OTIP Benefits Profile
The OTIP Benefits Profile module is used to control the activation and tailoring of the use of the OTIP processes. This module must be set up for the OTIP options to be accessed. The HRIS Class and Plan fields under the employee master Pay Screen will not display unless one of the Ontario Benefit profiles is active for a payroll.
Activate OTIP For This Payroll
Enter 'N' when OTIP does not apply to this payroll. Leave the remainder of the profile empty.
Enter 'Y' to activate the use of the OTIP Benefit options on this payroll.
OTIP Default Client ID
Enter the OTIP Default Client ID to be reported on the export file generated by the OTIP Export Process. For example, 123. The Client ID is reported on the OTIP detail transaction records.
See Client ID Override By Cycle Code for payrolls with more than one Client ID.
Employer Group ID
Enter the OTIP Employer Group ID to be reported on the header and detailed transactions on the export file generated by the OTIP Export Process. The Employee Group ID is used as part of the export file name.
Fixed Members Only Or Full HRIS
Enter ‘M’ to set the OTIP HRIS extract format to the original fixed format option. This option includes only one members record of details.
Enter ‘F’ to set the OTIP HRIS extract format to the new multiple record format option. This option includes 3 separate files of data, members, positions and leaves.
Deductions For Annual Salary
Enter one to 12 deduction codes to be used in the definition of the employee's annual salary field. The first deduction in the list that applies to an employee will determine the pay code I/E list for the calculation of annual salary taken from the employee function lines. The pay code I/E list, from the deduction code database for the selected deduction, will also determine the list of applicable pay codes to be used in the calculation of the employee's hours per week. Applicable function line hours annualized and then divided by 52.
Enter 'ASOF-SALARY' when the annual salary field should be loaded using the employee’s current Asof Salary value.
Pay Codes For Annual Salary [I/E,##,##]
Enter 'I' for Include or 'E' for Exclude followed by a list of pay codes. The Pay code list is used in conjunction with the deduction definition. When 'ASOF-SALARY' is used as the deduction definition, this pay code list will define the applicable hours to use from the function lines for the calculation of hours per week.
Client ID Override By Cycle Code
Most payrolls will only have one Client ID, this will come from the Default Client ID.
When a payroll has more than one assigned Client ID, define the Default Client ID for the largest group of employees, then assign a second Client ID here based on a unique Pay Cycle code. Enter the Pay Cycle code a hyphen followed by the appropriate Client ID for that group. For example, if pay cycle 1 and pay cycle 2 represent two different Client IDs you would enter:
1-124,2-125,
When 'M'embers Only Extract Was Selected:
Deductions for Benefit Salary [##,##,]
Enter one to 12 deduction codes to be used in the definition of the employee's benefit salary and FTE fields. The first deduction in the list that applies to an employee will determine the pay code I/E list for the calculation of benefit salary and FTE taken from the employee function lines.
Enter 'ASOF-SALARY' when the benefit salary field should be loaded using the employee's current Asof Salary value.
Pay Codes For Benefit Salary [I/E,##,##]
Enter 'I' for Include or 'E' for Exclude followed by a list of pay codes. The Pay code list is used in conjunction with the deduction definition. When 'ASOF-SALARY' is used as the deduction definition, this pay code list should be left empty.
When 'F’ull HRIS extract was selected:
Deductions For Leave Salary [##,##,]
Enter one to 12 deduction codes to be used in the definition of the employee's leave salary field. The first deduction in the list that applies to an employee will determine the pay code I/E list for the calculation of leave salary taken from the employee function lines.
Enter 'ASOF-SALARY' when the leave salary field should be loaded using the employee's current Asof Salary value.
Pay Codes For Leave Salary [I/E,##,##]
Enter 'I' for Include or 'E' for Exclude followed by a list of pay codes. The Pay code list is used in conjunction with the deduction definition. When 'ASOF-SALARY' is used as the deduction definition, this pay code list should be left empty.
Deductions For Union Affiliation
Enter the deductions that are associated with the union affiliations. This list of union deductions should be set with an Affiliation under the Deduction Code Database. The first union deduction in this list that an employee has, will determine the union affiliation used for OTIP reporting.
Should the employee’s deduction be suspended, the process will look for a secondary active deduction, before defaulting back to the suspended union deduction.
Activate Optional Effective Date
Enter 'N' when it is not necessary to enter individual employee effective dates.
Enter 'Y' to activate the HRIS EFFECTIVE DATE field under Employee Additions, Changes and Inquiry. The optional override effective date can be used instead of the global plan and status effective date assigned during the OTIP Export process. When the OTIP Export detects a change in the employee’s Plan code, demographics or status, a new effective date is applied.
