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INSTRUCTION GUIDE FOR ADMINISTRATORS

2013 DATA COLLECTION TOOL

In this guide

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CAAT Pension Plan 250 Yonge Street, Suite 2900, Toronto ON M5B 2L7 Tel: 416.673.9000 Toll Free: 1.866.350.2228 Fax: 416.673.9028 www.caatpension.on.ca

REMINDERS FOR THE 2013 DCT PROCESS 3

Deadlines 3 Need help? 4 2013 Contribution Rates 4 Pensionable Service for Full-Time and Other Than Regular Full-Time members 4 Concurrent Employment 5

THE DCT PROCESS 6

Introduction 6 Member Data in the System 8 Updating, Correcting and Validating the Data 9 The Audit Process 11 Next Steps 11

UNDERSTANDING THE DCT DATA 12 Contributory Earnings 12 Contributions 13

Member Contributions 13 Contributions using annualized earnings 13 Contribution Formula 14 Contributions - comments 14 Contributions examples 14 Pensionable Service 17 Pensionable Service for Full-Time members 17 Examples 18 Pensionable Service for Other Than Regular Full-Time members 19 Examples 20 Pension Adjustments 22

Member Status 22 RECONCILIATION OF 2013 PENSION CONTRIBUTIONS 23 Initial Reconciliation of Contribution Remittances 23 Final Reconciliation of Contribution Remittances 25 TROUBLESHOOTING 27 CHECKLIST 31 APPENDIX A – TECHNICAL REQUIREMENTS 32 APPENDIX B – IMPORT FILE SPECIFICATIONS 33

http://www.caatpension.on.ca/

2013 Data Collection Tool Guide - Reminders for the 2013 DCT process

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Reminders for the 2013 DCT Process The Data Collection Tool (DCT) is a web-based application designed to collect, validate and consolidate CAAT Pension Plan membership data. This is the process where you report Contributory Earnings, Pensionable Service, contributions and the Pension Adjustment (PA) for each individual member for the most recent year (2013). The DCT collects the data required to:

Update member records to calculate benefits Produce Member’s Annual Pension Statements Prepare the Annual Valuation report for the Plan.

This guide was created to help you understand and work through the DCT process.

DEADLINES The Ontario Pension Benefits Act requires us to distribute Member's Annual Statements by June 30 each year. In order to comply with this law, and have the statements completed on time, you must submit member data to the CAAT Pension Plan no later than March 14, 2014. This year your designated pension analyst will be contacting you to work with you on setting a schedule for validating your member data, and annual statement printing. The deadline for submission of the Initial Reconciliation of Contributions Remittances to the Plan’s Finance Department is April 1, 2014.

Please help us to serve our membership better by complying with this deadline.

NEED HELP?

Contact your designated Pension Analyst who will provide you with the appropriate support needed to complete your 2013 DCT

The DCT Webinar showcases the DCT process. A PDF version of the presentation will be available on CAAT Pension Plan’s website for those employers that couldn’t participate on February 4th

Please read this guide carefully before entering member records.



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2013 CONTRIBUTION RATES The 2013 contribution rates (effective January 1, 2013) were 10.8% below the YMPE, plus 14.4% above the YMPE.

PENSIONABLE SERVICE REPORTING FOR 2013 Full-Time (FT) members Pensionable Service accrued effective January 1, 2013, is calculated based on working days (Faculty / Administration) or hours (Support) for 2013. Other Than Regular Full-Time (OTRFT) Pensionable Service accrued effective January 1, 2013, is calculated as in prior years based on hours for 2013. Please see page 16 of “Understanding the DCT Data” for further details, and examples of reporting Full-Time and Other Than Regular Full-Time members’ pensionable service for 2013. Pensionable Service is calculated as fractions of a year (rounded to 5 decimals) for both FT and OTRFT members. Please note: if you have already adopted CAAT’s 2014 pensionable service methodology for OTRFT members in 2013, there will be a slight difference vs. the service calculation for 2013, however the service will be within variance.

