For Plan Rules, please visit the Admin Manual: Link

Data Submission Options & Guidelines

There will be 2 primary ways in which data can be provided to HOOPP ranging from manual entry to almost complete automation.

They include:

- Manual data entry via an on-line tool within our Employer Portal
- File uploads
  - Using a pre-programmed file (created by your IT department or payroll provider)
  - Using HOOPP’s ‘file builder’: a pre-formatted .csv / excel-compatible template to update
    
    information directly into a spreadsheet.

Information submitted to HOOPP can be done using any combination of the above options as summarized below:

Member Data Type	Frequency	Options Supported
Member Data Collection (MDC)	Annual	File Upload, File Builder, Manual
Contributory Leaves	Annual	File Upload, File Builder, Manual
Leaves of Absence	In-year	File Upload, File Builder, Manual
Enrolments	In-year	File Upload, File Builder, Manual
Final Data: Retirements / Terminations	In-year	File Upload, File Builder, Manual
Member Information Updates	In-year	File Upload, File Builder, Manual
Previous Year Adjustments (via Remittance process)	In-year	File Upload, File Builder, Manual
Retro Contributions (via Remittance process)	In-year	File Upload, File Builder, Manual
Lump Sum Contributions (via Remittance process)	In-year	Manual Only
Retirement Notice	In-year	Manual Only
Final Data: Death	In-year	Manual Only

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.

In general for Employers with more than 40 HOOPP members, we recommend file uploads be used for the following:

- Member Data Collection (MDC)
- Contributory Leaves o Leaves of Absence*
- Retro Contributions

2. As a second priority, and depending on transactional volumes and member count, we recommend you also develop files for:

- Final Data – Retirements / Terminations*
- Enrolments*
- Member Basic Information (for full-time / part-time status changes)*

*This information is provided to HOOPP throughout the year. If file uploads are used you can simplify your reporting processes by uploading these files on a periodic basis such as each pay period or each month.

3. Manual data entry is recommended for low volume transactions that normally include:

- Member Basic Information (for Name, SIN, Contributory Status changes)
- Previous year adjustments (submitted via the Remittance process)

Document Purpose

The purpose of the Member Data File Requirements Document is to provide requirements for implementing the file upload changes associated with the new file formats that will be available to Employers for upload through the Employer Portal.
This document will include:

- General file requirements
- File specifications for each file type
- List of valid code values – e.g. leave types, full-time/part-time indicator, province, language, etc.
- Sample CSV files for each file type

NOTE: calculations specifications have not changed from current state. Please refer to the HOOPP Employer Administration Manual for calculation requirements and examples.

Requirements

This section provides the detailed requirements for the new file formats that will be available for upload and submission to HOOPP from the Employer Portal.

General File Requirements

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: Date format will be MMDDYYYY Alphanumeric fields supported values range from A to Z and 0 to 9 Character fields supported values range from A to Z and 0 to 9 and include all special characters Codes must be provided according to the “Interface Codes” section Note: Each file layout has it’s specific set of applicable interface codes Integers are to be provided without thousands separator symbol There are no left padded zeros for numeric values Decimal symbols is the period (.) symbol
G7	The following file types must NOT contain multiple lines for the same SIN. Enrolments Member Basic Info MDC Final Data (Termination & Retirement)
G8	The following file types may contain multiple lines for the same SIN. Non-contributory leaves Contributory leaves Retro contributions Previous year adjustments 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: Member Basic Info Events (Termination & Retirement) Enrolments Retro Contributions Previous Year Adjustments 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

This file is provided annually as part of the MDC (Member Data Collection) process.

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 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 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.

For example, a new employee is enrolled in the Plan effective March 15. The FTE for her position is 1950 hours for a full calendar year. Between March 15 and December 31 there are 292 days which represents 80% of a full calendar year (292 ÷ 365 = 0.8). The maximum hours on which you should deduct contributions is therefore 1560 hours (1950 hours x 80%)

In addition to the above, if the member has made contributions for a reported leave of absence within the MDC year, those weeks and contributions must be reported and included within the weeks and contributions total.

Exception: If weeks and contributions for periods of leave within the MDC year have already been reported as a lump sum contribution via the Remittance process for the same MDC year, they must be excluded from this file. Weeks and contribution information previously reported should not be reported again. For clarification, the Total Weeks Paid reported within the Contributory Leave file must be included in the MDC Weeks total.

