This section provides guidance on how to submit Enrolments to HOOPP, FAQs and common data validation messages that you may encounter when enrolling members.
Job Aids
How to complete an enrolment event
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Other process information and instructions
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Providing employees with a copy of the HOOPP Handbook:
As a participating employer, providing the HOOPP Handbook to new employees, including part-time and other non-full-time employees, within 30 days from date of hire is your responsibility. Fortunately, we’ve made it easier for you to provide a copy to your employees:
Download a copy of the HOOPP Handbook in English or French.
To ensure that you’re sending the latest copy of the Handbook, we encourage you to follow the links and download a copy prior to sending to new hires.
Email each new employee and attach a PDF version of the HOOPP Handbook.
To ensure compliance with pension legislation, the HOOPP Handbook must be attached as a PDF file in the email and cannot be uploaded to an internal site or server and be sent in the email body as a link.
While the HOOPP Handbook can now be sent digitally, employees must also be provided with the ability to receive a hard copy. In discussions with your employees let them know that you will be sending them the HOOPP Handbook by email, unless their preference is to receive the Handbook in print. Since this is a new process, we’ve provided sample email content below for you to leverage when sending the Handbook to employees.
Email sample:
Great news! You are eligible to join HOOPP, a world-class pension plan that can help you build a financially secure retirement. Please find attached a copy of the HOOPP Handbook, which has key information about the HOOPP pension and your rights and obligations under the Plan. I encourage you to review it and learn more about everything HOOPP can provide you, including a reliable pension paid for life, early retirement options, survivor benefits, inflation protection and more. If you would like to receive a paper copy of the handbook, please let me know.
To learn more about the HOOPP pension and to see examples of how much you would contribute and what you could receive, visit Joining HOOPP.
Sample key messaging on how HOOPP can add value:
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Planning for the future is critical and as an employee of a participating HOOPP employer, you are eligible to join HOOPP, a world-class pension plan that can help you build a financially secure retirement.
Through disciplined saving, members in the Plan are better equipped for retirement than most Canadians as members will not outlive their pension and they get more for their money as their pension may receive cost of living increases (subject to board approval).
Members can rest assured knowing that the Plan provides survivor benefits to help protect loved ones should they pass away before or after retirement, as well as disability benefits for eligible members on health leave.
Members have the peace of mind knowing that the pension Fund is managed by investment professionals and that their pension is based on a formula, and not based on market returns.
And lastly, don’t forget the flexibility aspect of the Plan – even if members leave their employers, their pension is theirs to keep, and if their next employer also participates in HOOPP, their pension is portable and can continue to grow at their new HOOPP employer.
FAQs
What if a member participates at more than one HOOPP employer?
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Yes, a copy of the Handbook (either digital or physical copy) must be provided to all new employees within 30 days of hire – even if the employee is non-full-time as part of legislative requirements. The HOOPP Handbook provides an overview of the main features of the HOOPP pension and how it can help provide financial security in retirement. It supports employees to understand their rights and responsibilities, and to make an informed decision – even if there is no ‘interest’ in joining, it’s mandatory that employees receive information about the Plan itself.
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Enrolment for full-time employes is not optional. All full-time employees must be enrolled in the HOOPP pension plan upon hire and start contributing. Studies show, that if individuals were left to save on their own – they tend to save less, save later, and not as consistently than under a collective plan with mandatory contributions and automatic enrolmentWhen participating in a plan with mandatory contributions, members automatically build towards a secure retirement with each pay cheque. When left up to individuals to save, people tend to save later, save less, and save less consistently. An exception to join HOOPP can be made if an employee objects due to religious reasons –for more information, please visit the Employer Admin Manual/Getting Started.
Data validation and common errors
Data validations are performed against the information that you provide to ensure that all member information is complete and accurate. If you encounter data validation messages when enrolling your employee, you can refer to this resource for common warnings and errors. If you have additional questions, please call your dedicated Employer Services Specialist.
IMPORTANT:Please ensure to double check to verify the correct and most up to date member contact information including the mailing address, phone number and email. To fulfil our role as a pension plan administrator it's vital for us to have accurate and current contact information so that we can communicate and engage with our members. At enrolment, we rely upon employers to provide this information. Once enrolled, we expect members to inform us of any changes to their personal contact information, and for employers to report any changes to their employment status and other required information.
Message ID | Validation Message | Action Required |
5400
| The Employment Type Effective Date cannot be prior to the Hire Date. Please correct the Employment Type Effective Date. | A members full-time/part-time status effective date cannot be prior to their hire date. Please review the information and adjust as needed - e.g. you may need to update the effective date to equal the hire date, or correct the hire date if it was not accurate. |
6097
| Please verify that SIN and enrolment information is correct for this member. If correct, please contact HOOPP. | According to our records, this employee already exists, however, the SIN and Date of Birth do not match what is already on file. Please verify the provided SIN and data of birth and make any necessary corrections. If the information provided is correct, please reach out to your Specialist for support. |
5467
| Member is already enrolled with HOOPP at your organization with a Hire Date of [MM/DD/YYYY] and Enrolment Date of [MM/DD/YYYY] | According to our records, this employee is already enrolled at your organization based on the SIN provided. You can search the member from the Member Profile to confirm if the member is already enrolled. Please cancel this event or adjust the information if any errors. |
5485
| The Enrolment Date predates the Date of Hire; please correct data. | A member cannot be enrolled prior to their hire date at your organization. Please review the enrolment date and hire date and correct the information as needed. |
6355
| The reported Enrolment Date is in a prior year. Please confirm this is a late Enrolment. | According to the information you provided, the member was late enrolled to HOOPP. Please verify the enrolment date provided and correct, if needed. Otherwise, if the enrolment date is correct, please provide a 'Warning Override' to proceed. |
1817
| HOOPP only allows future dated enrolments to be processed [NN] days from execution date. | Enrolments cannot be future dated by more than 30 days in advance. Please save the enrolment for reference, and once the enrolment is within 30 days, return to the enrolment event and submit to HOOPP. |
2523
| According to our records, this member is in receipt of a HOOPP pension. If the member wishes to re-enroll, the monthly pension will be suspended.
If the member wishes to proceed with the enrolment, please select the override reason.
| Please ensure you discuss this enrolment with your employee to confirm if they wish to proceed with their enrolment since they are already in receipt of a HOOPP pension.
If the member confirms, select a Warning Override reason – "Yes, the member wishes to re-enroll." HOOPP will be in contact with the member to discuss their options. |
4134
| Email address provided belongs to another HOOPP member. Please validate and correct the provided information. | Email addresses cannot be shared amongst other HOOPP members. The email address needs to be corrected. |
2519
| Enrolment Date cannot be greater than the Full-Time Status Effective Date. | An employee's enrolment to HOOPP is mandatory upon the date they become full-time. Please review and correct the dates provided. |
2667
| Member has been previously terminated or retired and the reported Enrolment Date is prior to the previously reported Employment End Date. Please contact HOOPP if the reported Enrolment Date is correct. | This employee has already been terminated or retired from your organization and the new enrolment date must be after the member terminated or retired.
Please correct the enrolment date or if this date is correct, contact HOOPP for more information. |
Data collection file layout and requirements
If you are providing information to HOOPP using the file upload or the file builder feature, below is a link to the file and field formats requirements. The link includes information such as mandatory vs. optional field for input, field length and type.
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