For Plan Rules, please visit the Admin Manual: Link
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Data Submission Options & GuidelinesThere will be 2 primary ways in which data can be provided to HOOPP ranging from manual entry to almost complete automation. They include:
Information submitted to HOOPP can be done using any combination of the above options as summarized below:
Important: For in-year transactions, we recommend you report this information to HOOPP at least monthly in order to streamline your annual MDC reporting processes. Additionally, for member events such as Enrolments, Terminations, Retirements, Pre-Retirement Death, information should be reported on a regular basis so that we do not delay providing benefit information to our Members. In order to help determine which data submission options makes most sense for your organization, we have provided some recommendations and high level guidelines for how best to submit information to HOOPP.
3. Manual data entry is recommended for low volume transactions that normally include:
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| 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. Enrolments
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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. |
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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 |
| 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 |
| PA | Pension Adjustment for the MDC year | Yes | 5 | Integer | 12594 |
| EmploymentType | Most recent employment status of full-time or part-time. | NO | 2 | Code | FT |
| EmploymentType EffectiveDate | Effective date of the most recent employment status | NO | 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 |
Contributory Leaves - File Requirements
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Contributory Leaves - File Requirements
This file is provided annually as part of the MDC (Member Data Collection) process
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or via Final Events for any leaves of absence if the member was part-time at any
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point during the
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year.
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Information provided will update the member’s leave of absence from non contributory to contributory (i.e. Paid). This information is important since it is used to determine the member’s Early Retirement Reduction factor which plays a role in determining the member’s earliest unreduced retirement date and monthly pension. This information is also required by the Income Tax Act to track the prescribed compensation.
You report the total weeks paid for which the member made contributions during the leave, and the percent of normal earnings
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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. For example:
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. To determine percent of normal earnings, you:
- Total the hours worked during the 10 week period prior to the leave commencement and divide by 10, then
- Divide by the weekly Standard Full-Time hours, then
- Multiply by 100
Formula: (Total hours member worked during 10 weeks /10) / (weekly standard full-time hours) x 100
Example: Member worked total of 150 hours during the 10 weeks prior to the leave.
Percent of Normal Earnings = (Total
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hours member worked during 10 weeks /10) / (
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weekly standard full-time
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Example 2: Member is Full-Time and worked 20 hours per week during the 10 week period prior to leave.
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hours) x 100
- (150/10) / 37.5 x 100 = 40%
Important to note that 100% of Normal Earning’s does not mean the entire leave is changed to Contributory, unless the Part Time member worked full time equivalent hours prior to the leave.
When you submit the data, HOOPP updates the member’s leave of absence to Contributory by taking the Total weeks Paid divided it by the Percent of Normal Earnings. This will determine what portion of the leave will be updated to Contributory. The member will be able to view all updated contributory leave information based on your submission.
Example: Member’s leave of absence is Jan 1 2018 to Sept 30 2018 and you report the contributory leave as:
- Total Weeks Paid = 13
- Percent Of Normal Earnings = 40%
HOOPP will update the member’s leave of absence to Contributory from Jan 1 2018 to August 14 2018 (13 ÷ 40% = 32.5 weeks of the leave will be updated to contributory)
August 15 2018 to Sept 30 2018 will remain as a non-contributory leave of absence. The member will be able to pay for the remainder of leave within 6 months of returning to work (through Remittance Lump Sum Contributions) or they can purchase this service later though a Buyback.
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 paid 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 | 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 (non-contributory leave) | Yes | 8 | Date | 10302015 |
| LeaveEndDate | End date of the leave (non-contributory 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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| 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 If leave has not ended or the end date is unknown, this date can be left blank. | No | 8 | Date | 06302015 |
Retro Contributions - File Requirements
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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 |
| Title | Title of employee | No | 4 | Code | Mr. |
| LastName | Last name of employee | Yes | 40 | Character | Smith |
| MiddleInitial | Middle initial of employee | No | 2 | Character | AC |
| FirstName | First name of employee | Yes | 40 | Character | John |
| DateOfBirth | Birth date of employee | Yes | 8 | Date | 10302015 |
| Gender | Gender of employee | Yes | 1 | Code | M |
| LanguagePreference | Preferred language of the employee | Yes | 1 | Code | F |
| HireDate | Date employee was hired at specific employer | Yes | 8 | Date | 10302015 |
| EnrolmentDate | Date employee was enrolled in the plan | Yes | 8 | Date | 10302015 |
| EmploymentType | Code that indicates employee’s type of employment | Yes | 2 | Code | PT |
| EmploymentType EffectiveDate | Effective date of the employment type | Yes | 8 | Date | 10302015 |
| AnnualizedEarnings | Annualized earnings associated to the year of enrollment | Yes | 8 | Integer | 52000 |
| UnionDesignation | Code identifying member's union designation at that specific employer | Yes | 7 | Code | OPSEU |
| TelephoneNumber | Employee’s primary contact number | Yes | 15 | Character | 4165555555 |
| EmailAddress | Email address of employee | NoYes | 80 | Character | johndoe@email.com |
| AddressLine1 | First line of the employee’s address | Yes | 40 | Character | 123 Street |
| AddressLine2 | Second line of the employee’s address | No | 40 | Character | Apt. #805 |
| AddressLine3 | Third line of the employee’s address | No | 40 | Character | PO BOX 456 |
| City | City of the employee’s address | Yes | 40 | Character | Toronto |
| ProvinceState | Province of the employee’s address | Yes | 2 | Code | ON |
| PostalCodeZipCode | Postal code/Zip code of the employee’s address | Yes | 12 | Character | M5C 3B2 |
| Country | Country of the employee’s address | Yes | 2 | Code | CA |
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- Employee Contributions (Low Contributions, High Contributions)
- Retro contributions contributions
- Pension Adjustment (PA)
- Annualized Earnings (AE)
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| Interface Code | Description |
|---|---|
| M | Male |
| F | Female |
| U | Unspecified |
Title
| Interface Code | Description |
|---|---|
| Ms. | General form of address for woman regardless of marital status. |
| Mrs. | Married Woman |
| Miss | Unmarried Woman |
| Mr. | General form of address for man regardless of marital status. |
| Dr. | Doctor |
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| Interface Code | Description |
|---|---|
| AAHPO | American Armenian Health Professionals Organization |
| CIPP | Clinical Investigator Preparatory Program |
| CLAC | Christian Labour Association of Canada |
| CLC | Canadian Labour Congress |
| CUOE | Canadian Union of Operating Engineers |
| CUPE | Canadian Union of Public Employees |
| EA | |
| IBEW | International Brotherhood of Electrical Workers |
| ICTU | Independent Canadian Transit Union |
| ITE | Institute of Transportation Engineers |
| IUOE | International Union of Operating Engineers |
| LIUNA | Labourers’ International Union of North America |
| MULTI | Multiple Union Designation |
| NONE | No Union Designation |
| NOWU | National Organized Workers Union |
| OCHU | Ontario Council of Hospital Unions |
| ONA | Ontario Nurses’ Association |
| OPEIU | Office and Professional Employees International Union |
| OPS | Ontario Public Service |
| OPSEU | Ontario Public Service Employees Union |
| OTHER | Union Designation Not Listed |
| PHF | Public Health Foundation |
| PNFO | Practical Nurses Federation of Ontario |
| SEIU | Service Employees International Union Healthcare |
| UFCW | United Food and Commercial Workers |
| UNIFOR | Union for Canada |
| UPGWA | International Union, United Plan Guard Workers of America |
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