Note: Annualized earnings is only required for a very specific group of members and represents a very low volume. If this information is not available from your payroll system and you are unable to program this requirement you may choose not to populate this field. Within the HOOPP data collection process, we will review the data in the file and identify any members for which we are expecting Annualized Earnings. If it is expected and not provided, the Employer will be prompted to provide this information by manually entering in the value.

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

Contributory Leaves - File Requirements

This file is provided annually as part of the MDC (Member Data Collection) process or via Final Events for any leaves of absence if the member was part-time at any point during the year.

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. 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 hours member worked during 10 weeks /10) / ( weekly standard full-time 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

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 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

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

This file is provided in-year as part of the Final Data - Data Collection Process for a member who has terminated employment or has retired.

This file allows employers to report final data related to service and contributions that is required in order for HOOPP to complete the terminated employment/retirement process and provide the member with benefit options.

This file should be used to report the applicable set of data once the Employer has confirmed the member’s final set of payroll information (e.g. service and contributions) as of the member’s last day worked.

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 (37.3 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 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.

If the member terminates part way through the year, you must prorate the FTE hours for the full calendar year to reflect the portion of the year actually worked. This will give you the FTE for the period (the partial year). Deducting contributions on pensionable earnings up to a maximum of the hours in the FTE for the period ensures that the possible weeks of contributory service in the period will not be exceeded.

For example, the employee terminates or retires effective March 31. The FTE for her position is 1950 hours for a full calendar. Between January 1 and March 31 there are 90 days which represents 25% of a full calendar year (90 ÷ 365 = 0.25). The maximum hours on which you should deduct contributions is therefore 487.5 hours (1950 hours x 25%).

In addition to the above, if the member has made contributions for a reported leave of absence within the calendar year, those weeks and contributions must be reported and included within the weeks and contributions total.

Exception: If weeks and contributions for periods of leave within the MDC year have already been reported as a lump sum contribution via the Remittance process for the same MDC year, they must be excluded from this file. Weeks and contribution information previously reported should not be reported again. For clarification, the Total Weeks Paid reported within the Contributory Leave file must be included in the Weeks total.

Note1: Annualized earnings is only required for a very specific group of members and represents a very low volume. If this information is not available from your payroll system and you are unable to program this requirement you may choose not to populate this field. Within the HOOPP data collection process, we will review the data in the file and identify any members for which we are expecting Annualized Earnings. If it is expected and not provided, the Employer will be prompted to provide this information by manually entering in the value.

Note 2: Final data is only required for years where annual data has not already been reported to HOOPP via the MDC process. Therefore, if the annual MDC data has already been submitted for a particular year that years data must not be reported again in this 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
EventType	Event being reported (Termination or Retirement)	Yes	6	Code	RETFIN
EmploymentEndDate	Last day worked	Yes	8	Date	10302015
Annualized Earnings_CurrentYear	Annualized earnings for the current year. This field will normally be blank. Only provide if the member has waived contributions with HOOPP before January 2014.	No	8	Integer	52000
Weeks_CurrentYear	Total contributory weeks for the current year	Yes	4	Decimal	51.05
LowContributions_CurrentYear	Total low contributions for the current year	Yes	9	Decimal	523.64
HighContributions_Curr entYear	Total high contributions for the current year	No	9	Decimal	321.23
PA_CurrentYear	Pension Adjustment for the current year	Yes	5	Integer	12594
Annualized Earnings_PreviousYear	Annualized earnings for the MDC year. This field will normally be blank. Only provide if MDC data has NOT been submitted, and the member has waived contributions with HOOPP before January 2014.	No	8	Integer	52000
Weeks_PreviousYear	Total contributory weeks for the MDC year. Only provide if MDC data has NOT been submitted.	No	4	Decimal	51.05
LowContributions_Prev iousYear	Total low contributions for the MDC year. Only provide if MDC data has NOT been submitted.	No	9	Decimal	523.64
HighContributions_Pre viousYear	Total high contributions for the MDC year. Only provide if MDC data has NOT been submitted.	No	9	Decimal	321.23
PA_PreviousYear	Pension Adjustment for the MDC year. Only provide if MDC data has NOT been submitted.	No	5	Integer	12594

Enrolments - File Requirements

This file is provided in-year as part of the member Enrolment - Data Collection Process.

