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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 | Yes | 8 | Date | 10302015 |
| 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 | 51.05 |
| 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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Leaves of Absence - File Requirements
This file is provided in-year as part of the Leaves of Absence - Data Collection process. Information provided will update the member’s employment record with any leaves the member has taken through the year, the type of leave and start and/or end dates for the leave. In addition, this file is used to report approved work schedule reductions (formerly referred to as a temporary period of reduced earnings).
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You can choose to send net data changes only or accumulated employee data within the reporting file. For example, the first, second and third file reports an employee’s leave start date only and a fourth file provides both leave start and end date. The employee can be provided in the file each month, however, this is only possible within the payroll year. You cannot provide accumulated data for more than one payroll year – i.e. the same employee / same leave cannot be included for 2 years in a row. At the start of each payroll year, you would need to “reset” and provide net changes for the new payroll year.
| Header Name/Field Name | Description | Mandatory Field | Max Field Length | Data Type | Example |
|---|---|---|---|---|---|
| SIN Social Insurance Number | 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 non-contributory leave type | Yes | 2 | Code | 03 |
| LeaveStartDate | Start date of the leave | Yes | 8 | Date | 012302015 |
| LeaveEndDate | End date of leave | No | 8 | Date | 06302015 |
Retro Contributions - File Requirements
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Retro contributions provided, is in respect of prior years’ only and not the current calendar year, or a year for which MDC data has not yet been reported. This means that any payment received in the current year, for prior years, is considered to be retro (i.e. a settlement paid in 2016 pertaining to 2015 and 2014). Any payment received in the current year, for the current or MDC year should be reported through the annual MDC process.
| 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 |
| YearRetroPeriod | Year retro paid to member | Yes | 4 | Date(Year Only) | 2016 |
RetroYear | Year retro contribution is applicable to member | Yes | 4 | Date(Year Only) | 205 |
| RetroLowContributions | Contributions in respect of retro earnings paid | Yes – if no Retro | 9 | Decimal | 523.64 |
| RetroHighContributions | Contributions in respect of retro earnings paid | Yes – if no Retro High | 9 | Decimal | 321.23 |
Member Basic Info - File Requirements
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Note: Changes to a member’s SIN, name and contributory status are typically lower volume updates. However, part-time to full-time status changes are more common. As an option, this file can be programmed to support only a sub-set of data changes such as employment type changes only, or employment type and name changes.
| Field Name | Description | Mandatory Field | Max Field Length | Data Type | Example |
|---|---|---|---|---|---|
| Current SIN | Current Social Insurance Number that is to be replaced. No hyphens or spaces. | Yes | 9 | Integer | 123456789 |
| NewSIN | New Social Insurance Number that is replacing the current SIN on file. No hyphens or spaces. | No | 9 | Integer | 987654321 |
| Title | Title of member | No | 4 | Code | Mr. |
| LastName | Last name of member | Yes | 40 | Character | Smith |
| MiddleInitial | Middle initial of member | No | 2 | Character | AC |
| FirstName | First name of member | Yes | 40 | Character | John |
| DateOfBirth | Birth date of member | No | 8 | Date | 10302015 |
| Gender | Gender of member | No | 1 | Code | F |
| EmploymentType | Code that indicates member’s type of employment | Yes, if Employment status Effective Date is provided | 2 | Code | PT |
| EmployementTypeEffectiveDate | Effective date of the employment type | Yes, if Employment status Effective Date is provided | 8 | Date | 10302015 |
| ContributoryStatus | Code that indicates member’s contributory status | Yes, if Employment status Effective Date is provided | 2 | Code | CN |
| ContributoryStatusEffectiveDate | Effective date of the contributory status | Yes, if Employment status Effective Date is provided | 8 | Date | 10302015 |
Events (Termination & Retirement) - File Requirements
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