Revised DCT Data Import Requirements

Transcription

1 Revised DCT Data Import Requirements Member data can be imported in 4 different sections: Member Information and Year-end Updates (Required): This section allows employers to upload information updates and year-end data for members. If all member s in-year data is kept up-to-date in CAAT s pension system database, then this is the only section that is required to be uploaded. However, if there are still member updates not reported to CAAT after DCT was prepared, employers should first either upload updated statuses and payroll data, or update member records through DCT s online editing function, then upload the year-end data using the Year-to-Date (YTD) fields. This will ensure the data in the last reporting period is accurate. Prior Year Retroactive Payments (Optional): This section allows employers to attribute retroactive payments to past years. The grand total of all payments for all past years should match the total of EARNINGS_RTO field for all reporting periods in the collection year. Status Updates (Optional): This section allows employers to upload member status updates into the DCT. Earnings and Contributions (Optional): This section allows employers to upload member s earnings, contributions, and service for the reporting period. Reporting period start and end dates correspond to status update dates. File format for the data import in DCT is flexible. Acceptable file formats are.csv (comma-separated values),.xls (MS Excel 2003 and prior), and.xlsx (MS Excel 2007 and newer). The DCT allows flexible data mapping, so the order of columns is flexible. A header row may be included with headings. s will be automatically mapped if headings in your data file match column names predefined in this document. It is recommended that you include a header row in your file. Field formats are flexible as well. The preferred date format is YYYY-MM-DD. However, you do have the option to specify your own date format. 3 July 2014 Page 1 of 7

2 Member Information and Year-end Updates Section (* - Mandatory field): (Note: mandatory fields are used to identify a unique member record. Employers will still need to select at least one optional column to upload in addition to mandatory fields.) *EMPLOYEEID CHAR 15 Unique employee number assigned by the employer (NEW) SURNAME CHAR 35 Last name FIRSTNAME CHAR 20 First name MIDDLENAME CHAR 20 Middle name (NEW) BIRTHDATE DATE Date of birth SEX CHAR 1 Gender: M Male F Female LANGUAGE CHAR 1 Language preference: F French E English ENROLMENTDATE DATE Date member enrolled in the plan HIREDATE DATE Hire date PA NUMBER 9 Pension adjustment (no decimal: [ ]) COMMENTS CHAR 2000 Comments YTD_SERVICE NUMBER 7 Total service for the collection year (5 decimals: [ ]) YTD_ EARNINGS_LUM NUMBER 12 Total pensionable lump sum earnings for the collection year (2 decimals: (NEW) YTD_EARNINGS_PRG NUMBER 12 Total pregnancy/parental earnings for the collection year (2 decimals: (NEW) 3 July 2014 Page 2 of 7

3 Member Information and Year-end Updates Section (cont d) YTD_EARNINGS_REG NUMBER 12 Regular earnings for the collection year, including current year s retro pay (2 decimals: YTD_EARNINGS_RTO NUMBER 12 Total retroactive pay in respect of prior years (2 YTD_EARNINGS_VAC NUMBER 12 Pensionable vacation pay for the year. This field is only applicable to members who retire or terminate in the data collection year. (2 decimals: (NEW) YTD_ CONTRIBUTIONS_PRG YTD_CONTRIBUTIONS_ REG YTD_CONTRIBUTIONS_ RCA YTD_CONTRIBUTIONS_ RCA_PRG NUMBER 12 Total pregnancy/parental contributions (payroll deduction only) for the collection year (2 NUMBER 12 Total regular contributions for the collection year (2 decimals: NUMBER 12 Total RCA contributions for the collection year (2 decimals: NUMBER 12 Total RCA contributions for pregnancy/parental leaves (payroll deduction only) for the collection year (2 3 July 2014 Page 3 of 7

4 Prior Year Retroactive Payments Section (* - Mandatory field) (NEW): *EMPLOYEEID CHAR 15 Unique employee number assigned by the employer *RETROPAYYEAR NUMBER 4 The year the retroactive pay is in respect of (no decimal: [YYYY]) *AMOUNT NUMBER 12 Amount of retroactive pay in respect of the retro pay year (2 decimals: 3 July 2014 Page 4 of 7

5 Status Updates Section (Employment Status, Employee /Job Code, Employee Group/Occupation) (* - Mandatory field): If there are member updates not reported on the DCT, you can use this section to upload updated statuses (or you can update member records through DCT s online editing function), then upload the year-end data using the Year-to-Date (YTD) fields. *EMPLOYEEID CHAR 15 Unique employee number assigned by the employer *EFFECTIVEDATE DATE Status effective date EMPLOYMENTSTATUS CHAR 4 Employment status: ACT Active PLA Paid Leave Of Absence LOA Unpaid Leave Of Absence LTD Long Term Disability WSIB Full WSIB (NEW) WSIP Partial WSIB (NEW) RET Retired DTH Death NC Other-Than-Full-Time Not contributing (NEW replaces PTN) RED Reduced Workload PRG Pregnancy/Parental Leave payroll deduction PRN Pregnancy/Parental Leave no payroll deduction (NEW) LAY Layoff TER Termination INT Intergroup Transfer STR Strike Period 3 July 2014 Page 5 of 7

6 Status Updates Section (cont d) REDUCTIONFACTOR NUMBER 4 Reduction factor: the workload percentage in decimal number form (eg., if working 80% of regular workload, input 0.80) that member s workload is reduced to. This is only applicable to RED (Reduced workload) status. (2 decimals: [9.99]) EMPLOYEETYPE CHAR 3 Employee type code (Job code in the old DCT system): FT Fulltime OTF Other than fulltime EMPLOYEEGROUP CHAR 3 Employee group code (Occupation code in the old DCT system): SUP Support staff FAC Faculty staff ADM Administrative staff 3 July 2014 Page 6 of 7

7 Earnings and Contributions Section (* - Mandatory field): If there are member updates not reported on the DCT, you can use this section to upload updated payroll data (or you can update member records through DCT s online editing function), then upload the year-end data using the Year-to-Date (YTD) fields. *EMPLOYEEID CHAR 15 Unique employee number assigned by the employer *FROMDATE DATE Period start date TODATE DATE Period end date SERVICE NUMBER 7 Member service for the period (5 decimals: [ ]) EARNINGS_LUM NUMBER 12 Lump sum earnings for the period (2 decimals: (NEW) EARNINGS_PRG NUMBER 12 Earnings for pregnancy/parental leave period (2 EARNINGS_REG NUMBER 12 Regular earnings for the period (2 decimals: EARNINGS_RTO NUMBER 12 Total retroactive earnings for the period (2 EARNINGS_VAC NUMBER 12 Total vacation pay for the period (2 decimals: (NEW) CONTRIBUTIONS_PRG NUMBER 12 Contributions for pregnancy/parental leave (payroll deduction only) for the period (2 CONTRIBUTIONS_REG NUMBER 12 Regular contributions for the period (2 decimals: CONTRIBUTIONS_RCA NUMBER 12 RCA contributions for the period (2 decimals: CONTRIBUTIONS_RCA_PRG NUMBER 12 RCA contributions for pregnancy/parental leave (payroll deduction only) for the period (2 3 July 2014 Page 7 of 7