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This file is provided annually as part of the MDC (Member Data Collection) process. 

Information provided in this file will update all active member’s employment records with HOOPP related to contributory service, contributions, pension adjustment amounts, and changes in their full-time/part-time status.  It also allows you to provide Annualized Earnings for any employees who waived the right to contribute (prior to January 1, 2014) as a result of an employment status change from full-time to part-time.

Information provided should only include members who are active (i.e. currently employed). If the member terminated employment within the year they must be excluded from this file since the data has already been reported to HOOPP.
The following is a summary of requirements for reporting total weeks and contributions:

• Weeks and contributions reported should reflect both regular and overtime hours up to the full-time equivalency with contributions deducted on the straight-time portion of all pensionable earnings that are paid in the calendar year.   

Total weeks and contributions reported must not exceed 52 weeks for a given calendar year. For example, if the position is based on full-time of 1950 hours for a full calendar year, then contributions are deducted on all pensionable earnings up to 1950 hours. Contributions should not be deducted for hours the member works above the FTE for their position in any year.

Exception: In a 27 pay period year weeks must also not exceed 52 weeks, however you must report contributions from pensionable earnings for the extra pay period, even if the member has already reached the FTE for their position on or before the 26th pay period. Contributions should be deducted on all pensionable earnings up to the FTE for the member’s position plus the regular hours associated with the additional pay period.   For example, if the position is based on full-time of 1950 hours (37.5 hours per week) then contributions would be made to a maximum of 2025 full-time hours.

Reported weeks and contributions are based on the maximum full-time standard hours that are available. This means that, if a member is full-time for the entire year, the member’s weeks and contributions should be based on 52 weeks. If less than 52 weeks of service is reported: 

• A valid reason must be provided, such as reporting a leave of absence to account for the service shortfall via the Leaves of Absence file, or update the member status to part-time if they have changed their employment type. Or, 
• If a member has less than 52 weeks but more than or equal to 51 weeks, weeks can be adjusted to 52 without adjusting contributions. This is meant to accommodate minor deviations (up to -1 week) from contributing at the full FTE for the period that may result from payroll scheduling and/or instances in which member trade shifts in one calendar for shifts that fall in the subsequent year. 

If a member enrols or terminates part way through the year, contributions will be deducted from pensionable earnings on fewer than the full-time equivalent (FTE) hours in a year for their position. Determine the maximum hours on which contributions can be deducted by prorating the FTE hours for the full calendar year to reflect the portion of the year actually worked. This will give you the FTE maximum possible hours for the period (the partial year). Deducting contributions on pensionable earnings up to the maximum of the possible hours in the FTE for the period ensures that the possible weeks of contributory service in the period will not be exceeded.  

Example:

A new employee is enrolled in the Plan effective March 15. The FTE for her position is 1950 hours for a full calendar year. Between March 15 and December 31 there are 292 days which represents 80% of a full calendar year (292 ÷ 365 = 0.8). The maximum hours on which you should deduct contributions is therefore 1560 hours (1950 hours x 80%)
 
In addition to the above, if the member has made contributions for a reported leave of absence within the MDC year, those weeks and contributions must be reported and included in the weeks and contributions total.

Exception: If weeks and contributions for periods of leave within the MDC year have already been reported as a lump sum contribution via the Remittance process for the same MDC year, they should be excluded from this file. Weeks and contribution information previously reported should not be reported again. For clarification, the 'Total Weeks Paid' reported within the Contributory Leave file must be included in the MDC Weeks total.
Note: Annualized earnings is only required for a very specific group of inactive members and represents a very low volume. If this information is not available from your payroll system and you are unable to program this requirement, you may choose not to populate this field. Within the HOOPP data collection process, we will review the data in the file and identify any members for which we are expecting Annualized Earnings. If it is expected and not provided, you will be prompted to provide this information by manually entering in the value.

Non Contributory Leaves

Contributory Leaves