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OECTA Membership Fee

The OECTA (Ontario English Catholic Teachers Association) membership fee is automatically calculated for every registered teacher and a report is generated for the 3rd party on a monthly basis. This section describes the configuration and procedures relevant to the OECTA Membership Fee functionality.

Setup Steps

1. Check the Enable Advanced Position Mgt. field in the HR Setup page.

2. Setup the Payroll Control for calculating adjustments by making the selections shown in the screenshot below. This Payroll Control will be used in configuring OTTP:

    NOTES: The Position Specific field in the Payroll Control should be checked for calculating OECTA deductions.

3. In the Dimensions page, set up a Panel Dimension. The Dimension Values must contain a single dimension for Elementary and a single dimension for Secondary panels.

4. Setup a list of Assignment Reason Types for each member type by going to the Assignment Reason Types page and adding the following values:

 

Code

Description

CE

Continuing Education

FT

Full Time

LT

Long Term Occasional

OM

Occasional

PT

Part Time

 

5. Set up the list of Inactivity Status Codes for OECTA in the Inactivity Status Codes page. The list should contain the following values:

Code

Description

DS

Deferred Salary

PL

Paid Leave

UL

Unpaid Leave

 

6. Assign an Inactivity Status Code in the Causes of Inactivity page.

7. Create lists of HR Jobs and HR Positions. Link the positions to HR Jobs.

 

8. The Yearly Salary Adjmt Factor in the Pay Structures table should equal “1” to allow proper calculation of the Current Grid.

9. In the Company Information page, in the Board ID field, enter the Ministry Board ID.

10. In the Location page, populate the Alternative Location Code field with the Ministry School ID.

11. In HR Employee, populate the Prof. Association No. field for all applicable employees.

Configuring the Integration Setup

1. In the Search box, type Integration Setup and select the object from the list.

2. Expand the ON – English Catholic Teachers Association fast tab by clicking on the small arrow on the far right of the tab.

The following table explains the options available when setting up the fast tab of ON – English Catholic Teachers Association in Integration Setup. Use the details provided below for configuring:

Setup Option

Details

Abbreviated Name

To be used as part of the name of the file being generated.

Exclude OCT No.

Check this field if you do not want the file to contain Prof. Association No. from the HR Employee.

Exclude SIN No.

Check this field if you do not want the file to contain Social Insurance No. from the HR Employee.

Exclude MEN No.

Check this field if you do not want the file to contain Ministry Identification No. from the HR Employee.

Export Path

Enter a folder location on your network drive where the file generated by the system will be stored.

Panel Dimension

Select the dimension you want to use for the Panel

Dim. Value Elementary

Select a dimension value for the Elementary Panel.

Dim. Value Secondary

Select the dimension value for the Secondary Panel.

Fixed Amt. Ctrl. Group

Select a payroll control group from the dropdown list for calculating the fixed amount of the OECTA deduction.

Var. Amt. Ctrl. Group

Select a payroll control group from the dropdown list for calculating the variable amount of the OECTA deduction.

Cur. Salary Ctrl. Group

Select a payroll control group from the dropdown list for calculating current salary.

Running the Report

A number of setup steps have to be completed before running the OECTA Membership Fee report.

Setup Steps

1. In the Search box, type OECTA Membership Fee and click on the object.

2. Select filter options in the Filters section.

3. Click the Calculate button to populate the worksheet with data based in the filters selected.

4. The system will automatically run a validation to check for errors. If a line has errors, the Validated checkbox will not be checked and the Errors column will show the number
    of errors. To check the errors:

  • Click the Show Line Error button to see the errors on an individual line,
  • Click the Show All Errors button to see a list of all errors.

5. Modify the data to eliminate the errors and run Calculate again.

6. Click the Create File button to generate the file to be transmitted to the 3rd party. The file is stored in the location specified in the Integration Setup page, Export Path field.

7. If you need to create a report, use the standard NAV functionality for exporting to Excel.

    NOTE: The report should be created in separate lines for each unique combination of Employer, Pay Period, Employee, Assignment Type, Panel Dimensions (defined in the
    Integrations Setup: OECTA Panel Dimension),  Cause of Inactivity and/or Termination Date.