In order to accommodate the service format (5 decimals), we require all employers to report their member’s pensionable service separate from the DCT as you did last year. You have been provided an excel spreadsheet which has been pre-loaded with FT members’ service, assigning 1.00000 for each Full-Time member who was actively in the Plan for the full year, or less than 1.00000 year if the Full-Time member had a leave reported in 2013 or was hired or terminated in 2013. It also identifies your OTRFT members and needs to be populated with each OTRFT member’s 2013 service.

ALL MEMBERS CONTRIBUTE AND ACCRUE AT INTEGRATED RATES All active members, including those over 65 who do not contribute to CPP, contribute and accrue CAAT Plan benefits at the integrated rates. The integrated rates are the Plan’s two tiered rates for both contributions and benefits.



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In all situations, the maximum Pensionable Service that a Member can accumulate over the course of a year is 1.00000. At the time of a new hire, it is important to determine if the individual is currently

working elsewhere within the College system.

CONCURRENT EMPLOYMENT As part of our review and reconciliation of the data you submit, we will identify any employees with periods of concurrent employment (employment at more than one Employer at the same time). There are three possible types of concurrent employment, involving both Full-Time Employees and OTRFT ("part-time") Employees:

1 – Member is working Full-Time hours with two separate Employers. In this situation, no contributions are made and no Contributory Earnings and Pensionable Service are recognized for the employment with the second employer, as long as the Full-Time employment with the first employer continues.

2 – Member is working Full-Time hours with one Employer and also working part-time hours with a second Employer. In this situation, no contributions are made and no Contributory Earnings and Pensionable Service are recognized for the part-time employment, as long as the Full-Time employment continues. 3 – Member is working part-time hours with more than one Employer and has no Full-Time appointment. In this situation, contributions are made and Contributory Earnings and Pensionable Service are recognized for each part-time position, independently of each other.

If you are the second employer in the first type or the part-time employer in the second type, no contributions should be made and no Pensionable Service or Contributory Earnings reported for the employment with your Employer for the periods while the member is Full-Time with the other Employer. In all cases, as part of the annual year-end reconciliation, we will review each case and determine the Pensionable Service, Contributory Earnings and contributions for each period of employment. We will determine if a correction to records is required and whether there is a shortfall or overpayment in contributions. You will be advised of any adjustments required as part of the contribution reconciliation process (see page 20 - Reconciliation of 2013 Pension Contributions).

TAKE NOTE


2013 Data Collection Tool Guide - the DCT process

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INTRODUCTION This Guide is enclosed with a letter from your Pension Analyst providing you with:

Your User Name and Temporary Password Details on the web browser you will use to access the DCT (see Appendix A – Technical

Information) Instructions on how to change your password. Pensionable service spreadsheet

You are responsible for the security of the data you provide in the DCT, therefore you must change your password before importing data. The DCT process is designed to collect, validate and consolidate CAAT Pension Plan membership data as illustrated in the chart below:



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There are four main steps in the process:

Importing data into the DCT. Validating, correcting and sending the data to the CAAT Pension Plan via the DCT. Populating service spreadsheet and forwarding to the CAAT Plan via S-Doc ( secure file

transfer site). CAAT Pension Plan audit of the data.



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You must manually enter any data changes sent to the CAAT Pension Plan after December 31, 2013.

MEMBER DATA IN THE SYSTEM When you receive the DCT it will contain records of:

Members who were active in 2013, including all new active members for whom you submitted Pension Membership Enrolment forms before December 31, 2013.

Members who were receiving LTD payments or Total Disability/WSIB payments, as well as those on partial WSIB in 2013.

Members who terminated, retired or died in 2013.

