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Contributory Leaves - File Requirements
This file is provided annually as part of the MDC (Member Data Collection) process or via Final Events for any leaves of absence if the member was part-time at any point during the year.
Information provided will update the member’s leave of absence from non contributory to contributory (i.e. 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 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
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Percent of Normal Earnings = (Total hours member worked during 10 weeks /10) / ( 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.
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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)
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| Field Name | Description | Mandatory Field | Max Field Length | Data Type | Example |
|---|---|---|---|---|---|
| SIN | Social Insurance Number No hyphens or spaces | Yes | 9 | Integer | 123456789 |
| LastName | Last name of member | Yes | 40 | Character | Smith |
| FirstName | First name of member | Yes | 40 | Character | John |
| LeaveType | Reason code for the contributory leave type | Yes | 2 | Code | 03 |
| LeaveStartDate | Start date of the leave (non-contributory leave) | Yes | 8 | Date | 10302015 |
| LeaveEndDate | End date of the leave .(non-contributory leave) If leave has not ended and the end date is unknown, input December 31 of the applicable MDC year. | Yes | 8 | Date | 10302015 |
| TotalWeeksPaid | Total contributory weeks for the specified leave period Note: If weeks for the same MDC year has already been reported through lump sum contributions via the Remittance process, they must be excluded from this total. | Yes | 4 | Decimal | 51.05 |
| PctofNormalEarnings | Percent of normal earnings (i.e. part-time service ratio) prior to leave commencement. If full-time prior to leave then report 100. | Yes | 5 | Decimal | 50.3 |
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