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As part of the MDC reporting process, Employers are required to report contributory weeks for any leaves of absence if the member was part-time at any point during the MDC year. If the member was full-time for the entire MDC year this information should be excluded from this file since the information is reported through the MDC file.
To report a contributory leave through the MDC process you will need to provide the following information:
- Leave Type
- Leave Start Date
- Leave End Date
- Total Weeks Paid
- % Of Normal Earnings
The contributory leave information can be reported using the file upload process, file builder process, or by manually entering in the information.
Contributory Leaves File Requirements
This file is provided annually as part of the MDC (Member Data Collection) process.
Information provided will update the member’s employment record with HOOPP for leaves where the member was part-time at any time within the MDC year. The information advises HOOPP of the total number of weeks for which the member made contributions, and the percent of normal earnings (i.e. parttime service ratio) prior to leave commencement.
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.
Example 1:
Member is a Part-Time and worked two 7.5 hour shifts per week during the 10 week period prior to leave.
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
Example 2:
Member is Full-Time and worked 20 hours per week during the 10 week period prior to leave.
Percent of Normal Earnings = (Total “actual” hrs worked) / (Total “full-time equivalent” hrs worked) Percent of Normal Earnings = [(20 x 10) / (37.5 x 10)] x 100 = [(200) / (375)] x 100 = 53.33
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 contributory 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.
Field Name | Description | Mandatory Field | Max Field Length | Data Type | Example |
|---|---|---|---|---|---|
| SIN | Social Insurance Number No hyphens or spaces | Yes | 9 | Integer | Decimal |
LastName | Last name of member | Yes | 40 | Charcater | Decimal |
| FirstName | First name of member | Yes | 40 | Character | Smith |
| LeaveType | Reason code for the contributory leave type | Yes | 2 | Code | 03 |
| LeaveStartDate | Start date of the leave | Yes | 8 | Date | 10022014 |
| LeaveEndDate | End date of the 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 | 51.03 |
| PctofNormalEarnings | Percent of normal earnings (i.e. parttime service ratio) prior to leave commencement. If full-time prior to leave then report 100. | Yes | 5 | Decimal | 50.3 |