The DCT records show the Social Insurance Number, last name, first name or initials, date of birth, gender, language, enrolment date, hire date, member status, and job code. It also shows any data you have reported to the CAAT Pension Plan during the year on a Pension, Termination, or Death application, Pension Membership Enrolment form, Notice of LTD/WSIB Start/Stop form, and any status changes previously reported on Change of Information or Beneficiary forms.

TAKE NOTE



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UPDATING, CORRECTING AND VALIDATING THE DATA It is your responsibility to:

Verify that the member data in the DCT is complete and correct Add missing information (Members not shown) Enter on the “Basic” screen:

o Contributory Earnings o Contributions o Pension Adjustment o Comments

Enter changes in Member Status (e.g. Leaves of Absence) in the “Member Status” screen Audit the six Data Problems reports on the DCT (located on the “home” page). For pensionable service, make all changes to service directly on the service spreadsheet

provided (as shown below).



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All data must be verified. Corrections are to be made by submitting the appropriate forms (e.g. Change of Information or Beneficiary form).

There are two ways in which to update the data:

1. Import a data file with the information (see Appendix B for Import File Specifications)

2. Add the information manually.

If you require assistance during the importing process contact your Pension Analyst. The DCT will calculate the expected PA and contributions. Please provide explanations for discrepancies in the “Comments” section on the basic screen.

Please ensure:

The data submitted to the Plan is complete and all errors resolved – you cannot submit data to the CAAT Pension Plan if any member’s records contain errors (indicated by a red flag).

After the data entry is complete, you validate the data by: o Selecting the Member Data option on the “home” page toolbar o Click on Run Data Validation.

TAKE NOTE

Year: 2012

Last run:(16/02/2013 2:31:23 PM)

2013



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Depending on the number of problems or discrepancies with the DCT data, your Pension Analyst may return the file to you. Make the appropriate corrections in the DCT and resubmit the file.

THE AUDIT PROCESS Once both DCT, and the pensionable service data for FT and OTRFT members is submitted to the CAAT Pension Plan using the DCT and S-Doc respectively, we will perform an audit. The audit produces reports indicating problems or discrepancies. Your Pension Analyst will summarize these problems and discrepancies in a spreadsheet. Please fill in your responses on the spreadsheet and then return it to us. Please be sure to give this audit report your immediate attention.

NEXT STEPS Once all information is complete and any problems or discrepancies are resolved:

We will produce and send to you the 2013 Member Annual Statements.

We will reconcile all contributions reported in the DCT with those remitted during 2013. (See page 20 - Reconciliation of 2013 Pension Contributions for details of the reconciliation process).

TAKE NOTE


2013 Data Collection Tool Guide - Understanding the DCT data

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If a Member has an increase or decrease in annualized Contributory Earnings of more than 10% over the previous year, the Member will appear in the “Members with Year over Year Earnings Problems” report. Please provide an explanation in the

“Comments” section of the basic screen for that Member.

Do not enter any earnings in respect of service purchases in the earnings field of the Data Collection Tool. Please enter these earnings in the “Comments” section.

CONTRIBUTORY EARNINGS Contributory Earnings are the earnings paid during the year from which member contributions have been deducted. (See Section 2.11 of the Plan Text for details). Refer to the Earnings and service page on our website for the updated Contributory Earnings Guidelines. (https://www.caatpension.on.ca/en/employers/earnings-and-service)

TAKE NOTE

TAKE NOTE


https://www.caatpension.on.ca/en/employers/earnings-and-service


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CONTRIBUTIONS – USING ANNUALIZED EARNINGS Beginning in 2013, the Plan moved to a contribution calculation method for Full-Time members that uses annualized earnings – that is, what the member would earn over the full year – rather than actual earnings in a pay period, to determine if the member should be contributing at both the low and high contribution rates with every pay.

The new calculation method replaced the “step-rate” method, still used for OTRFT members in 2013, where contributions are taken at the low rate until the member’s actual earnings in the year reach the YMPE and are then taken only at the high rate on earnings above the YMPE.

