Employer Education Guide - Data Reporting

3Data Collection and Reporting

These sessions help employers collect complete and accurate member and non-member data, and report them to the Plan as required.

Pension purchases - October 3, 2019

This webinar will provide employers with information on pension purchases for both plan designs - DBplus and DBprime.

Webinar slides (PDF)

Watch the recorded session

 


Forms Overview - May 9, 2019

This webinar focuses on the forms employers need to complete and highlight recent changes and best practices.

This webinar also reviews the process to report changes to member's earnings and contributions to the Plan once the DCT has been processed.

Webinar slides (PDF)

Watch the recorded session


DBplus Pension Purchases - March 28, 2019

This session covers the process for DBplus pension purchases, and reviews the forms required to complete a pension purchase.

Webinar slides (PDF)

Q&A from the session

Q. Can DBplus members begin to initiate pension purchases on April 1st or do they need to wait until the "tool" is ready in mid-April?
A. Members can complete the DBplus OTRFT purchase application and send it to the Plan to get an estimate of the amount of pension their purchase will provide. This form is available in the Employer manual. Other types of leaves can be submitted, but the Plan will not start processing them until July 1.

Q. Where can DBplus members get the purchase forms?
A. Members can access the DBplus purchase forms after completing an estimate in the DBplus Purchase Estimator,  which will be available in mid-April. For now, they can get the forms from their employer as these are available in the Employer Manual.

Q. Who determines the purchase adjustment factor?  Is there or will there be a table available for reference?
A. The DBplus pricing methodology (purchase adjustment factor) was developed by the Plan, and approved  by the Board of Trustees. It is calculated as 1.4% per year for each year the member is away from their normal retirement date (calculated on a day-by-day basis). We can prepare a table for your reference and place it in the Employer Manual.

Q. Will the existing DBprime pension estimator or ACE tool be enhanced to include a side-by-side comparison of one's pension (with and without a pension purchase), similar to the new DBplus estimator?
A. Updates to the DBprime 3-Step Estimator are not being considered at this time, but we will look at the possibility for a future enhancement. For now, members can add the purchased service into the Estimator in order to get an estimate of the value of a purchase.

Q. You mentioned that this process could be used to purchase pre-enrolment service. Can you please confirm if this is an option for DBplus members?
A. Pre-enrolment service means any OTRFT service a DBplus member has prior to enrolling in the Plan. Members earning a pension in DBplus can purchase a period prior to joining the Plan, but the employer does not match the contributions. Employer matching is only available to full-time members who had Sessional, Appendix D or full-time contract service before January 1, 2014 prior to enrolling in the Plan and becoming full-time.

Q. Will the DBplus pamphlet also be available in mid-April or will it be provided to employers earlier?
A. The pamphlet will be available to members in mid-April. If you would like an electronic copy earlier, please contact your Employer PA.

Q. How is the Plan handing the pre-enrolment applications that I've already submitted?
A. We have followed up with members and employers regarding the timing of the service purchases, and have confirmed that T4 earnings are required. As soon as we have all required information, we will begin processing the quotes.

Q. Why can most purchases only be made by transfer from an RRSP or a LIRA ?
A. This is to simplify the tax implications for members. It ensures that the funds they use for the purchase are already tax-sheltered, and that there will be no further tax implications

Q. When will the member newsletter be distributed?
A. The member newsletter will be distributed in mid-April.

Watch the recorded session

 


Terminations, Retirements and Deaths - February 21, 2019

This session covers the employer role in data reporting for members who terminate, retire or die in active service, and will include a review of the Plan's In-year reporting requirements for these scenarios. This session will also provide employers with a review of the Termination and Retirement smart forms.

Downloads

Webinar slides (PDF)

Change of Employment sample - DBprime to DBplus (PDF)

Change of Employment sample - DBplus to DBprime (PDF)

Q&A from the session

Q. Why do we need to enter the PA for a change between FT and OTRFT employment?
A: The PA formula for each of the two plan designs is different, so we require two PAs in this case.

Q. Has the 60/20 rule changed to the 50/20 rule?
A: No. The 60/20 rule is about eligibility for an unreduced pension. The 50/20 rule refers to a member becoming eligible to retire. The two rules are separate provisions, and neither one is new.

Q. Does "related employer" include the non-CAAT employers under DB Prime and DB Plus
A. No. A related employer is any employer that participates in the CAAT Plan

Q. Will there ever be a change to the process?  We find that when option documents are sent to us, we can get the member to sign and S-Doc back to ensure their pension is received on time.
A. CAAT has a direct to member approach for option documents. This stems from the strategic direction set by the Board of Trustees several years ago. In special circumstances, we are happy to S-DOC the option documents to an employer to accommodate an exceptional situation.

Q. For vacation payouts at retirement, is the year the calendar year or the vacation year?  For example, our vacation year is April 1 to March 31.
A: In the year they retire, a member can opt to make their vacation pay in respect of that year’s unused vacation pensionable. This is based on the vacation year (e.g. from April 1, to March 31), and not the calendar year.

Watch the recorded session

 


Data Collection Tool (DCT) - January 24, 2019

This year's training will provide an overview on how to use the DCT, the data requirements for importing files, and how to import their own data into the tool. Participants will also be able to navigate the DCT, review validations, and make necessary data corrections, in order to submit clean and complete data to the Plan.

Downloads

Webinar slides (PDF)

DCT Guide (PDF)

DCT Checklist (PDF)

TBA/PBA spreadsheet (Excel)

Watch the recorded session

 


DBplus administration and revised forms  - October 18, 2018

This Employer Education session will focus on forms and processes under the new plan design DBplus. It is recommended for staff that are involved in the administration of the Plan and staff that are involved in the submission of monthly contributions.

Download the slides (Revised PDF)

Watch the recorded session

 


In Year Reporting - Termination, Retirements and Death  - April 5, 2018

This session covers the employer role in data reporting for members who terminate, retire or die in active service, and includes a review of the Plan's In-year reporting requirements for these scenarios. This session also provides employers with an introduction to the new Termination smart form.

