OTIP Master Setup Document

STEP 1: System Level Setup

Board Control > Benefits > Benefit Carrier Configuration > Benefit Provider Configuration > OTIP

The OTIP Benefit Provider Configuration screen allows admin to define all relevant Codes and associated Code Types and Code Values that will be used under OTIP. 

At the top of the module ensure the following;

1. Benefit Provider = OTIP
2. Description
3. Interface ID 
   1. “B + Board Number + ‘HRIS’”
4. Employer Group ID 
   1. “B + Board Number”

Once the baseline Provider information has been set you can begin adding in Provider Code records. 

Note: Each board typically enters their Code Configuration setup slightly different. The following is to serve as a baseline. 

Note: If “CODE VALUE” dropdown is Blank, you must configure Board Control > General Tables > Miscellaneous Codes > from the appropriate bundle of codes – such as AC (Activity Codes) / TC (Termination Codes)

Note: Board Control > Absence > Absence Reasons to define Leave Codes for Leave entries

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System Notes for OTIP Benefit Provider Setup

• The Interface ID and Employer Group ID values are defined by OTIP. Please check with OTIP for codes. 
• Note: Enter your Employer Group ID + HRIS in the Interface ID field on the OTIP Configuration Screen. For example, If your Employer Group ID is B12345, then you would key in 'B12345HRIS' in the Interface ID field. 
• Enter the mapping values in the grid for the Work Status to be transmitted to OTIP.  The left 3 columns are defaulted from OTIP's specs; the remainder of the columns need to be defined to match the work status value that will be transmitted to OTIP.  You can add or delete rows if necessary. The imported values in the left 3 columns are based on OTIP’s Specs.  Eligibility is for reference only and not currently used in any of the processes. 
• If an employee does not have an OTIP Flag on either their position or leave record, the Work Status will be mapped to T by default. 
• Each OTIP code can map to a number of different codes in K212 HR Payroll.  However, only one K212 HRP code should ever map to an OTIP code.  You can select statuses from the Activity Codes, Termination Codes or Leave Reasons as per below: 

Valid examples of how codes can be mapped:

Not Valid:

Work Status Mapping Business Rules

The work status to be transmitted will be determined based on the following rules:

1.       If, on the As of Date, a termination record is effective, then use the OTIP code mapped to the employee’s Termination code.  Work Status Effective Date would be Termination Date + 1.

2.       If the employee’s has an active leave record on the as of date where BENEFIT_FLAG = ‘OTIP’, then the leave reason on the leave will be used to map to the Work Status.  

3.       If the employee only has a position record on the As Of Date, with BENEFIT_FLAG = ‘OTIP’, then the Activity Code will be used.

4.       Else, if the position is left open while on an Approved Leave, the Leave record work status will be used as long as the leave record is identified as having a BENEFIT_FLAG = ‘OTIP’ and the positions for both records match.  If the leave and position with the OTIP Flag are for different positions, you may get incorrect results.

• *** The K212 Activity Code, Termination Code or Leave reason must be in the OTIP Configuration screen.  If the code does not exist, the employee will display on the error report.*** 

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STEP 2: Employee Group Level Setup

Board Control > Benefits > Benefit Carrier Configuration > Benefit Carrier Code Maintenance

Ensure Benefit Provider = OTIP > Find

Note: New Employee Group records can be added by right clicking anywhere in Table > New Record.

The module will then prompt the user to populate required fields such as Employee Group, Client ID, Plan and any additional information. 

Note: Information such as Class, Duration and other optional details are provided from the Benefit Provider to the board. If you are unsure, please reach out to the relevant Benefit Provider. 

Note: Client ID refers to the Trust and indicates which Trust the Employee Group falls under. 

Trust         Client ID

OECTA         190

AEFO           191

OSSTF          192

ETFO            193

CUPE            195

EWAO          197

OCEW          199

Unifor          200

Note: 'Position Classification' is a field used by CUPE which is an alpha field and typically contains the values P or T (Permanent or Temporary). 

A full populated example of a Benefit Carrier Code > Benefit Group setup is shown below

Note: Details entered under Benefit Carrier Code for the Employee Group must match against those shown under Employee Group Maintenance. 

Ensure EC_GROUP/Employee Group Maintenance Screen is Updated

Ensure the following fields on updated EC_GROUP table in the back end to make sure data is as expected (Employee Group Maintenance Screen), Values are provided by OTIP:

• DIVISION_CODE = Client ID (Ex. 192)
• CLASS = Class (Example. 104)
• SUBDIVISION1 = Plan (Example: B)

Benefit Carrier Code – ALLOWANCES Tab

This is where boards can configure which Allowances are to be included in Benefit Earnings, for each group. 

ISSUE: If you notice an Allowance is not adding to an Employee’s Salary on OTIP MPL 

FIX: Verify that the Allowance Code is configured under the appropriate Employee Group here. 

STEP 3: Employee Level Setup

Staffing > Position and Assignment > Employee

**FTE > 0 and the Position = Current

**Benefit Plan = OTIP

Note: Employees can only have ONE Position tied to OTIP at a time. 

• In order to pull the correct data into the file, it is required that only one position at a time be tied to OTIP.   
• In order to accommodate multiple positions, boards may need to use the Entitlement FTE and Benefit Salary fields to do any overrides to ensure the correct data is transmitted. 

Compensation > Salary and Allowance > Employee

**Employee Group matches the Current Position Employee Group

**Compensation record = Current

Benefit Eligibility Date

Note: This is a field created on the Benefit > Benefits module. 

BENEFIT ELIGIBILITY DATE

select BENEFIT_ELIGIBILITY_DATE from EC_EMPLOYEE

where EMPLOYEE_ID in ('xxxxx', 'yyyyy', 'zzzzz', 'xyzxyz')

NOTE: Ensure the field is not NULL. This field must be populated in order to successfully generate the employee on the MPL file. 

This field is stored in BENEFIT_ELIGIBILITY_DATE in EC_EMPLOYEE and is transmitted as the Hire Date in the Generate HRIS file.