In addition to annualizing earnings, the new deduction method prorates contributions according to the amount of pensionable service the member accrues in the pay period. So, a member who works less than the full period pays proportionately less than a member who earns the same rate of pay but works the full pay period. Further, they contribute at the low and high contribution rates if their annualized earnings exceed the YMPE.

Timing Use of annualized earnings in the contribution calculation is being phased in, applying as of:

January 1, 2013 for members who work Full-Time January 1, 2014 for members who work Other Than Regular Full-Time / part-time.

How to Calculate Contributions For Full-Time Members

The Contribution Calculation Worksheet will calculate contributions for Full-Time members. This worksheet can be used for Full-Time members who:

are active for the entire pay period have less than full service in a pay period due to having joined or exited the Plan had a leave during the pay period received a lump sum payment in addition to or in lieu of regular pay period earnings had a pay increase or decrease during the pay period.

You can use the calculator to calculate multiple periods for a single member, including multiple jobs at the same time with different FTEs. The calculator will work if the members are active for the entire period, or even if they are active for less than the full pay period due to a leave.

Visit the Calculators page to access the worksheet, instructions and examples

Member Contributions Enter only the annual amount of basic 2013 contributions made by the member in the past year. Do not include contributions for the following as they are reported separately:

Non-vested Prior Service, Vested Prior Service, Pregnancy/Parental Leave, Leave of Absence, Pre-enrolment Service,


https://www.caatpension.on.ca/en/employers/calculators


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Do not enter any contributions for service purchases in the contribution field of the Data Collection Tool. Please enter these contributions in the Comments section.

Strike, Previous Years’ Contributions.

Contribution Formula Contributions are calculated as a percentage of Contributory Earnings. The contribution formula for 2013 is: 10.8% up to the YMPE 14.4% above the YMPE

YMPE (Year's Maximum Pensionable Earnings) for 2013= $51,100

Contributions – Comments

Member contributions must agree with Contributory Earnings reported. If the reported contributions differ from the DCT calculated contributions by a variance of more than 1% for those members for whom the DCT will be able to validate (please see below), the member will appear on the Members with Contribution Problems reports. Please provide an explanation in the “Comments”.

o The DCT will validate contributions for the following:

Full-Time members with full service (i.e. 1.00000 year) Members who were OTRFT only during the year

o The DCT will not validate service for the following:

Full-Time members with less than Full-Time service Members who switch from Full-Time to OTRFT or vice versa

Members who cannot be validated through the DCT will be checked manually by the CAAT

team and any discrepancies outside of tolerance will be reported back to you. If the member purchased a leave period during 2013, please provide details of the deemed

Contributory Earnings and contributions in respect of that leave period in the “Comments” section.

TAKE NOTE



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EXAMPLES



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Example 2



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PENSIONABLE SERVICE Pensionable Service – Full-Time FT

Pensionable Service is the service reported to the CAAT Pension Plan, and is used in the calculation of pension benefits and Pension Adjustments (PAs) for T4 reporting. Pensionable Service is reported to CAAT Pension Plan annually as part of the DCT reporting, and is also calculated for terminations, retirements, and leaves. Pensionable Service must, by law, relate to the calendar year in which it is worked (as opposed to when earnings related to the worked period are paid). Pensionable Service Calculator The CAAT Pensionable Service Calculation Excel worksheet has been developed to assist employers with the transition to a new Pensionable Service calculation methodology. The spreadsheet can be used to perform Pensionable Service calculations as required, but is also intended as a reference tool for coding the calculation to payroll and HR systems. It indicates the required data elements and formulas for calculating Pensionable Service.

