on leave without pay (LWOP), including employees on maternity LWOP, on the Date of Effect  employees on temporary transfer to another agency on the Date of Effect (as they will be included in data submission of the other agency)  employees active in your agency during part of the year but not active on the Date of Effect  Agency Heads

Any employee that was a Graduate during the year should be reported as a Graduate regardless of their classification on the Date of Effect. If they advanced from the Graduate classification before 31 December, please report their remuneration data as at their last day as a Graduate.

File submission

The first row in the file is known as the header record. The header record contains information about the file, such as the file type, agency name and code, dates and record count. The second row and below will contain the employee records. Employee records consist of 57 columns (50 Data Items and 7 blank fields). The default value for each field is null (left blank) where there is no appropriate value. Each row represents the data for one employee. The file should be sent as a tab delimited file with a ‘.txt’ extension.

As this is an annual report with a stable set of Data Items it is worthwhile for agencies and/or HR system vendors to create a standard report that generates all or many of the Data Items required. For those agencies preparing the report in a manual process, an Excel template can be downloaded from http://www.apsc.gov.au/about-the-apsc/commission-services/apsed/remuneration-survey. Files are to be sent to [email protected]. Agencies should keep copies of all files sent to the Commission, to assist in resolving queries and for recordkeeping. Remuneration Survey data must be sent to the Commission securely. If your agency is on FedLink (a Commonwealth secure Virtual Private Network) you may email data to the Commission as all emails between FedLink agencies are encrypted automatically in transition. To find out if your agency is on FedLink, go to the following link and check the user list: http://www.fedlink.cybertrust.com.au/. If your agency is not on FedLink, please use the encryption method used to send APSED movement and snapshot files. This is via the APSC File

Version 2017.1.1 3 Management System, which encrypts the data to be sent to the Commission. If you require an account for the File Management System, please email [email protected] to be issued login details. Data checking and SES certification

Once a data submission is received by the Commission, it will be checked for accuracy. This includes checking values against APSED, the agency’s Enterprise Agreement, and the data from the previous year. If the checks result in queries they will be sent to the agency via email. If errors are found in data submissions, agencies will need to correct and re-submit their data. If there was no error in the data queried, agencies will need to use the ‘Comments’ field (Data Item 55) to verify the queried values that are correct, and re-submit the data. Agency responses to queries should be sent within three working days.

Once the data submission is considered ‘clean’, a set of tables summarising the agency’s data will be provided via email. These tables are designed to highlight outlying values, indicating possible inaccurate data. The tables can be used to check the headcount of the agency, the number of employees at each classification, and that salaries are within the agency pay scales. If these tables reveal errors or discrepancies in the data, the data submission and error checking process will be repeated. Agencies are required to have an SES level employee certify that their agency’s summary data is accurate within 5 working days. For smaller agencies which have no SES employees in HR or corporate services, the next most senior employee will be required to certify that the summary data is accurate.

Header record

The first row of every data submission should be set out as per Table A.

Table A: Header Record fields

Data Item Description Field Type Valid Values 1. Record type Specifies that the file type is for remuneration data. Numeric 5 2. Agency name Agency name. Text Free text field, 256 characters max 3. Agency code Three digit agency code. This is the same value used for APSED files. Numeric Agency specific code 4. Start date The date of the first day of the year of the Remuneration Survey period. Numeric 01012017 5. Date of effect The date of effect of the Remuneration Survey. Numeric 31122017 6. Number of records Number of employee records in the file. Numeric

Data Items

Version 2017.1.1 4 The employee records contained in the data submission should be set out as per Table B. This table describes the information to be reported in each field in the Survey, as well as the field type and valid values. If an employee did not receive a payment appropriate to the Data Item, the field is to be left blank. All fields are compulsory except: ANZSCO Code (Data Item 8), APS Job Family Code (Data Item 9) and Comments (Data Item 55).

Any employee that was a Graduate during the year should be reported as a Graduate regardless of their classification on the Date of Effect. If they advanced from the Graduate classification before 31 December, please report their remuneration data as at their last day as a Graduate.