Download the slides (PDF)

Watch the recorded session

 

Q&A

Q. If a terminating member is under age 55, how does the college administrator know if the member has enough service to make them eligible for a pension?

A. If you’re not sure, submit a Termination Application form, and we will determine if the member is retirement-eligible based on the 50/20 Rule.

Q. Please confirm or restate that there is no retroactive payments made on pensions?

A. Retirement date based on receipt of pension application:

  • For Normal  or Postponed retirements (Age 65 plus) the retirement date is based on last day worked.
  • For Early retirements, if the retirement date has passed, and it is within 30 days of being received, we would use the retirement date on the pension application.  If more than 30 days from the retirement date has passed, the retirement date is the end of the month in which we receive the application.   For Early retirements, if the retirement date on the application is in the future, we will process the retirement with the future retirement date.

Example, if we receive an application today (April 5) for a March 31 retirement, we would honour the March 31 retirement date. 

Q. If the pension application is submitted shortly before the retirement date (for example, 2 weeks), will the pension be paid as of the retirement date?

A. For Normal retirements the pension is paid retro actively to retirement date. For Early retirements the signed option document must be received within 3 months from date of retirement to receive retroactive pension payments.


Data Collection Tool (DCT) - February 1, 2018

This year's training provides an overview on how to use the DCT, and information on upgrades made to the tool from last year. We also explain how data will need to be reported as a result of the faculty strike in 2017. We cover examples of how the data will appear in DCT when users first open up the tool based on the two in-year reporting options for faculty members (Option 1 – provide file with earnings, service and contributions up to the strike date; Option 2 – provide a list of faculty members affected by the strike).

Downloads

Download the slides (PDF)

DCT Submission Checklist (PDF)

TBA and PBA Template Spreadsheet (Excel)

Watch the recorded session


Revised CAAT Plan Forms - January 11, 2018

This webinar reviews the changes made to some of the Employer forms. It looks at the revisions to the forms and how these revisions will impact the current process. We also introduce some new forms that will be available in 2018.

Download the slides (PDF)

Watch the recorded session

Q&A

Q. Are members required to provide a statutory declaration or can they provide other forms of documentation to prove their cohabitation?

A. The Statutory Declaration of Common-Law Relationship form must be provided. We have surveyed our peer pension plans and this is a standard practice in the industry.

Q. Are we still only reporting OTRFT employee group changes on the form, and Full-Time changes through the DCT?

A. Yes. This section of the form has not changed. For in-year employee group changes, we only require the form for OTRFT members.


2017 Data Collection

Deemed earnings sample layout (excel)

Option 1 - 2017 Strike - YTD file (excel)

Option 2 - 2017 Strike - Names only file;(excel)


Service Purchases and Leave Reporting - October 5, 2017

Download the slides for this session (PDF)

Watch the recorded session

Q&A

Q. Will CAAT provide tax receipts to members after a LOA service purchase is complete?

A. For a Leave of Absence purchase 6 months after the return to work, made with cash, the CAAT Plan will provide a tax receipt to the member.

Q. Can we use "Annualised earnings" indicated on the PA Calculator as OTRFT FTE Salary?

A. The PA calculator produces a reasonable estimate of the FTE salary rate if you are inputting the actual earnings and service.  Please ensure the data input in the PA calculator is current as of the buyback request if you are going to use the annualized earnings from the calculator as the OTRFT FTE salary rate.

This session covered Employer-assisted purchases and Member-initiated purchases, plus upcoming changes to our ACE tool which will have additional purchase types added.

Featuring key steps in the Service Purchase process including:

  • the timing for making a purchase
  • the roles and responsibilities of the employer, the member, and the Plan for each type of purchase.

It also included a review of the various forms used by members making a purchase and upcoming updates to the forms and corresponding timelines.


In-Year Reporting of Terminations, Retirements and Death - April 6, 2017

Download the slides for this session

Watch the recorded session

Due to technical difficulties during the session, this webinar was re-recorded. Thank you again for your patience.

This session covers the employer role in data reporting for members who terminate, retire or die in active service, and will include a review of the Plan's in-year reporting requirements for these scenarios.

Areas of responsibility: Termination, Retirement and Death Reporting; Payroll

This session is useful to anyone who works on daily administration of the CAAT Plan; completes termination, retirement or pre-retirement death forms; or is responsible for reporting these cases in the DCT.
 


Data Collection Tool - February 2, 2017

DCT Guide (PDF)

DCT Submission Checklist (PDF)

Termination/Retirement application spreadsheet template(XLSX)

Download the slides for this session (PDF)

Watch the recorded session

This year's training will provide an overview on how to use the DCT, and information on upgrades made to the tool from last year. We will also roll out a new checklist that employers can use as part of their process, as well as a standardized spreadsheet for reporting terminated members who were NC throughout the year.

At the end of this session, participants will understand the data requirements for importing files, and how to import their own data into the tool. Participants will also be able to navigate the DCT, review validations, and make necessary data corrections, in order to submit clean and complete data to the Plan.


Revised employer forms

Webinar date: Thursday January 5, 2017

This webinar will review the changes made to some of the Employer forms. We will look at the revisions to the forms and how these revisions will impact the current process.

Download the slides (PDF)

Watch the recorded session

Q&A from the session

Q:Will the new service purchase forms be located at the bottom of the ACE tool?

A: No. The ACE Tool is for member-direct purchase only (i.e. purchases of service with other Canadian registered pension plans, or OTRFT service (prior to membership in the CAAT Plan)). These purchases are between the member and the Plan.

The forms that have been updated are the employer-assisted purchase forms (i.e. LOA, pregnancy/parental leave).

Q: Is there a form for members to use to purchase service while employed with a CAAT Plan participating employer, but before enrolling in the Pension Plan?

