The CMA Honour System

In the past, any adjustments to your timeslips were made by your field area managers and timekeepers. Now, enhancements to certain screens in the CMA allow you to make your own adjustments (see "Adjusting Timeslips"). Essentially, you are your own timekeeper.

Timeslips are no longer routed for approval (see "Claim Codes Routed for Approval" for exceptions). Instead, they are automatically approved and paid, and then audited by a specially trained team at the Crew Management Centre in Calgary. As your own timekeeper, you are responsible for your timeslips (even if submitted by a fellow employee), and you must make every effort to understand and apply your Collective Agreement, Method of Pay and Local Rules to them.
 

In either case, the auditor will inform you by letter. (In time, a communication screen in the CMA will replace delivery by Canada Post.) If you have been underpaid, you will be instructed to adjust your timeslip yourself. If you have been overpaid, the auditor will authorize the payroll administrative clerk to make the adjustment for you and to claw back the money owing to the Company (the full amount at once).
 

Once the grievance is resolved, the status of the claim in CMA changes from "abeyance" to "approved" or "disapproved," depending on the outcome. A letter and all pertinent documentation is filed by the auditor.

Please pay particular attention to these instructions, because once you have been notified that a claim has been disallowed (i.e., in the opinion of the Company, the claim does not conform with the Collective Agreement, MOP and/or Local Rules), any subsequent submission of a claim of the same type will be flagged and may be viewed as a false wage claim, which could result in a formal investigation and discipline, depending upon individual circumstances. To avoid making a claim that might be viewed by the Company as fraud, be sure you understand the foregoing instructions and apply them to the submission of your claims.
 

If an IP claim is submitted on a working timeslip, the undisputed portion of the timeslip is approved for payment and the IP claim is re-created by the auditor as a non-working timeslip, and then reviewed.

If you submit an IP claim on a non-working timeslip, be sure the date, start time and end time match the original working timeslip.
 

The auditor judges the claim to be payable (approved) or not payable (disapproved) under the terms of your current Collective Agreement, MOP and Local Rules.

Approved

If your claim is approved, the auditor sends you a letter that informs you of what you are entitled to and instructs you to make an adjustment to the working or non-working timeslip on which the IP claim was originally submitted.

If you submitted an IP claim because the CMA did not accept the code you wished to use, then the auditor will make the adjustment for you. The auditor will then update the CMA to accept that code in the future, if appropriate.

Disapproved

If your claim is disapproved, the auditor sends you a letter that explains the judgement in terms of your current Collective Agreement, MOP or Local Rules. The payroll administrative clerk makes the adjustment in your timeslip.
 

Once the grievance is resolved, the status of the claim in CMA changes from "abeyance" to "approved" or "disapproved," depending on the outcome. A letter and all pertinent documentation is filed by the auditor.

Please pay particular attention to these instructions, because once you have been notified that a claim has been disallowed (i.e., in the opinion of the Company, the claim does not conform with the Collective Agreement, MOP and/or Local Rules), any subsequent submission of a claim of the same type will be flagged and may be viewed as a false wage claim, which could result in a formal investigation and discipline, depending upon individual circumstances. To avoid making a claim that might be viewed by the Company as fraud, be sure you understand the foregoing instructions and apply them to the submission of your claims.
 

The XX Code is no longer accepted by the CMA. Refer to the claim codes list for the proper code. If you are unsure which code to use, use the IP code.

The SS Code

The SS (Special Services) code is no longer accepted by the CMA. Replace it with the code pertaining to the location of your home terminal (see "Location Codes for Local Agreements"). For example, MI and XI are used if your home terminal is Minnedosa: MI is used for a miles or time claim (chargeable miles) and XI is used for a dollar claim (non-chargeable miles). The location codes also appear on the master list.

The location code is used for any local arrangements made between you and your manager. These claims will be automatically approved, but later reviewed by your field area manager. Be sure to provide your reason for the claim, and the name of the manager who approved it, in the comments section of your claim. These claims can be submitted on a working or non-working timeslip.
 
 

Q: I was paid at passenger rates when I am entitled to freight rates. How do I adjust my timeslip if I do not have access to change my rate?
A: Change the job-type code to 04 on the REVISE TIE-UP screen, and your rate will be adjusted to freight rate.
 