Full-Time Calculation This worksheet is designed to be used for Full-Time employees who have less than a full year of service, such as:

Mid-year hire

Mid-year termination/retirement

Unpurchased leaves (in the current year)

Changes in employment status FT to OTRFT or vice versa

Visit the Calculators page to access the worksheet, instructions and examples

EXAMPLES




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Pensionable Service –Other Than Regular Full-Time OTRFT

Pensionable Service Calculator (OTRFT) The CAAT Pensionable Service Calculation for Other Than Regular Full-Time (OTRFT) members Excel worksheet has been developed to assist employers with the transition to a new Pensionable Service calculation methodology. The spreadsheet can be used to perform Pensionable Service calculations as required, but is also intended as a reference tool for coding the calculation to payroll and HR systems. It indicates the required data elements and formulas for calculating Pensionable Service. Visit the Calculators page to access the worksheet, instructions and examples

EXAMPLES




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Example #2



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The PA maximum for 2013 is $23,670. The offset used in the calculation is $600.

PENSION ADJUSTMENTS

The Pension Adjustment (PA) reported on the member’s T4 is to be entered in the DCT. The PA is reported as an annual amount for the member.

If a member earned less than 1.00000 year of Pensionable Service during the year, both the member’s Benefit Entitlement (BE) and the $600 offset must be prorated based on the member’s Pensionable Service. Contributory Earnings must be annualized for the BE calculation, but you should report actual Contributory Earnings on the DCT.

There will be a discrepancy between your PA and the PA calculated by the DCT if, for example: o the member purchased service and the earnings and Pensionable Service for the

purchased service are included in the PA calculation.

If you change a PA after submitting your data in the DCT, and you have reported the changed PA or revised the T4, the CAAT Pension Plan must be notified of the change in writing.

If the reported PA differs from the DCT calculated PA by more than a variance of 2%, the member will appear on the “Members with PA Problems” reports.

MEMBER STATUS

Changes in member status are reported on the “Member Status” screen.

The effective date of a change in Member Status is the start date of the new member status.

The effective date of any non-Active Member Status update is the working day following the last day the member was at work. o Example: If the member’s last day of work was Friday April 19th, before starting an LOA

Member Status, the effective date of the LOA Member Status would be Monday, April 22nd, not Saturday, April 20th.

The effective date of any Active Member Status update is the exact day the member returns to work.

o Example: If a member returns to work on Monday April 29th, the effective date of the Active Member Status would be Monday April 29th, not Saturday April 27th.

TAKE NOTE


2013 Data Collection Tool Guide - Reconciliation of 2013 pension contributions

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INITIAL RECONCILIATION OF CONTRIBUTION REMITTANCES At the start of the DCT process, you will receive from the CAAT Pension Plan’s Finance Department,

the Summary of 2013 Pension Contributions and the Summary of 2013 RCA Contributions,

which report the contributions made by the Employer in a lump sum each month during the year and which were remitted to CIBC Mellon. You will also receive a statement of 2013 Other than Current Service Contributions. The summaries will be transmitted to employers via the Secure Document Online Courier (S-Doc), and will be sent no later than February 14, 2014, Please review all three documents carefully as follows:

Compare the current (basic) service contributions in the Summary of 2013 Pension

Contributions and the Summary of 2013 RCA Contributions to the Contribution Remittance Summaries you have submitted with your remittances to CIBC Mellon throughout the year.

For CAAT Pension Plan, employer contributions for current service must equal the

members' contributions; therefore the total contributions for current service must equal double the member contributions.

For the RCA Plan, the employer contributions for current service must equal three times

member contributions, except for December where the employer contribution amount is reduced by the amount of the RCA Fee paid.

Other contributions, such as Pre-Enrolment Service, Non-vested Prior Service, Vested Prior

Service, Pregnancy/Parental Leave, Unpaid Leave of Absence, Transfer-In, Strike Period Purchase, Grievance Award purchases, Deferred % Purchases and Open Buyback Purchases are not reconciled through the DCT process. However, these contributions are reported in the Summary of 2013 Pension Contributions and the statement of 2013 Other than Current Service Contributions and the amounts remitted by the employer should also be verified.

