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Contributory Leaves - File Requirements

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

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or via Final Events for any leaves of absence if the member was part-time at any

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point during the

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year.

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        Information provided will update the member’s leave of absence from non contributory to contributory (i.e.

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Since the hours of a part-time member can fluctuate, you should average the hours for the 10-week period leading up to the leave.  Percent of normal earnings is determined as the total number of hours worked during the 10 week period, divided by the number of standard full-time hours available during the 10 week period.  For example:

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Paid). This information is important since it is used to determine the member’s Early Retirement Reduction factor which plays a role in determining the member’s                earliest unreduced retirement date and monthly pension.  This information is also required by the Income Tax Act to track the prescribed compensation.   

        You report the total weeks paid for which the member made contributions during the leave, and the percent of normal earnings. To determine percent of normal earnings, you: 

• Total the hours worked during the 10 week period prior to

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• • Percent of Normal Earnings = (Total “actual” hrs worked) / (Total “full-time equivalent” hrs worked) 
  • Percent of Normal Earnings = [(2 x 7.5) x (10)] / [(37.5) x (10)] x 100 = [(150) / (375)] x 100 = 40.00

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• the leave commencement and divide by 10, then
• Divide by the weekly Standard Full-Time hours, then
• Multiply by 100

Formula:  (Total hours member worked during 10 weeks /10) / (weekly standard full-time hours) x 100

Example: Member worked total of 150 hours during the 10 weeks prior to the leave.  

Percent of Normal Earnings = (Total

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hours member worked during 10 weeks /10) / (

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weekly standard full-time hours) x 100

• (150/10) / 37.5 x 100 = 40% 

Important to note that 100% of Normal Earning’s does not mean the entire leave is changed to Contributory, unless the Part Time member worked full time equivalent hours prior to the leave.

When you submit the data, HOOPP updates the member’s leave of absence to Contributory by taking the Total weeks Paid divided it by the Percent of Normal Earnings.   This will determine what portion of the leave will be updated to Contributory.  The member will be able to view all updated contributory leave information based on your submission.

Example: Member’s leave of absence is Jan 1 2018 to Sept 30 2018 and you report the contributory leave as:

• Total Weeks Paid = 13
• Percent Of Normal Earnings = 40%

HOOPP will update the member’s leave of absence to Contributory from Jan 1 2018 to August 14 2018 (13 ÷ 40% = 32.5 weeks of the leave will be updated to contributory)

August 15 2018 to Sept 30 2018 will remain as a non-contributory leave of absence. The member will be able to pay for the remainder of leave within 6 months of returning to work (through Remittance Lump Sum Contributions) or they can purchase this service later though a Buyback.

If the member was full-time for the entire MDC year, they should be excluded from this file. The weeks and contributions made for the leave period are included in the total weeks provided in the MDC data file – i.e. the MDC data file includes total weeks and contributions for both regular time and for periods of paid leaves for the MDC year.  The Leaves of Absence and MDC data files are all that are required to report this information to HOOPP for full-time members. 
 
Note: If the leave was not previously reported to HOOPP via the Leaves of Absence process, you can report net new contributory leaves for part-time members within this file. If the leave was previously reported to HOOPP but corrections are required, you must report these corrections through the Leaves of Absence file.

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