A: Yes. This form is available from the ACE Tool for members to use to initiate this type of purchase.

Q: For the change of information form, does the employer have to sign if the change is on page one only, for example, a name change?

A: No – the employer only has to sign the change form if there is a change to the information on page 2.

Q: If I am already using one of the old forms for leave reporting, do I have to redo the paperwork for the new forms?
A: No. We will accept the old forms for events in process.

Q: For the request to purchase past service forms, how does the employer determine if the member can use their RRSP to make the purchase?

A: That information would be provided in the quote package from the CAAT Plan, and depends on the cost of the payment and the period.


Service Purchases

Webinar date: Thursday, October 6, 2016

Download the slides (PDF)

This session provides information on service purchases, and should be attended by anyone involved in the service purchase process, including completion of in-year reporting on leave forms, calculating the missed contributions, or providing members with information on service purchases (both member and employer driven purchases). 

Download: Calculating FTE Annual Salary Rate for OTRFT Members (PDF)

Watch the recorded session

 


In-year reporting - Terminations, Retirements and Deaths - April 7, 2016

Download the slides (PDF)

This session covers the employer role in data reporting for members who terminate, retire or die in active service, and includes a review of the Plan's In-year reporting requirements for these scenarios.

Areas of responsibility: Termination, Retirement and Death Reporting, Payroll
This session is useful to anyone who works on daily administration of the CAAT plan and completes termination, retirement or pre-retirement death forms, or is responsible for reporting these cases in the DCT.

Review the Q&A from today's session

Q: If a faculty member is paid for vacation and didn’t take time off, can they choose if it’s pensionable or not?

A: Yes, vacation pay in the year of retirement can be pensionable.

QU: How would the employer know if member chooses and immediate or a deferred pension?

A: We send copy of signed election form to the employers. If you have previously chosen not to receive these copies, but would like to get them, let your Pension Analyst know.

Q: If we know a change in marital status has occurred, but the member hasn’t informed us directly, how should we proceed?

A: You don’t have to take action. If we find out on the pension application form, we’ll reach out to the member directly.

Q: What if member doesn’t report the correct marital status on the pension application form?

A: The incorrect information would be reported on the Option Document. Many times the member strikes out the old information and gives updates. At that time, we follow up with them before the pension goes into pay.

Q: The change form included with the Annual Statement can be sent directly from the member to the CAAT Plan. If they use that form to change spousal information, how is the employer to find out about the change of information?

A: The change of information form included in the Annual Statement packages includes instructions to the members to contact their employer if they are changing spouse or beneficiary information.

Q: At year end we may have several termination benefit applications to complete. Can the Plan create a word version for word merge?

A: We eliminated word versions of forms last year as they were not used. However, we can look into it. We would also accept the data in a spreadsheet.

Q: Since the employers may not have accurate beneficiary info, why doesn’t the CAAT Plan deal directly with beneficiary of members in the case of pre-retirement death?

A: When you send the death application form, we can send the information directly to the beneficiary on file.

With the Direct to Member Initiative it was established that we send Retirement and Termination Forms directly to the members but continue to send the Death Option Documents to the Employers. We have had requests from some Employers asking us to deal directly with the survivors. We are happy to accommodate this request; please notify your Pension Analyst if you would like the CAAT Plan to deal directly with the eligible survivor/beneficiary.

Q:  If the employers doesn’t know who should fill out the death benefit application, how should we proceed?

A: The employer must complete a Death Benefit Application form for active members, but not for members on EOM Status, or Deferred members.

On the form, Sections A to D must be completed – which is the member’s demographic, earnings, and service information. The only person required to sign the form is the Member’s spouse (Section E).

If you do not have any beneficiary information on file, please indicate this on the form, so we will know that the section wasn’t missed unintentionally. If our records differ from the information reported on the form, we will follow up with the employer.

Watch the recorded session


Data Collection Tool

Webinar date: Thursday February 4, 2016

Download the slides (PDF)

Download the 2015 DCT Guide (PDF)

What's new in the DCT? (PDF)

This session provides an overview on how to use the DCT tool and provide information on upgrades made to the tool from last year. At the end of this session, participants will understand the data requirements for import files, and how to import their own data into the tool. Participants will also be able to navigate the DCT, review the validations, and make necessary data corrections, in order to submit clean and complete data to the Plan.

Review the Q&A from today's session

Q: When exporting data into excel, is there a way to display the member’s name?

A: If you look at the Member Demographics file, its shows you all the member personal information (name, etc.), and will also show you total of in-year data that we have. This is a great starting point for your file, because it has all of the required fields. You can always use this to do a lookup to see if anyone is missing from the DCT.

Q: If we have all the data in one file, can we import everything in one file?

A: If all your in-year data is in DCT, you can import one file (the year-to-date file). If you don’t see all the data in the DCT, you will have to import the additional files. If the missing data is limited, you can choose to update the DCT manually, BEFORE importing your year-to-date file as the only file import.

Q: If a member has 1 unpaid day / month, would we have to make 24 entries in the DCT?

A : Technically yes, but if you do have someone in that scenario, contact your employer PA and we’ll work with you to find an easier way to report it.

Q: If a member had no contributions in 2015, are we to submit a Termination Application form?

A: Yes. If the member did not work in 2015, and has no current contract, (for example, if a member worked in 2014, but not in 2015) please submit a Termination Application Form for them. We are asking for these now, as we are trying to reduce the delay for members receiving their benefits.

Q: If a member is “NC” status in 2015, (and we have submitted a Termination Application form), and the employee returns to work, is a new Enrolment form needed?

A: Yes – if the member returns to work within the 2 years (during the EOM period), please submit an enrolment form; If the member returns to work AFTER the 2-year EOM period, and has taken out their benefit, they will be treated as a new enrolment, and an enrolment form is also required.

Q: If the member submits a Termination Application form, and returns, are contributions automatically deducted?