Please email your confirmation stating you agree to the summaries (Summary of 2013

Pension Contributions and Summary of 2013 RCA Contributions) and the statement of 2013 Other than Current Service Contributions no later than April 1, 2014.

If, once you have completed and are sending the DCT to the CAAT Pension Plan, you determine that there is a balance owing to the Plan, you should make that payment immediately (to avoid later penalties for late payment). The payment should be reported as ‘For Previous years’ contributions on the Contribution Remittance Summary – Purchased Service with an explanation; submit the payment to CIBC Mellon.



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If you have questions or there are discrepancies, please contact Domink Golonka at 416-673-9044 or by email at [email protected]


mailto:[email protected]


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The payments/credits for the basic CAAT Pension Plan contributions and RCA contributions must be handled separately.

FINAL RECONCILIATION OF CONTRIBUTION REMITTANCES Once all corrections, additions, and changes to the member information have been made, and the Contributory Earnings, Pensionable Service, contributions and PAs have been calculated and entered for each member, the total member contributions as per the final DCT data are reconciled with:

the original DCT data report of member contributions, and the Summary of 2013 Pension Contributions revised for any discrepancies/adjustments

previously reported to the CAAT Pension Plan and subsequent remittances.

You will receive:

a Summary Data Report, a revised Summary of 2013 Pension Contributions showing the adjustments from the initial

Summary of 2013 Pension Contributions you received, an Annual Statement of Contributions for the Year 2013 which reconciles the initial and final

DCT reports of member and Employer contributions with the final Summary of 2013 Pension Contributions and indicates the amount of any underpayment or overpayment,

a Schedule of Adjustments reconciling contributions from the original DCT submissions you made with the final reconciled totals,

an invoice in the event of underpayment or a contribution credit in the event of overpayment. The employer should claim the balance owing against the next monthly remittance by showing a credit on the Contribution Remittance Summary form and reducing the total remittance amount. The regular monthly contribution remittance amounts would remain unaffected.

For:

Underpayment – please submit a payment in the amount of the difference and send it to CIBC Mellon with the invoice you received.

Overpayment – we will provide the Employer with a contribution credit in the amount of the

difference that should be claimed against the next monthly remittance at the end of the audit process.

Sometimes, contribution discrepancies are found after the annual reconciliation has been finalized and closed. Please note these differences should be resolved on an individual basis with the Pension Analyst, outside of the reconciliation.

TAKE NOTE


2013 Data Collection Tool Guide - Troubleshooting

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If you encounter problems entering or correcting data, the table below may offer the solution. If you continue to have problems, contact your Pension Analyst.

PROBLEM CORRECTING THE DATA COLLECTION TOOL

OTHER ACTION

New member:

Enrolled member does not appear on the DCT

Add member information by using the Add button on the Member Edit/View screen

Send us a completed Pension Membership Enrolment form if you have not already done so.

Personal Information:

Incorrect member data (occupation code, spelling of name, date of birth, gender, language preference)

Update or correct data in the DCT Send us a completed Change of Information or Beneficiary form if you have not already done so.

Incorrect Social Insurance Number

The Social Insurance Number cannot be updated in the DCT

Send us a completed Change of Information or Beneficiary form and the CAAT Pension Plan will correct.

Job code Information (Job code, Earnings, Pensionable Service):

Member was OTRFT for the entire year and did not make contributions during the year

See Member Status

See Member Status.

Member changed from Full-Time to OTRFT during the year.

After entering the Full-Time information (Pensionable Service1 and Contributory Earnings), add an additional period of earnings for the OTRFT employment. Enter the effective date of the OTRFT employment, Contributory Earnings, Pensionable Service, and Job Code.

Send us a completed Change of Information or Beneficiary form if you have not already done so.

1 Pensionable service: All pensionable service to be provided in the attached spreadsheet, not the DCT.



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OTHER ACTION

Member changed from OTRFT to Full-Time.

