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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 |
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).
Note: Approved non-statutory leaves (code 07) cannot be less than 31 days as contributions are mandatory. All other leave types can be less than 31 days.
Leaves should be reported to HOOPP throughout the year. This file could be provided to HOOPP on a scheduled basis, such as monthly, to report new leaves, update previously reported leave information (e.g. first file reports leave start date, subsequent file provides leave end date) or provide corrections to previously reported leaves.
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
This file is provided in-year as part of the remittance Monthly Contribution Reporting (MCR) process.
Within the MCR process, the total retro payment along with the corresponding member data associated with the payment is remitted to HOOPP. This file provides the member data in respect of the retro contributions, applicable year and year paid to the member. If a member has a retro payment that affects multiple years, a row should be provided for each Retro Year impacted.
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
This file is provided in-year as part of the Basic Member Data - Data Collection process.
This file is used to update basic information about members that are currently enrolled in the pension plan (but may or may not be currently contributing to the plan).
Any changes to the member’s basic information should be reported throughout the year whenever a member’s basic information such as First Name, Last Name, SIN, Employment Type, Contribution Status, etc have changed or needs to be corrected.
A change to contributory status only applies when a member who was previously contributing to the Plan waives his/her right to continue making contributions, or was previously waived and is returning to a contributory status. This status is not used as a general indicator of contributing vs. not contributing. There are very specific rules regarding when a member can make this election (please refer to the HOOPP Employer Administration Manual for more information).
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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