A: They should be. When you set up the new employee, you should find out if they are already a member of the CAAT Plan, and if yes, immediately deduct contributions. Remember to submit an enrolment form.

Watch the recorded session


 

Service Purchases

Date: October 2015

Download the slides for this training session (PDF)

This session reviews the Plan's service level standards and focuses on the Employer's responsibilities and how this relates to the Employer Attestation process.

Areas of responsibility: Hires, Leaves, Service Purchases, TRDs
This session is useful to anyone who works with members upon hire, works on service purchases applications, completes leave and terminations, retirements and pre-retirement death forms.

Watch the recorded session


In-year reporting - Terminations, Retirements and Deaths

Date: April 2, 2015

Areas of responsibility: TRDs, Payroll

Who should attend? This session is useful to anyone who works on daily administration of the CAAT plan and completes termination, retirement or pre-retirement death forms, or is responsible for reporting these cases in the DCT.

Download the slides (PDF)

Read the Q&As from this session

Q. Is vacation pay pensionable if chosen by member?
A:
Yes that is correct. If a member receives vacation pay for vacation time not taken, the member can choose to make contributions and include this pay in pensionable earnings for that year. This must be current year entitlement only.

If a member dies and has accrued vacation pay owing, this pay is not pensionable and contributions are not deducted.

Q. Total contributory earnings does not include vacation pay? The form says to include vacation pay.
We have recently made some minor changes to our Termination, Retirement and Death Application Forms. The Regular Contributory Earnings must not include lump sum payments, retroactive pay or vacation pay. These earning are reported separately on the form. These changes more accurately reflect how the data is being collected for other in- year events and during the DCT process.

The updated forms will be posted to our website shortly.

Q. Does the employee now have the choice as to how vacation pay is treated?
Yes. The member will have a choice if they choose to make contributions on vacation pay.
Q. Pension applications for June 30th retirements have already been sent out to employees for signature.  Due to the late release of the new pension applications will the Plan expect employers to re-do these pension applications using the new form?
A: No. We will not be asking employers to resubmit any new pension applications. They will only be used going forward.

Q. The termination form asks whether the employee is going to work at another CAAT Plan employer. Without the employee completing the form, we would not always know this. Is there an expectation for the employers to find out this information?

A. No, there is not an expectation for the employer to find out this information. If the employer is not aware, the member will be considered to have terminated employment and the CAAT Plan will send an EOM letter to the member. It’s up to the member to notify their new CAAT Plan employer to re-enrol them in the Plan. The CAAT Plan requires a completed enrolment form from the new employer.

Q. If an OTRFT member elects a deferred pension after the end of the EOM period expires, then subsequently returns to work part-time with a CAAT Plan employer, do they have the option of re-enrolling into the Plan or is enrolment mandatory?
A: In this scenario, the former OTRFT employee has become a “Former Member” by electing a deferred pension. Under Article 3.03(1)(b) of the Plan Text, a Former Member entitled to a deferred pension “shall become a Member immediately upon rehire by an employer.” Thus, the OTRFT employee would not have the option – they would have to reenrol in the Plan immediately upon re-hire at a CAAT-participating employer. The CAAT Plan requires a completed enrolment form from the new employer.

Q: If a member elects to transfer their benefit out to another pension plan during the EOM period and subsequently returns to work part-time with a CAAT Plan employer, do they have the option of re-enrolling into the Plan or is enrolment mandatory?
In this scenario, if a former OTRFT employee terminated employment, transferred his or her benefit out of the Plan, then was subsequently hired by a participating employer in an OTRFT capacity, they would be considered a new employee and would therefore have option to join the Plan upon hire. The CAAT Plan requires a completed enrolment form from the new employer.

Interactive Poll Question clarification
We would like to clarify the answer to the Interactive Question on the Termination Section as we believe the question was unclear.

What are the member choices if they are within the 24 month extension?

  1. To transfer the commuted value out of the CAAT Pension Plan to another employer’s pension plan
  2. To enrol at another CAAT employer and continue membership
  3. To take a cash payout immediately
  4. a) and b)

The correct answer is (a). The member does not have the choice to enrol at another CAAT Plan employer; they must immediately notify their new employer to start deductions. The word “choice” in the question may have been misleading.

Watch the recorded session


Data Collection Tool (DCT)

Date: February 3 and 4, 2015

Areas of responsibility: Payroll, DCT

Download the DCT Guide (4 MB, PDF)

 

Session 1 - February 3, 2015

Read the Q&As from session 1

Q: Is there a way to add a name field to the data spreadsheets?

A: Recommendation: Start your DCT process by exporting the Member Demographic Information file – it has all the demographic information for all your members (e.g. name, marital status), plus the PA, earnings, contributions and service fields, as well as any in-year data that you have reported during the year.

This spreadsheet shows you all the required fields in the DCT. You can create your own file if you want (as long as it is in XLS or CSV format) or export the demographic file and use it to create your data file. It has any in-year data that we require.

NOTE: YTD Earnings – PRG, LUM, REG – separate fields for lump sum, pregnancy/parental, retro, and vacation (In addition to Regular, you have to split these buckets as part of the requirements to the DCT.)

Q: In the DCT there will be information for the member status periods as part of the in-year reporting. When we import our files, will that information be replaced or deleted?

If the YTD data in the import file matches the in-year data in DCT, there is no change to DCT. If your YTD file doesn’t match the in-year reporting and there is no further status change (e.g. return to active status) you will get an import error, and you will have to review and determine which is correct and make the change in the DCT if applicable. If you are loading the YTD file (the totals for the year including the in-year data) for a member who has returned to active status and the in-year data is already loaded in the DCT, only the difference between the YTD amounts and the in-year amounts will be posted in the latest active payroll record.  

Q: When you ask for vacation pay, does that refer to regular vacation pay, or the lump sum vacation payouts that occur when a member terminates or retires?

A: It refers to the lump sum payments for retirement or termination. We don’t need you to separate out regular vacation pay – only for retiring or terminating members.