Any reimbursements or expenses that meet business needs are to be excluded. Only reimbursements of non-business expense should be included as they are a benefit to the employee. These payments should be reported in ‘Personal benefits’ (Data Items 46) and ‘Personal benefits description’ (Data Item 47). Do not report employee sacrifice amounts, e.g. salary sacrifice super contributions or cashed out annual leave.

If the field type is ‘Numeric’, enter numbers only. Please note:

 Decimal values are accepted, however commas and dollar signs are not.  If an employee did not receive a payment for a Data Item the field should be left blank, do not send a ‘0’.  Negative values are not valid and must be removed.  Dates are to be sent in DDMMYYYY format only.

If a payment type for a field is ‘Total’, sum the payments paid to the employee from the first pay of the calendar year to the pay that covers the Date of Effect. For these fields, the employee does not have to qualify for that payment on the Date of Effect, but it is to be included if it was received in the calendar year. If an employee has not been with your agency or on your current payroll system for the entire year, please total whatever payments are accessible – you are not expected to sum payments from the employee’s prior payroll system.

If a payment type for a field is ‘Annualised’, annualise the payment the employee received at the Date of Effect. For these fields, only provide data for employees that qualify for that payment as at the Date of Effect. If an employee has only worked for part of the year, multiply out the period to equate to one year. To calculate: ((313/12)/ Fortnights Worked) x Salary Paid = Annualised Salary. All annualised fields must be FTE, if the employee does not work full time hours, multiply out their hours worked to equate to being full-time. To calculate: (Full Time Hours / Hours Worked) x Salary Paid = FTE Salary.

Version 2017.1.1 5 Table B: Data Items

Data Item Description Field Type Valid Values 1. Record type Specifies the row contains remuneration data. Every employee record should Numeric 6 have a ‘6’ in this field. 2. AGSN AGSN is a unique identifier issued to an employee by an agency on behalf of the Numeric Seven or eight digit Commission. Please provide the employee’s AGSN that is reported to APSED. It number with no is used to match the employee’s remuneration data to their APSED employment hyphens or spaces record. 3. Date of birth The date of birth of the APS employee. This is used to confirm that the AGSN Numeric DDMMYYYY format supplied matches the individual. 4. Base classification The base classification of the employee at the Date of Effect. Numeric 65 – APS Graduate group 1 – APS 1 Any employee that was a Graduate during the year should be reported as a 2 – APS 2 Graduate regardless of their classification on the Date of Effect. If they advanced 3 – APS 3 from the Graduate classification before 31 December, please report their 4 – APS 4 remuneration data as at their last day as a Graduate. Agencies who have 5 – APS 5 Graduate as a local title must code these employees as ‘65’. 6 – APS 6 7 – EL 1 If the employee is employed within a broadband, the employee’s level within the 8 – EL 2 broadband should be reported. 9 – SES 1 10 – SES 2 APS classification group refers to ‘Approved Classifications’ as defined in 11 – SES 3 sections 5b and 5c of the Public Service Classification Rules 2000.1 12 – SES 1 equivalent 13 – SES 2 equivalent 14 – SES 3 equivalent

1 https://www.legislation.gov.au/Details/F2014C01338

Version 2017.1.1 6 Data Item Description Field Type Valid Values 5. Acting classification The classification of the employee if the employee has been on temporary Numeric 1 – APS 1 group assignment at a higher or lower classification for a continuous period of 90 or 2 – APS 2 more days (i.e. since October 3) on the Date of Effect. 3 – APS 3 4 – APS 4 For agencies that have a multi-tiered Executive Level 2 structure, where an 5 – APS 5 employee is at a lower tier and acting at a higher tier, this is to be reported as 6 – APS 6 partial higher duties in Data Item 36. 7 – EL 1 8 – EL 2 If the employee is employed within a broadband, the employee’s level within the 9 – SES 1 broadband should be reported. 10 – SES 2 11 – SES 3 12 – SES 1 equivalent 13 – SES 2 equivalent 14 – SES 3 equivalent 51 – Agency Head 6. Hours per week The number of hours the employee works per week. Numeric

