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The following are the general file format requirements that applies across all files.
| Req ID | Requirement Description |
|---|---|
| G1 | Files must be encoded in ANSI format. |
| G2 | Files must have a “.csv” extension. |
| G3 | Data is delimited by a comma. |
| G4 | Files must contain a header record in the first row of the data field and delimited by a comma. All headers are mandatory, and each file must contain all specified headers even if no data is being reported under that header. The header names are listed in the “Field Name” of the specific file layouts in the sections that follow. |
| G5 | All fields must follow the order as specified in the file layouts in the sections that follow. |
| G6 | Each field must follow the supported data types as indicated in the file layouts. Data formats supported include:
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| G7 | The following file types must NOT contain multiple lines for the same SIN.
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| G8 | The following file types may contain multiple lines for the same SIN.
For example, if one member has a retro payment that impacts multiple years, the member record will be repeated for each year of retro data. |
| G9 | SIN, Last Name and First Name are mandatory fields in all files. The SIN will be used as the “key identifier” in each file to match reported data to the associated member record that HOOPP has on file. If the SIN, Last Name and/or First Name values are different from what HOOPP has on file, the reported values will not be used to update the members information that HOOPP has on file. SIN, Last Name, Middle Initial, and First Name can be updated as part of the Member Basic Info file only. SIN and name changes reported via the Member Basic Info data process (either through file upload or via manual entry) will update the Member’s information that HOOPP has on file. |
| G10 | You must only report net new data changes for the following in-year data files:
Employee information should not be duplicated file over file. For example, an employee’s termination information must only be provided once in a single file. |
MDC Data - File Requirements
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Information provided in this file will update all active member’s employment record with HOOPP related to contributory service, required contribution amounts, pension adjustment and changes in their full-time/parttime status. It also allows you to provide Annualized Earnings for your employees that 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 must only include members who are active (i.e. currently employed) within the MDC year. If the member terminated employment within the year they must be excluded from this file since the data has already been reported to HOOPP. Note: if you reported a Retirement Notice for a member where the employment end date is after the MDC year and final data has not been reported to HOOPP, you must include the MDC information for these members.
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:
- and expected to be worked by that employee to maintain their full-time status. If service reported is less than a defined threshold where it is unlikely the member is full-time:
- 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 - members trade shifts in one calendar year for shifts that fall in the subsequent year.
- members trade shifts in one calendar year for shifts that fall in the subsequent year.
- If the member enrols or terminates part way through the year, contributions should 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 FTEmaximum possible hours for the period (the partial year). Deducting contributions on pensionable earnings up to athe 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.
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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 |
| Weeks | Total contributory weeks for the MDC year | Yes | 4 | Decimal | 51.05 |
| LowContributions | Total low contributions for the MDC year | Yes | 9 | Decimal | 523.64 |
| HighContributions | Total high contributions for the MDC year | No | 9 | Decimal | 321.23 |
| PA | Pension Adjustment for the MDC year | Yes | 5 | Integer | 12594 |
| EmploymentType | Most recent employment status of full-time or part-time. | YesNO | 2 | Code | FT |
| EmploymentType EffectiveDate | Effective date of the most recent employment status | YesNO | 8 | Date | 10302015 |
| AnnualizedEarnings | Annualized earnings for the MDC year. This field will normally be blank. Only provide if the member has waived contributions with HOOPP before January 2014. | No | 8 | Integer | 52000 |
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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 (37.3 hours per week) then contributions would be made to a maximum of 2025 full-time hours.
- Reported
- 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:
- and expected to be worked by that employee to maintain their full-time status. If service reported is less than a defined threshold where it is unlikely the member is full-time:
- 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
- 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 year for shifts that fall in the subsequent year.
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