Lump sum would refer to bonuses, special allowances, etc., which need to be reported separately throughout the year so that we can correctly validate contributions and the HAPE. If you include these payments in with regular earnings, it could bump the member into RCA which wouldn’t be correct.

Q: Can we update our YTD earnings from payroll into the YTD spreadsheet before we import it for those members we did not report in-year?

For a member with no leaves or breaks in service during the year: The total earnings, contributions, and service are reported in the YTD file only.

For a member with multiple leaves or breaks in service during the year: You must report each status period separately if it hasn’t been reporting during the year. Report payroll data for the periods of active service, or fill out separate forms for the active portion, if you haven’t sent it to us.

Q: If we manually add a member, what should be put in the Employee ID field? Is this coming from the Plan or the employer?

A: The employee ID is new this year and it’s a requirement for the DCT. This is the employee number you assign to your members, and serves as another way to search your data. Using an employee number facilitates the move away from using the SIN as a primary identifier. For now, since we don’t have your employee numbers we have to use the SIN.

Q: If we have a number of new employees who are not in the DCT, can we import them? Is there a new-hire import file?

A: No. New member must be manually updated before you can update the YTD data. We will consider this functionality for future enhancements.

Q: If a member has multiple different status periods in the year (e.g. active, LOA, active, back to LOA), and there was no in-year reporting of the data, how do we allocate the total earnings and contributions?

A: If we don’t have the in-year data, in the Status update file, you add a row for each Status Effective DATE. When the DCT is released, it would have the member’s active status as of Jan 1, 2014, since that’s the last status we would have.

You would have to enter the data for each of the status periods before uploading the YTD file. You would add one row for every status change in the Status Updates file.

You would then report the payroll data for the total active periods for a member in the year in the YTD file. The DCT would know to allocate the difference between the payroll data reported for the Status Updates, and the final active period. Note that this is why regular in-year reporting simplifies DCT work significantly.

Q: Could you upload the YTD file and then manage the data manually in the DCT, instead of sending status update files?

A: Yes you can edit the data manually in the DCT, but the file upload or manual data input must follow a specific order:

  1. Any Status Updates that apply to the member must be uploaded
  2. Earnings and Contributions – which apply to the Status updates
  3. YTD file

If there are status changes for a member in the year, these MUST be in the DCT before the YTD file is uploaded. Otherwise, the member’s active payroll data would be attributed to the entire year, instead of the correct active status periods.

Q. On page 6 of the guide, what do the employee status of INT-Intergroup and NCE-Not Contributing, Eligible for Purchase mean?

A. INT is for “intergroup transfers,” moving from one CAAT employer to another without terminating.  NCE means “not contributing, pre enrolment” service that can be purchased at a later date.

Watch the recording of session 1

 

Session 2 - February 4, 2015

Read the Q&A from session 2

Q. Can you clarify the definition of ‘lump sum?’ For example, does the Plan consider ‘coordinator allowance’ to be lump sum?

A. Coordinator allowance should not be lump sum; it is part of regular pay. We will review the list for accuracy and revise if needed.

Q. In the Member Details screen, what is the FT date in the grey bar?

A. The grey bar provides the member’s employee number, name, and date of birth along with the last known status as of December 31 of the year prior to the reporting year. For example, if we are collecting data for 2014, the grey bar will display the last known employee status, group, and type for December 31, 2013.  

Q. If changes are made in the Summary tab, are they automatically updated in the Status/Payroll Data section? 

A. For any tab that you’re in, you’ll see the Status/Payroll Data in the lower browser. Any changes you need to make will be done in the lower browser (except for PA changes which are made in the upper browser of the summary tab). When you hit the ‘recalculate’ button the information reported in the Status/Payroll Data section will change.

Q. Are retro payments reported in different years only for members who terminate during the year?

A. No. Retro refers to any payment in the reporting year in respect to work done in a prior year. If a member had a ‘retro’ payment within the same year, it doesn’t get reported separately. For example, if a member’s pay increases and a few months later you report the extra payment, it’s not reported as ‘retro.’

Q. If we manually add retro payments, do we have to enter that prior to uploading the YTD file? 

A. Retro payments can be reported at any time. You can update it first if you want; it won’t affect the order.

Q. What about retro payments paid in the current year for the current year?

A. It does not have to be reported separately. It is not considered retro if it’s in the same year Q. Are current year retro payments reported as regular earnings?

A. Yes. So if it’s paid in 2014 for 2014, include it in regular earnings.

Q. Do partial day leaves have to be manually entered before uploading YTD file?

A. They can be updated manually, but can be reported at any time. It would be easier to do it at the end, to validate the service, but it’s up to you.

Q. To clarify, the partial day leaves is for service worked on that day, not what was taken off?

A. Report the service the member took off. The DCT calculates the expected service based on payroll dates, minus the amount of the unpaid leave.

Q. In a member’s summary, how do you make a correction of service in error? Do you change the reported amount on the summary?

A. A service error would create a discrepancy between what was reported and what was calculated. You can either correct the service in the Status and Payroll data or update the partial day leaves/Status (e.g. if the member had an unreported LOA). For example if you are reporting less than 1 year of service and the member was active from January 1 – December 31, you have to update the partial day leaves in order for the calculation to be correctly displayed.

Q. Will the field that shows the service deduction show the entire amount entered on the live DCT?  It is cut off in this demo.

A. Some browsers may show a cut off in certain fields. When using Firefox or Chrome you shouldn’t see this problem. In the next release of Internet Explore this should not happen.

Q. How do you distinguish between partial days purchased and those not purchased?

A. Before the member goes on leave you and the member will determine if they are purchasing the leave. LOAs always have to be reported regardless of if the member purchases or not.

Even if the member is making the purchase, enter the information for the unpaid portion. Partial day leaves are treated and reported like any other LOA. Update the status in the DCT with the unpaid leave dates and service if a partial day leave, and the basic payroll info. It is treated as a service purchase and on the member’s Statement it will show that they purchased service.