When 'F'ull HRIS Versoin only extract was selected
Vacation Pay to be Added
Enter a list of vacation banks to be calculated and then reported separately as Vacation Allowance on the Position Record. The vacation is calculated based on the employee’s active function lines.
HRIS Extract File Test Or Prod
Enter 'T' to have the OTIP Export Process generate a test extract file, B#####_TEST_OTIP_%%%_YYYYMMDD.CSV.
Enter ‘P’ to have the OTIP Export Process generate a production extract file, B#####_PROD_OTIP_%%%_YYYYMMDD.CSV.
Where ### is the Employer Group ID and %%% is the record type (MEM for Member, POS for Position and LEV for Leave).
Default Language
Enter ‘E’ to report English as the default language code for all employees.
Enter ‘F’ to report French as the default language code for all employees.
When 'F'ull HRIS Version only extract was selected
Assignment Durations
Enter ‘C’ followed by a Pay Cycle Code, an = (equal sign), followed by a two digit number of months for that cycle code. Separate each grouping with a comma.
For example, C1=10, means cycle 1 has a duration of 10 months.
User Defined Number for Position Classification
Enter a value from 01 through to 04 which defines which HR Position code database user defined field will be used to populate the Position Classification field on the OTIP POS record.
04 is the default value for this field. If this field is empty or a value other than 01, 02 or 03 then the 04 user defined field will be used.
Assignment Type Codes to be Omitted
Enter one or up to 22 Assignment Type codes, separated by a comma. These Assignment type codes will be omitted when pulling in an employee’s assignments for Position and Leave reporting.
The Position Classification field is in column J of the POS file:
Position Record(s) |
|
| Extracted definition |
Client Id | OTIP Profile, primary or overrode by cycle, per payroll | ||
Group Id | Group Id, 3rd field on OTIP profile, per payroll | ||
Employee Number, payroll | Employee’s payroll number | ||
Surname | Employee’s Surname, per demographics | ||
First Name | Employee’s first name | ||
Position ID | HR position code per current assignments, see profile for omitted assignments | ||
Position Start Date | Assignment start date | ||
Position End Date | Assignment end date, if entered | ||
Position Description | Position Description | ||
Position Classification | Pulled from Position Code User Defined field | ||
Union Affiliation | Affiliation field per employee’s union deduction, union codes defined per OTIP profile | ||
Position Scheduled Hours | 1 | Hours Per Week from Position Code data base, per assignment | |
Assignment Scheduled Hours | Assigned Hours, per assignment | ||
Scheduled hours / FTE effective date | * | Initial default from assignment start date. Any change to either ‘1’ fields triggers date change. | |
FTE | 1 | Assignment FTE or on hourly, assignment hours divided by positions hours. | |
Hourly Rate | 2 | Rate from assignment when affiliation is CUPE | |
Salary / Hourly Rate Effective date | * | Initial Default is HR Assignment salary change date, Any change to either ‘2’ fields triggers date change. | |
Annual Salary | 2 | Annualized Salary per OTIP profile, per payroll | |
Assignment Duration | Default 12 or per employee’s pay cycle as defined per OTIP profile, per payroll. | ||
Annualized Hours | Assignment hours per week times 52, divided by 12 times employee’s duration. | ||
Position Status | A for Active or I for Inactive based on leaving setting on Assignment Type code, per assignment | ||
Vacation Allowance | Calculated vacation pay from active function lines, per banks from OTIP profile, per payroll. |
These definitions represent the statuses (excluding 'A'ctive and '‘T'erminated) applicable to the OTIP extraction. This cross-reference table allows you the option to define one or more atrieveHR Assignment Type Codes that apply to the HRIS status. The OTIP extraction process will check the employee's atrieveHR Assignment Type Code to determine which OTIP status should be used. When an employee is Terminated in Payroll then only the Q – Deceased, RT – Retired, LO – Indefinite Layoff could override the 'T'erminated status.
The Payroll status code will be loaded as Active unless the employee is Terminated or On Leave, with On Leave being defined as 'I'nactive.
When PRM Assignment Type codes are used for the determination of the OTIP status, the system will automatically locate the employee current atrieveHR Assignment Type code. Payroll also has an override to this atrieveHR Assignment Type code. The HRIS ASSIGNMENT TYPE field on the employees Pay Master screen can be used an as override to the atrieveHR Assignment Type code. The Payroll override Assignment Type code as can reported on using the HRIS Employee Code Reporting report.