7. Permanency indicator The basis for engagement of the APS employee as defined in the PS Act s22(2). Numeric 1 – Ongoing employee (PS Act s22(2)(a)) 9 – Non-ongoing: specified term (PS Act s22(2)(b)) 10 – Non-ongoing: specified task (PS Act s22(2)(b)) 8. ANZSCO code This field is used to collect information on the different occupational groupings Numeric ANZSCO codes based on the Australian and New Zealand Standard Classification of Operations (ANZSCO) codes. Completion of this field is not compulsory. The code should reflect the employee’s role for their base classification. 9. APS Job Family code This field is used to collect information on the different occupational groupings Numeric Job Family codes2 based on the APS Job Family Model. Completion of this field is not compulsory but it is strongly encouraged for agencies that have adopted the APS Job Family Model. The code should reflect the employee’s job family for their base classification.

Version 2017.1.1 7 Data Item Description Field Type Valid Values 10.Not in use 11.Gender The gender of the employee. The gender code X should only be used as per the Text M – Male Australian Government Guidelines on the Recognition of Sex and Gender3. Codes only F – Female X – Indeterminate/ Intersex/Unspecified 12.Not in use 13.Not in use 14.Primary employment The industrial instrument governing the terms and conditions of employment for Text EA – instrument the employee. Codes only Enterprise/Certified Agreement AWA – Australian Workplace Agreement PSA – Public Service Act Determinations (PS Act s24(1) & s24(3)) CLA – Common Law Arrangement 15.Other employment Employment instrument that is used to supplement the terms and/or conditions Text IFA – Individual instrument of employment as outlined in the primary instrument. Codes only Flexibility Arrangement If the employee is under more than two instruments, please show the secondary PSA – Public Service instrument of the higher remuneration in this field. Act Determinations (s24(1) & s24(3)) CLA – Common Law Arrangement N/A – No other instrument

2 http://www.apsc.gov.au/publications-and-media/current-publications/job-family-model 3 https://www.ag.gov.au/Publications/Pages/AustralianGovernmentGuidelinesontheRecognitionofSexandGender.aspx

Version 2017.1.1 8 Data Item Description Field Type Valid Values 16.Base salary The annual full-time equivalent salary of the employee’s base classification. Numeric Annualised & FTE 17.Overtime payments The total amount of overtime payments the employee received in the calendar Numeric year. Total 18.Shift penalty payments The total amount of shift penalty payments the employee received in the Numeric calendar year. Total 19.Annual leave loading The total amount of annual leave loading payments the employee received in the Numeric calendar year. Total 20.Maximum The maximum amount that the employee could have potentially received as a Numeric performance bonus performance bonus. Total This field must be completed if Data Item 21 is completed. 21.Actual performance The total performance bonus paid to the employee. Numeric bonus paid in previous This amount cannot exceed the value in Data Item 20. Total 12 months 22.Maximum retention The maximum amount that the employee could have potentially received as a Numeric bonus retention bonus. Total This must be completed if Data Item 23 is completed. 23.Actual retention bonus The total retention bonus paid to the employee. Numeric payments paid in This amount cannot exceed the value in Data Item 22. Total previous 12 months 24.Productivity bonus The total productivity bonuses paid to the employee. Numeric Total 25.Income maintenance Income maintenance if paid as an allowance on top of what has been recorded in Numeric allowance Base Salary. Do not include salary retention or maintenance amounts. Annualised & FTE 26.Individual performance The total amount paid to the employee for individual performance related Numeric related allowances/ allowances/bonuses, including: project allowance, service allowance, specific Total bonuses task/project allowance. 27.Group or whole-of- The total amount paid to the employee for a group or whole-of-agency Numeric agency performance performance related bonus. Total bonus