Q. What are the tolerance thresholds for each field (i.e. 2% for contributions)?

A. There is a detailed listing on pages 48 and 49 of the User Guide.

Q. There may be a situation when a large payment generates RCA deductions but the annual salary is under the RCA threshold. Should we correct this in the DCT?

A. Yes. If the annualized earnings are below the RCA threshold but you calculate RCA contributions because of a bump in a pay period, you have to correct it in the DCT. The member should not have contributed to the RCA. Validate it against contribution worksheet on our website for the whole year. If you enter the service total you should get correct contribution amount.

Q. To confirm, is this for Pregnancy/Parental LOA via payroll deduction only? 

A. Yes. This is only for pregnancy/parental through payroll deduction. LOA is paid through lump sum payments and are not paid through this process. Q. How would that show on the member’s Statement?

A. It will show as basic information and will be seamless for member – 1 year of service with total earnings combined.

Q. If Pregnancy/parental leave is purchased not by payroll deduction, is this considered a "regular" LOA then, and not reported on the DCT?

A. Yes it would be treated like an LOA, but you would use the ‘PRN’ code (pregnancy/parental no payroll deductions). In the DCT you would report basic info, and do the purchase as a lump sum. The Annual Statement will show it as a purchase. The DCT will only validate on the regular information.

Also, with regard to status dates, you have to let us know that a member is on leave so we can validate information. New codes are outlined in the first couple of pages of User Guide.

  • PRG means paid for pregnancy/parental leave via payroll deductions and the DCT will validate on total.
  • If a member purchased the leave as a lump sum, use PRN – Pregnancy/parental leave, no payroll deduction. The DCT will validate based on basic and this would be an inactive leave period.

Q. If a member does not purchase a pregnancy/parental leave is it “LOA not purchased?”

A. If member doesn’t purchase the pregnancy/parental leave, use PRN – for a member who purchased or not purchased. It’s the same as unpaid leave of absence.

Q. In the reduced workload section, should we always enter deemed earnings?

A. Yes. If the member is on reduced workload, report earnings for the full period that they were working based on the full year, including deemed.

Q. When will the DCT be released to us?

A. We plan to release it this afternoon. You’ll get the welcome letter from your Employer PA and you will have access this afternoon. The deadline for getting the information back to us is March 15.

Q. Why would we ever want to reset data?

A. If you find you’ve made a mistake in the file you imported. For example, if you map any blank fields, the DCT will override it and give you a blank DOB field (for example.) if this happens, reset the data and all DOB information will reappear and you can reimport the file. You may also need to reset the data if you imported the files in the wrong order, or if you forgot to include something.

Q. Do we have to advise our CAAT representative before submitting the DCT like prior years?

A. No there is no need to contact us. We will receive an email notification as soon as you submit the DCT to us.

 

February 24 - Employer Update

Read the Q&A from the Employer Update

Q. How do I report OTRFT with multiple contracts where the contributions reported don’t match the expected?

A. Because we have transitioned to annualization for OTRFT members, you may receive contribution errors, especially if the member works multiple contracts with varying earnings. Please insert a comment in the summary page and call your ER PA to override.

Q. Do I remit RCA contributions for OTRFT members?

A.  No, you do not have to remit RCA contributions for OTRFT members. Please call your ER PA to override the flag as the DCT looks at annualized earnings, not employee type.

Q. How do I report a lump sum for an inactive member?

A. We’ve had a question about the lump sum payment associated with the 2014 collective agreements: is the payment pensionable for members who were on a leave of absence or on LTD when the amount was paid and, if so, how is the payment to be reported and treated?

If the entitlement arose while the member was actively employed, but was paid while the member was on unpaid leave or on LTD, then the amount is pensionable, and it should be allocated to the period of active service. (Note that the two collective agreements have different effective dates for the payment.)

If the entitlement arose while the member was on unpaid leave or on LTD, then it is not pensionable. This is because, in the context of an unpaid leave, there is no service to attach the payment to. In the context of LTD, the members earnings are deemed.

If the payment is pensionable and there is other service to report, the additional payment should not pose a problem. If there is no other service to report, then a workaround is required for the DCT. If you have members who received this payment and have deemed it pensionable, but no other service in 2014, please contact your employer PA for information on how to report this in the DCT.

Q. Do I report LOAs in the DCT?

A. No, the DCT is used for basic and pregnancy/parental through payroll deduction only. This has not changed from prior years. The only exception is that the PA must include the total earnings and service. You will receive a warning but that is OK, you can still submit with warnings. Please include a comment that the member purchased their LOA.

Q. What if a member changes employee group?

A. You have 2 options to report a change in employee group. You can either create 2 payroll records, 1 for each employee group. Or you can report 1 payroll record displaying the most recent group and insert a comment that the member has changed employee group. Don’t forget to send us the Change Form. Details are in the User Guide on pages 6 and 7.

Q. I am seeing “INT” instead of “TER”. What do I do?

A. Leave the status as intergroup. Some members start work at another CAAT Plan employer within the 2 year EOM period. The CAAT Plan would update their status to intergroup, even though you may not know. Please do not change any of these INT statuses.

Q. When I try to validate I get an error message

A. IT has put in a fix that should reduce the occurrence of this error. However, if you still receive this error message, please contact your ER PA who can clear the error for you right away.

Q. If a member was on Unpaid LOA, terminated, then paid out current year vacation, how do we report it?

A. Contact your employer PA, as there is a workaround that you will be required to do.

 


 

Leave Forms & Reporting

Date: January 8, 2015

This session focused on the new in-year reporting leave forms.