Q: I was called as a helper and then promoted to be foreman for the shift. The system generated helper rates when I’m entitled to foreman’s rates. How do I adjust this?
A: You do not have access to change your craft code on the REVISE TIE-UP screen. You must, therefore, submit a lost-wage claim for the difference. The claims analyst will investigate.
 

Q: CMA did not generate my general holiday (GH). Do I submit a GH myself or contact the payroll administrative clerk?
A: You will not be able to submit a GH. Instead, submit an SH, which will go through for payment automatically and be audited later.
 

Q: My annual vacation daily rate is incorrect. Do I submit a claim for the difference?
A: No. Please contact the annual vacation clerk at (403) 319-6915 for verification. He or she will be sure that you receive the difference.
 

Q: Will assistance with tie-up and timeslip inquiries still be offered? By whom? What will the hours be for this service?
A: A temporary 24-hour help line will be available for an undetermined period of time after the implementation of the Honour System. CMC Payroll Administration will continue to be available as usual. Hours of operation are Monday to Friday, 0800 to 1600 Calgary time.
 

Q: Can another employee make an adjustment to my timeslip?
A: No. Only you have access to your TIMESLIP ADJUSTMENT screen.
 

Q: How will the auditor determine if an invalid claim was just an "honest mistake" on my part (e.g., I meant to claim $80.00, but claimed $800.00 by adding an extra 0)?
A: It will be up to the auditor to assess the circumstances and make the judgement.
 

Q: What happens if I make a mistake on my tie-up and do not realize it?
A: You should realize the mistake once you have received your pay stub, and you must correct it immediately.
 

Q: Will I have the ability to undefer my ticket past the 24-hour period?
A: No. This can only be changed within the 24-hour period following your tie-up. Once your timeslip is deferred, you will not be able to undefer it after that time.
 

Q: If I want to make an adjustment to a timeslip that has been deferred, will the timeslip remain deferred?
A: Yes, the deferred flag will remain on the adjusted ticket.
 

Q: If I do not agree with a decision made by the auditor, and want to grieve it, will the money remain paid until the outcome of the grievance?
A: No, the money will be clawed back by the payroll administrative clerk when the discrepancy is found by the auditor. If the grievance is later resolved in your favour, all money will be reimbursed.
 

Q: If within the 24-hour period after tieing up, an adjustment is needed, do I go to the TIMESLIP ADJUSTMENT screen or REVISE TIE-UP screen?
A: It really doesn’t matter which selection you make to do the adjustment. The only difference between the two is that in the REVISE TIE-UP screen you are able the undefer and defer the timeslip. We suggest that if you are within the 24-hour period, to use the REVISE TIE-UP screen. This way you are not creating a credit and debit on your timeslip.
 

Q: Can I submit an IP claim on a working timeslip?
A: Yes, an IP claim can be submitted on a working or non-working timeslip.
 

Q: Can I submit a location claim code (e.g., MI or XI) on a working timeslip?
A: Yes, a location claim code can be submitted on a working or non-working timeslip.
 

Q: Will the local agreement claims be automatically paid?
A: Yes, these claims will be automatically paid and reviewed later by your field area manager.
 

Q: How long will it take for the auditor to send me a reply to my IP claim?
A: IP claims will be reviewed on a daily basis. Depending on the number of IP claims awaiting review, you should receive the letter within four to six days. The response time will never exceed 30 days from the day the claim was submitted.

Q: Do the TIMESLIP INQUIRY and TIMESLIP ADJUSTMENT screens display the same information? What is the difference between the two?
A: Yes, the screens display the same information. The only difference between the two is that you can edit the TIMESLIP ADJUSTMENT screen.
 

Q: If my timeslip is not being adjusted by a field area manager anymore, how long do I have to file a formal grievance?
A: You have 60 days from the time you receive the letter from the auditor to file a formal grievance.
 

Q: Will the Honour System affect any pay-sensitive Local Rules?
A: No. All current pay-sensitive Local Rules will continue to be recognized and will remain the same.
 

Q: Will non-productive wage claims being handled by the claims analyst be audited within the Honour System?
A: No, the auditors who are part of the Honour System will not audit these claims.
 

Q: How many times can a timeslip be adjusted?
A: There is no limit to the number of times a timeslip can be adjusted.