Version 2017.1.1 9 Data Item Description Field Type Valid Values 28.Additional The annualised FTE amount paid to the employee for additional Numeric duties/responsibilities duties/responsibilities allowances, including: First Aid, Warden, Supervisory, Annualised & FTE allowances Fire Warden, Occupational Health and Safety Representative, Patent Examiner Translation, Use of Force, Workplace Harassment Contact Officer, Workplace Responsibility, Workplace Support, Special Duties Allowance. 29.Qualifications and/or The annualised FTE amount paid to the employee for qualifications and/or skills Numeric skills based allowances based allowances: Dog Handling, Security Clearance, Mandatory Qualification, Annualised & FTE Community Language, Language Proficiency, Skills & Responsibility, Special Skill, Super Systems User, Technical Skills, Welding. 30.Hours of duty The total amount paid to the employee for hours of duty allowances, including: Numeric allowances DLO, Executive Level Time Off In Lieu (TOIL), Long Hours, Field Work, Total Meal, Irregular On-Call, On-call Shipping Incidents Response Coordinators, Restriction, Shift Duty Crib, Technology Services Monitoring, Composite Shift Penalties, Shift (where paid as an allowance i.e. commuted). 31.Not in use 32.Market related The annualised FTE market related allowance paid to the employee for Numeric allowance - specific recruitment/retention for a specific job. Annualised & FTE job i.e. we need to pay more to get people to work in this area/job. 33.Market related The annualised FTE market related allowance paid to the employee for Numeric allowance - specific recruitment/retention for a specific individual and/or qualifications. Annualised & FTE individual i.e. we need to pay more to secure the employment of this individual. 34.Superannuation This is a specific allowance separate to agency contributions. For example, this Numeric allowances may be used for employees 70 years or older to compensate them for no longer Annualised & FTE being eligible for a superannuation salary. Please note all Employer Productivity Super Contributions (EPSC) should be included in Data Item 51. 35.Acting classification The annualised FTE acting classification salary of the employee if the employee Numeric salary has been on temporary assignment to a higher or lower classification for a Annualised & FTE continuous period of 90 or more days (i.e. since October 3) on the Date of Effect.

Version 2017.1.1 10 Data Item Description Field Type Valid Values 36.Partial higher duties The annualised FTE salary of an employee performing partial higher duties Numeric salary (where the full duties of the classification are not being undertaken) and being Annualised & FTE paid a proportionately higher salary. Applicable only where the employee had a period of partial higher duties for a continuous period of 90 or more days (i.e. since October 3) on the Date of Effect.

For agencies that have a multi-tiered Executive Level 2 structure, where an employee is at a lower tier and acting at a higher tier, this is to be reported as partial higher duties.

Do not report the partial higher duties classification in Data Item 5 or any other field. 37.Not in use 38.Expense allowances The total amount paid to the employee for expense allowances, including: Numeric Clothing, Equipment, Fuel, Home Computer, Home Phone, Home Office, Home Total Equipment, Home Fridge, Kilometre Allowance, Mobile Phone, Motor Vehicle, Shoe, Stocking, Tool, Vehicle.

Evidence-based reimbursements are not to be included. 39.Geographic/locality The total amount paid to the employee for geographic/locality allowances, Numeric allowance including: Child, District, Disturbance/relocation, Geographical Rent Assistance, Total Isolated Establishment Allowance (IEA), Leave Fare, Post, Posting Termination Compensation, Remote Localities Assistance, Remote Locality Dependent, Rent Subsidy, Cost of Living. 40.Hardship and difficult The total amount paid to the employee for Hardship and difficult environment Numeric environment allowance allowances, including: Site, Hardship, Antarctic, Diving, Duty at Sea, Field Total Work, Flying Disability, Hardship, Inspection Certifying Dangerous Goods, Magazine (ammunition) Allowance, Marine Crew Accommodation, Multiple Division Site, Self-Contained Breathing Apparatus Allowance, Site Allowance, Sleepover, Southern Ocean Deployability, Southern Ocean Operations Training, Spray Equipment Operation, Task Loading Allowance, Wharf Allowance, Working Conditions Allowance, Attraction Allowance.