Areas of responsibility: Leaves, Service Purchases, Data Reporting

Download the slides used in this session: In-year Reporting - Leave forms

Demo forms

  1. Change of Information or Beneficiary
  2. Leave Start and Stop notification - Unpaid Leave of Absence
  3. LOA Purchase within 6 months from end of leave - Unpaid Leave of Absence
  4. Leave Start and Stop notification - Pregnancy, Parental or Adoption Leave 
  5. Purchase request within 6 months from end of leave or through Payroll deductions - Pregnancy, Parental or Adoption leave - 6 months demo
  6. Purchase request within 6 months from end of leave or through Payroll deductions - Pregnancy, Parental or Adoption leave - payroll deduction demo

Read the Q&As from this session

Faculty on Maternity/Adoption/Parental leave are paid vacation pay following the leave. Is the vacation period deemed earnings when we report, or is it actual vacation paid?

We are assuming with this question that the vacation pay is paid in a lump sum. Such an amount is typically not pensionable, because it is not re-earnable income. The exceptions to this are if the amount is paid in the year in which the member terminated or retired, or if the payment relates to an actual vacation that was taken. In these cases it would be pensionable.

What happens to the PA? The PA amount used to be reported on the form.

The PA is still used, but we removed it in order to simplify the form.  The PA will only need to be reported at the end of the year during the DCT collection process.

When do we send forms?

Ideally, we would like the forms when the member’s leave starts. We know there are issues getting member signatures when they are on leave, but it’s important for us to have it as soon as possible so that we can enter it into the pension administration system. We seed it back to you in DCT, so that’s an important consideration.

Just to confirm – Purchase forms are not completed until the member returns from leave?

That is correct.

Can you confirm that if the leave spans two calendar years, the purchase request form only needs to be completed when the leave ends, and not at the end of the calendar year?

Correct – just at the end of the leave.

Do we have to report Pregnancy and Parental leave periods separately, or just by year?

No, you do not have to report them separately on the form – we don’t need the breakdown for these two leaves. We just need the start and end date of total leave, because we handle them in the same way.

Do we still need to submit calculations when submitting the forms?

No. This is not required.

The problem with the purchase form is that when the member returns to work, we still have to give them a costing.  For a LOA, the member needs to know what the cost is so they can make their decision. This is why we do it at the time of the leave.

There’s nothing to stop you from continuing to do the costing the in advance. However we don’t need the information until the member returns from leave. If you want to provide the member with an estimate, that’s fine. Hold on to it and remit it when the member returns from leave and it’s final.

We would need a copy of the quote that you did on the form for PSPA purposes, just so we can do the PSPA request.

If a member is unsure if they are going to make the purchase before departing for the leave, what should they indicate on the Start/Stop form?

The Member should indicate that they want to purchase the leave, and if they change their mind after seeing the cost, they can go back to the original form, tick off the “I do not wish to purchase” box and initial that box. Send it back to us and indicate that data has been revised.

We cannot include future dollar information on the form as salaries change.

We do not ask for future salary information – we ask for the member’s salary immediately prior to the leave, and a completed purchase form when they return from the leave.

On the new Change of Information form, when an employee transfers from OTRFT to FT, there is usually no annual salary.  

All we require is the annual salary rate immediately prior to the status change.

OTRFT members don’t always have an annual salary, especially when there are multiple contracts prior to the transfer.

In this case, calculate the annual salary rate – take their hourly rate immediately prior to the change, multiply by the standard number of hours for that position, and that would be the annual salary rate.

Has there been any progress in determining how to report partial leave, or scattered days of leaves?

No, that is an outstanding item that we are working on with the Employer Working Group this year.

Since we’ll be starting 2014 DCT reporting shortly, how should we report scatter days for 2014.

The Revised DCT has a partial day leave section, and you will be able to report partial day leaves separately there. Remember there is training upcoming in February on the new DCT.

Faculty on Maternity/Adoption/Parental leave are paid vacation pay following the leave. Is the vacation period deemed earnings when we report, or is it actual vacation paid?

This is a question we have to look into and we’ll get back to you.

Do we need to revise the forms for 2014 leaves?

No. This is starting now with 2015 leaves and going forward.

Will links to these sample forms in the presentation be available when the presentation is posted on the website?

Yes.

Watch the recorded session


 

In-year reporting III - Service Purchases and Transfers

Date: December 4, 2014

This session covered the key steps in the process for Employer-assisted purchases and Member-initiated purchases, including timing, roles and responsibilities.

Areas of responsibility: Service Purchases, Data Reporting

Download: Calculating FTE Annual Salary Rate for OTRFT Members (PDF)

Download the slides: Service purchases (PDF)

Watch the recorded session


 

Revised DCT Overview

Date: July 3, 2014

This Employer Update session provided a look at the revised DCT that will be implemented in 2015, featuring the reporting process and sample scenarios.

Areas of responsibility: Payroll, DCT

Download the slides used in this session (PDF)

Download the revised DCT Data Requirements (PDF)

Watch the recorded session


 

Data Collection Tool workshop for 2014

Date: February 4, 2014

This session provided an overview of the information required to complete the DCT process for 2013 member data.

Areas of responsibility: Payroll, DCT

Download the slides used in this session (PDF)

Download the DCT Instruction Guide (PDF)


 

In-year reporting (Terminations, Retirements, Deaths)

Date: September 12, 2013

This session covered the employer role in data reporting for members who terminate employment or retire, with a walk through the process using examples of required forms and available online tools.

Areas of responsibility: TRDs, Payroll

Download the slides used in this session (PDF)

Watch the recorded session


 

2013 Data Collection Tool workshop

Date: February 14, 2013

This session provided an overview of the information required to complete the DCT process for 2012 member data.

Areas of responsibility: Payroll, DCT

Download the slides used in this session (PDF)

2012 Pensionable Service guidelines (Earnings & Service page)


 

Service Purchase - Best practices

Date: November 1, 2012

This session focused on the new reporting requirements for certain leaves and reviewed best practices for reporting pre-enrolment and prior service. It included the reporting of PAs and PSPAs, and featured a live demo of the member ACE Tool.