After entering the OTRFT information (Pensionable Service and Contributory Earnings), add an additional period of earnings for the Full-Time employment. Enter the effective date of the Full-Time employment, Contributory Earnings, Pensionable Service2 and Job Code.

Send us a completed Change of Information or Beneficiary form if you have not already done so.

Member Status:

Member was OTRFT for the entire year and did not make contributions during the year

Add a new Member Status (PTN) for the non-contributing OTRFT member on the Member Status screen. Also enter the effective date of the Member Status as January 1st.

Member went on LTD/WSIB during year, did not return but there is only one record.

Enter Contributory Earnings, Pensionable Service, contributions, PA and Job Code for period while member was at work. On the Member Status screen, enter the change in status e.g. LTD. Also enter the effective date of the LTD Member Status.

Send us a completed Notice of LTD/WSIB Start form if you have not already done so.

Member returned from LTD/WSIB during year but there is no active record.

Enter Contributory Earnings, Pensionable Service, contributions, PA and Job Code for period while member was at work. On the Member Status screen, enter the change in Member Status and enter the effective date of the Active Member Status.

Send us a completed Notice of LTD/WSIB Stop form if you have not already done so.




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OTHER ACTION

Member went on LTD/WSIB during year and returned to work but there is no record for the return to work

Enter Contributory Earnings, Pensionable Service3, contributions, PA and Job Code for each separate period while member was at work.

On the Member Status screen, enter both changes in Member Status and enter the effective date of the LTD Member Status and the Active Member Status.

Send us completed Notice of LTD/WSIB Start and Stop forms if you have not already done so

Member on LTD/WSIB has not returned to work but ceased to be eligible for total disability benefits.

Add a new Member Status (terminated, leave of absence, etc) update in the Member Status screen. Enter the effective date of the new status.

Determine member's current status (either terminated, on leave, etc.). If the member’s current status is leave of absence, send a Notice of LTD/WSIB Stop form, followed by a Leave of Absence form identifying the leave period start date. If the member’s current status is terminated send us a completed Termination application form.




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PROBLEM CORRECTING THE DATA COLLECTION

TOOL OTHER ACTION

Member terminated and rehired during the year but there is only one record. (May be Active or Terminated record)

Add a new member status (TER) update in the Member Status screen. Enter the effective date of the termination. Enter the Contributory Earnings, Pensionable Service and Job Code for first period of employment if this is not already shown. Add a new member status (ACT) update in the Member Status screen. Create a second period of earnings record and enter effective date of the most recent employment, the Contributory Earnings, Pensionable Service and Job Code. Calculate and total the PA and contributions for both periods and enter these totals as a single amount. Provide explanation in Comments section on the Basic screen.

Send us a TRD Pension Claim form (termination) and new Pension Membership Enrolment form (noting previous membership) if you have not already done so.



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OTHER ACTION

Member's status shown as RET (in the current reporting year) but Pensionable Service, Contributory Earnings or contributions do not agree with Employer records or received retroactive pay

Update Contributory Earnings and contributions in the Basic screen.

Provide an explanation in the Comments section on the Basic screen.

Send us a revised TRD Pension Claim form for the retired member if you have not already done so.

Member's status is TER, or DTH, but Pensionable Service, Contributory Earnings or contributions do not agree with Employer records or received retroactive pay.

DO NOT MAKE CHANGES TO THE DCT.

Refund any contributions that may have been withheld on the retroactive pay.

Member has more than 4 status changes during the reporting year.

Update each of the available Member Status Updates in the Member Status tab.

Update the Comments in the Basic tab to note additional Changes in Member Status including the Member Status and the Effective date.

Note: the Calculated Pensionable Service4 will be incorrect and the member will appear on the Members with Pensionable Service Problems report.



2013 Data Collection Tool Guide - Checklist

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Please review the following checklist after completing the DCT process:

□ Have you submitted Pension Membership Enrolment forms for new members who were not listed on the DCT?

