Data Submission Options & GuidelinesThere will be 2 primary ways in which data can be provided to HOOPP ranging from manual entry to almost complete automation. They include: - Manual data entry via an on-line tool within our Employer Portal
- File uploads
- Using a pre-programmed file (created by your IT department or payroll provider)
- Using HOOPP’s ‘file builder’: a pre-formatted .csv / excel-compatible template to update
information directly into a spreadsheet.
Information submitted to HOOPP can be done using any combination of the above options as summarized below: | Member Data Type | Frequency | Options Supported |
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| Member Data Collection (MDC) | Annual | File Upload, File Builder, Manual | | Contributory Leaves | Annual | File Upload, File Builder, Manual | | Leaves of Absence | In-year | File Upload, File Builder, Manual | | Enrolments | In-year | File Upload, File Builder, Manual | | Final Data: Retirements / Terminations | In-year | File Upload, File Builder, Manual | | Member Information Updates | In-year | File Upload, File Builder, Manual | | Previous Year Adjustments (via Remittance process) | In-year | File Upload, File Builder, Manual | | Retro Contributions (via Remittance process) | In-year | File Upload, File Builder, Manual | | Lump Sum Contributions (via Remittance process) | In-year | Manual Only | | Retirement Notice | In-year | Manual Only | | Final Data: Death | In-year | Manual Only |
Important: For in-year transactions, we recommend you report this information to HOOPP at least monthly in order to streamline your annual MDC reporting processes. Additionally, for member events such as Enrolments, Terminations, Retirements, Pre-Retirement Death, information should be reported on a regular basis so that we do not delay providing benefit information to our Members. In order to help determine which data submission options makes most sense for your organization, we have provided some recommendations and high level guidelines for how best to submit information to HOOPP. - In general for Employers with more than 40 HOOPP members, we recommend file uploads be used for the following:
- Member Data Collection (MDC)
- Contributory Leaves o Leaves of Absence*
- Retro Contributions
2. As a second priority, and depending on transactional volumes and member count, we recommend you also develop files for:
- Final Data – Retirements / Terminations*
- Enrolments*
- Member Basic Information (for full-time / part-time status changes)*
*This information is provided to HOOPP throughout the year. If file uploads are used you can simplify your reporting processes by uploading these files on a periodic basis such as each pay period or each month.
3. Manual data entry is recommended for low volume transactions that normally include: - Member Basic Information (for Name, SIN, Contributory Status changes)
- Previous year adjustments (submitted via the Remittance process)
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