Areas of responsibility: Service Purchases, DCT

Read the Q&As from this session

Q: Is the monthly remittance via payroll deductions, new as of January 2013?

A. The ability to purchase a pregnancy/parental leave using payroll deduction is not a new process; it has been in place for quite some time. It can be an easier way for members to maintain service within the CAAT pension plan and ease the financial burden of a lump sum payment at the end of the leave period. Lump sum payments are also acceptable for pregnancy/parental leaves.

Q: If a member is on maternity/adoption/parental leave, do you propose we have them come in before they go on leave to approve the payroll deduction and again in January to sign forms? Will you accept signature of member’s purchase on first form sent in to CAAT if the member has elected payroll deduction?

A. It is advisable that the pregnancy/parental leave form is signed by the member if they elect for payroll deductions. Once the member has signed the initial form with the start date we will continue to accept a copy of that signed form until the end of the leave. It is important to note that if the leave spans over a new year that you ensure the member would like to continue with payroll deductions.

Q: Are you advising that the pregnancy/parental leave should be reported on the Pregnancy/Parental Leave form even if the member is not electing to purchase the leave?

A: To ensure accurate and up to date information as well as for record keeping, we are asking that the pregnancy/parental leave form be submitted to us even if the member chooses not to purchase the leave period.

Q: When should the member sign the form?

A. The member’s signature is required once he or she elects to purchase the service.

Q: Are we to complete only the current year buyback information when employee is starting maternity/adoption/parental leave? If so, they won't have entire information to base their decision as to whether they want to buyback the leave period.

A. We are asking that a pregnancy/parental form be submitted at the start of the leave with the start date. If the member has agreed to payroll deduction as the payment method, then a signature is required by the member and by the college representative.

Q: Is the form for “start of leave” still required if the purchase is not happening via payroll deduction?

A. To ensure accurate record keeping we are requesting that the leave form be submitted. Although the member may not be using payroll deduction as the method to purchase the pregnancy/parental leave period, it is important for the CAAT pension plan to maintain a record of the leave.

Q: Is the maximum number of mat leave buybacks allowed as 3? If so, who is tracking the number? And if a fourth one was submitted unknowingly - how would CAAT handle this?

A. The Canadian Income Tax Act limits the service a member can purchase for maternity, adoption and parental leaves, completed after December 31, 1991, to 3 years, with each term not to exceed one year from the child’s birth or adoption date. The responsibility for tracking will be shared by both CAAT and the employers.

Q: In your example, if John purchased the leave in May of 2013, would he then have to pay contributions calculated on 2013 rates?

A. When a member decides to purchase their leave period in the year in which the purchase is made, the leave took place, or within six months of their return to work, the current contribution rates are used to calculate the purchase.

Q: If the leave is for 2 days in October and employee wants to purchase do we have to complete the form?

A. If an employer deems that this time to be a LOA, then the LOA procedures apply.

Q: If the tax receipt issued is issued by CAAT, does that mean we no longer have to add this data to the member’s T4?

A. If a tax receipt is issued by CAAT, please do not enter the member’s contributions in BOX 19 RPP contribution of the T4 slip, as the tax receipt will be used by the member as an income tax deduction.

Q: Do we have to wait until CAAT notifies us that PSPA approval has been received before accepting funds for a strike purchase after April 30th?

CAAT will notify the employer when the PSPA approval has been received and to remit the funds. In the case of a declined PSPA, CRA will notify the member directly.

Q: Why do you need the earnings for each year in advance? This is a lot of extra work if the individual doesn't actually buy it back.

A. To ensure that we are up to date with our records it’s important to provide the earnings for the member. In the event the member does not choose to purchase the leave at that time CAAT can maintain a record of those earnings during that period. In the future if the member decides that this is now an option for them we will have all the information on file.

Q: How do we calculate pre-enrolment periods now that the One Day Rule has been eliminated? Do we deem a month?

A. Service calculations will need to meet the new post-June 30, 2012 guidelines from the One Day Rule to elapsed time. The service guidelines are available on E-Campus. Using the PA calculator online can provide an easy way to calculate service for both pre- and post-June 30, 2012.

Q: The slide under vested prior service indicates employer matches member contributions. Is this correct? It was my assumption member was responsible for entire costs as they received the refund.

A. Both prior vested and non-vested is fully paid by the member. The payment is equal to contributions paid out or Commuted Value plus interest.

Q: For a pre-enrolment purchase can the time only be Sessional, Appendix D or FT Contract or is there an option to buyback part-time work as well?

A. If a member status is FT Sessional, Appendix D or Contract, service can be purchased under the pre-enrolment buy back provision. All other form of eligible service would be considered under the Open Buyback provision.

Watch the recorded session


 

Areas of responsibility at a glance

 

 

Hires

Leaves

Service
Purchases

TRDs

Payroll

DCT

Contribution
Remittances

Service Purchases
(Oct 2015)

Required

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

Hires

Leaves

Service
Purchases

TRDs

Payroll

DCT

Contribution
Remittances

In Year Reporting
(Apr 2015)

Required

 

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

Hires

Leaves

Service
Purchases

TRDs

Payroll

DCT

Contribution
Remittances

DCT (Feb 2015)

Required

 

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

Hires

Leaves

Service
Purchases

TRDs

Payroll

DCT

Contribution
Remittances

Leave Forms & Reporting (Jan 2015)

Required

 

 

 

 

Optional

 

 

 

 

 

 

 

                 

In-year reporting III - Service Purchases and Transfers (Dec 2014)

Required

 

 

 

 

 

Optional

 

 

 

 

 

 

 

                 

Revised DCT (July 2014)

Required

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

             

2014 DCT (Feb 2014)

Required

 

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

             

In-year reporting (Sept 2013)

Required

 

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

             

2013 DCT (Feb 2013)

Required

 

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

             

Service Purchases (Nov 2012)

Required

 

 

 

 

 

Optional

 

 

 

 

 

 

 

 

 

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