□ Are all members who changed from Full-Time to OTRFT (or vice versa) reported with separate job code periods? (Report effective date, individual Contributory Earnings, Pensionable Service and Job Code for each period separately.)

□ Have you submitted Change of Information or Beneficiary forms where required?

□ Have you entered the Contributory Earnings, Pensionable Service, contributions, and Pension Adjustments for each active member?

□ Have you entered all changes in Member Status and the effective date?

□ Have you submitted your data to the CAAT Pension Plan through the DCT?

□ Have you notified the CAAT Pension Plan that the data has been submitted?

□ Have you populated all members' Pensionable Service on the separate spreadsheet provided by CAAT? Spreadsheet should be sent via S-Doc to protect your member’s privacy.


Appendix A - Technical Requirements

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Access the DCT at: https://dct.caatpension.on.ca/caat_uap Recommended browsers:

Microsoft Internet Explorer v. 6 or higher Firefox 3+

The web browser must be 128-bit encryption enabled and must permit pop-ups. If pop-ups are not enabled, the DCT will not function properly. It is recommended that you change your browser security settings for “auto complete”. To do this in Microsoft Internet Explorer:

Select Tools / Internet Options from Menu bar Select Content tab Under “Personal Information”, select Auto complete button, Uncheck “User names and passwords on forms”

You must also have Adobe Acrobat Reader (version 7.0 or higher)


Appendix B - Import File Specifications

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FORMAT

Delimited file (delimiter can be defined by user during the import process) Require SIN to be first field in file (9 characters required field) Single, standard date format for file

o standard date formats include: DD/MM/YYYY, MM/DD/YYYY, D-MMM-YYYY,DDMMYYYY, MMDDYYYY

o the same date format must be used throughout the file

CODES

The following table highlights the codes used in the DCT:

Code type DCT

Gender F = Female M = Male

Language (Indicates the language in which the statement will be printed. The language code is in the Personal screen.)

E = English F = French

Occupation Code ADM = Administration FAC = Faculty SUP = Support staff

Job Code (Contributory Earnings and Pensionable Service must be shown separately for each Job Code.)

FT = Full-Time OTF = Other Than Regular Full-Time

Member Status ACT = Active DTH = Death INT = Intergroup LAY = Lay-off LOA = Unpaid Leave of Absence LTD = Long Term Disability PTN = Non-Contributing OTRFT PAR = Parental PLA = Paid Leave of Absence PRG = Pregnancy RED = Reduced Workload RET = Retirement STR = Strike TER = Termination


Appendix B - Import File Specifications

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SAMPLE IMPORT FILE FORMAT

Sample file is comma delimited with the first line containing the field descriptions (SIN, Earnings, Service, Contributions-REG, PA, MemberStatusUpdate, Memberstatuseffdate)

Each member record has a SIN (required field) which is the first field in the import file and is a 9 digit numeric

The date format of the import file is MM/DD/YYYY

SIN,Earnings,Service,Contributions-REG,PA,MemberStatusUpdate,Memberstatuseffdate

999999999,50000,12,5400,5250,, 888888888,40000,5,4993.50,5609,PRG,06/01/2013 666666666,30000,6,3400.20,3490,LTD,07/01/2013

MEMBER RECORD DETAILS SIN = 999999999

Reported earnings are $50,000.00

Pensionable Service is 12 months

Contributions-REG for the year are $5,400.00

PA is $5,250

No Member Status Updates are reported for the member during the year SIN = 88888888



Contributions-REG for the year are $4,993.50

PA is $5609

Member Status Update for PRG (Pregnancy leave), effective June 1, 2013 SIN = 666666666



Contributions-REG for the year is $3,400.20

PA is $3,490

Member Status Update for LTD effective July 1, 2013

(Earnings, Pensionable Service, contributions and PA are reported for the Active period during the year; Member Status Update for LTD is reported with an effective date of July 1, 2013)


2013 data collection tool - caatpension.on.ca · you have been provided an excel spreadsheet which...

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