This file is used to enroll an Employee in the HOOPP plan.

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	Yes	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

Previous Year Adjustments - File Requirements

This file is provided in-year as part of the remittance Monthly Contribution Reporting (MCR) process.

Adjustment information will be used to update member’s record for years prior to the current MDC year. Previous Year Adjustments shall only be reported for specific member level adjustments that have NOT been reported via the MDC process.

Previous Year Adjustments can only be reported to HOOPP after the annual data (via MDC) for the adjustment year has been submitted.

When reporting any type of previous year adjustment on an MCR, only report the adjustment amount (i.e. how much the data is changing) and not what was originally reported plus the adjustment amount. The “Amended PA” is the only data reported that should include both the adjustment and the previously reported amount (i.e. the “full” PA amount).

Note: Previous Year Adjustments can be a positive or negative amount.

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
AdjustementYear	Year the previous year adjustment is in respect of	Yes	4	Date (Year only)	2014
Weeks	Amended contributory weeks for the adjustment year	No	4	Decimal	20.05
LowContributions	Amended low contributions for the adjustment year	No	9	Decimal	523.64
HighContributions	Amended high contributions for the adjustment year	No	9	Decimal	321.23
AmendedPA	Total Pension Adjustment for the adjustment year	Yes	5	Integer	12594

Calculation Requirements

Please refer to the HOOPP Employer Administration Manual for formula’s and examples for calculating the following:

- Employee Contributions (Low Contributions, High Contributions)
- Retro contributions
- Pension Adjustment (PA)
- Annualized Earnings (AE)

Interface Codes

The following are the valid list of codes for each corresponding file type:

Employment Type

Interface Code	Description
FT	Full Time
PT	Part time

Contributory Leaves Types

Interface Code	Description
01	Health Leave
02	Family Medical Leave
03	Pregnancy-Parental Leave
04	Strike / Lockout
05	Approved Work Schedule Reduction
06	Emergency Leave
07	Approved Non-Statutory Leave

Leave of Absence Leaves Types

Interface Code	Description
01	Health Leave
02	Family Medical Leave
03	Pregnancy-Parental Leave
04	Strike / Lockout
05	Approved Work Schedule Reduction
06	Emergency Leave
07	Approved Non-Statutory Leave
08	Unapproved Absence

Gender

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

Contributory Status

Interface Code	Description
CN	Contributing
NC	Not contributing

Event Type

Interface Code	Description
TERFIN	Termination
RETFIN	Retirement

Language Preference

Interface Code	Description
E	English Canada
F	French Canada

Union Designation

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

Country

Interface Code	Description
CA	Canada
US	United States

Province/State

Interface Code	Description
AB	Alberta
BC	British Columbia
MB	Manitoba
NB	New Brunswick
NL	Newfoundland and Labrador
NT	Northwest Territories
NS	Nova Scotia
NU	Nunavut
ON	Ontario
PE	Prince Edward Island
QC	Quebec
SK	Saskatchewan
YT	Yukon
AL	Alabama
AK	Alaska
AZ	Arizona
AR	Arkansas
CA	California
CO	Colorado
CT	Connecticut
DE	Delaware
DC	District of Columbia
FL	Florida
GA	Georgia
HI	Hawaii
ID	Idaho
IL	Illinois
IN	Indiana
IA	Iowa
KS	Kansas
KY	Kentucky
LA	Louisiana
ME	Maine
MD	Maryland
MA	Massachusetts
MI	Michigan
MN	Minnesota
MS	Mississippi
MO	Missouri
MT	Montana
NE	Nebraska
NV	Nevada
NH	New Hampshire
NJ	New Jersey
NM	New Mexico
NY	New York
NC	North Carolina
ND	North Dakota
OH	Ohio
OK	Oklahoma
OR	Oregon
PA	Pennsylvania
RI	Rhode Island
SC	South Carolina
SD	South Dakota
TN	Tennessee
TX	Texas
UT	Utah
VT	Vermont
VA	Virginia
WA	Washington
WV	West Virginia
WI	Wisconsin
WY	Wyoming
PR	Puerto Rico

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