Version 2017.1.1 11 Data Item Description Field Type Valid Values 41.Health and lifestyle The total amount paid to the employee for health and lifestyle allowances, Numeric allowance including: Health & Wellbeing, Healthy Lifestyle, Lifestyle Payment, Vacation Total Care, Volunteer Allowance. 42.Not in use 43.Sign-on bonuses The total amount paid to the employee for sign-on bonuses or implementation Numeric bonuses. Total 44.Individual Flexibility This field is to name the conditions addressed by an IFA for those employees Text Free text field, 256 Arrangement who are on an IFA. characters max For example, name the relevant field collected by this survey e.g. base salary and/or performance bonus. Include non-remunerative conditions.

If this field is completed Data Item 15 must contain the code ‘IFA’. 45.Not in use 46.Personal benefits The total of all other monetary and non-monetary benefits provided at the Numeric employer’s expense to or on behalf of an employee as a personal benefit only Total and not classified elsewhere. Do not include any salary sacrifice benefits.

Do not include benefits that are meeting a clear business need. For example, reimbursement of study costs for an employee who is a project officer to undertake project management study or reimbursement of the cost of a home computer so that work can be undertaken at home would not be included.

Additional Death and Invalidity should be included here if not part of government superannuation scheme.

Version 2017.1.1 12 Data Item Description Field Type Valid Values 47.Personal benefits Provide the description of the total of all other monetary and non-monetary Text Free text field, 256 description benefits provided at the employer’s expense to or on behalf of an employee as a characters max personal benefit only and not classified elsewhere. Do not include any salary sacrifice benefits.

Examples include telephones for private use, study (where it is not linked to a business need), gym memberships, reimbursement of non-business expenses, children’s school fees, personal computer leases, on-site child care facilities, attraction benefits, household insurances, professional payments, Qantas club membership and eye glasses. 48.Other supplementary The total amount paid to the employee for other supplementary payments not Numeric payments not otherwise described. Examples include excess flex cash out, legal memberships, Total otherwise described bar memberships and CPA. 49.Name of Name of superannuation fund. Text CSS superannuation fund Codes only PSS Where an employee has multiple funds, please show the fund where the agency PSSap component goes. OTH - Other 50.Superannuation salary Salary for superannuation purposes at the Date of Effect. Numeric Annualised & FTE 51.Agency The annualised FTE employer superannuation contribution. Include Employer Numeric superannuation Productivity Superannuation Contribution (EPSC) where applicable. Annualised & FTE contribution Additional Death and Invalidity is to be included if part of superannuation. 52.Motor vehicle The annualised total cost for a motor vehicle provided for private use (include Numeric cost/EVS provision, running costs, insurance, repairs, maintenance, and any FBT payable). Annualised & FTE Show EVS if appropriate. Do not include salary sacrifice amounts. 53.Cash in lieu of motor The annualised FTE amount paid to the employee where they opted for cash Numeric vehicle instead of a motor vehicle provided for private use. Annualised & FTE This includes FBT on salary sacrificing if paid by the agency. 54.Motor vehicle parking The annualised FTE amount paid to the employee for the cost of parking where Numeric paid for by the agency (including FBT) or cash in lieu of parking. Annualised & FTE

Version 2017.1.1 13 Data Item Description Field Type Valid Values 55.Comments This field is for comments explaining any out-of-range values in the data, and to Text Free text field, 256 confirm queried values are correct. This will assist with the data checking. characters max

Completion of this field is not compulsory. 56.AGS Number This Data Item is used to cross check with Data Item 2 to ensure all data in the Numeric Seven or eight digit line corresponds to one individual employee. Please provide the employee’s number with no AGSN that is reported to APSED. hyphens or spaces 57.APSED agency code Three digit agency code. This is the same value used for APSED files. Every Numeric Agency specific code row in the dataset should contain this code.

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