Data Format

The following table shows the fields and provides descriptions for the information included in the 3rd party file generated by Navision.

Field

Data Format

Detail

Last Name

30A

Populated from the HR Employee.

First Name

30A

Populated from the HR Employee, Personal tab

Address

30A

Populated from the HR Employee, Communication tab.

Address 2

30A

Populated from the HR Employee, Communication tab.

City

30A

Populated from the HR Employee, Communication tab.

State

2A

Populated from the HR Employee, Communication tab.

Zip Code

A9A9A9

Populated from the HR Employee, Communication tab.

Social Insurance No.

999999999

Populated from the HR Employee, Payroll tab.

NOTE: The field will be blank if the Exclude SIN No. field has not been checked in the Integration Setup for OECTA.

Ministry Identification No.

999999999

Populated from the HR Employee, Administration tab.

NOTE: The field will be blank if the Exclude MEN No. field has not be checked in the Integration Setup for OECTA.

Alternative Location Code

999999

Populated with the Ministry School ID configured in the Location Table.

the Location Code to be used for this value can be selected as follows:

  • If Panel Dimension Values for the HR Position Ledger Entries matches the filter set in the Integration Setup, then use the location code found in the HR PLE in order to retrieve the Alternative Location Code and populate the Ministry School ID field with the value
  • If Assignment Type for the HR PLEs matches the filter set in the Integration Setup, then use the location code found in the HR PLE in order to retrieve the Alternative Location Code and populate the Ministry School ID field with the value
  • Otherwise use the location code

Board ID

999999

Populated with the Ministry Board ID from the Company Information page.

ActSal

999999.99

Annual Actual Salary

Leave it blank

GridSal

999999.99

Annual Grid Salary

Leave it blank

FeeFixAmt

9999.99

Populated with the sum of the Amount column from the Payroll Ledger Entries table using the Payroll Controls found in the Fixed Amount payroll group specified in the Integration Setup for OECTA.

FeeVarAmt

9999.99

Populated with the sum of the Amount column from the Payroll Ledger Entries table using the Payroll Controls found in the Variable Amount payroll group selected in Integration Setup OECTA

FTE

999.99

Populated with the sum of the FTE from HR Position Ledger Entry.

NOTE: If an employee has one position, it will show the FTE as it is. If one employee holds two positions within the same panel dimension and assignment type, the values of the FTEs will be totaled. If either the panel or the assignment type is different, the report will create separate lines and the FTE value will be the total by Panel and Assignment type.

PayEndDate

mm/dd/yyyy

Populated with the Pay Period End Date from the Payroll Ledger Entry.

PayPeriod

99

Populated with the Pay Cycle Period from the Payroll Ledger Entry.

(Pay Period 01, 02, etc)

MemType

AA

Populated with the Assignment Type from the Assignment Reason Type page.

The predefined list of Assignment Types should include the values below:

FT: Full Time           

PT: Part time       

OM: Occasional

LT: Long Term Occasional

CE: Continuing Education

MemStatus

AA

Populates AC when the Cause of Inactivity for the HR PLE is blank or Termination Date is blank or after the Pay End Date.

Populates TE when the Termination Date on the HR PLE falls between the start and end dates of the pay cycle period selected in the options tab.

If the Cause of Inactivity on the HR PLE is not blank, display the Code from the Cause of Inactivity Table.

MemPanel

A

Populates E if the value in the Dim. Value Elementary field in the Integration Setup matches the dimension value on the Payroll Ledger Entry.

Populates S if the value in the Dim. Value Secondary field in the Integration Setup matches the dimension value on the Payroll Ledger Entry, otherwise the field will be blank.

CurrSal

999999.99

Displays the sum of the Amount column from the Payroll Ledger Entries table for Payroll Controls from the Cur. Salary Ctrl. Group, specified in the OECTA Integration Setup

CurrGrid

999999.99

If the Yearly Salary Adjmt Factor (coming from the Pay Structure assigned to the HR PLE) = 1 the current grid amount will be calculated as follows

Amount (from HR Position Ledger Entry) × F.T.E / Default Periods (coming from the Pay Cycle Term selected in the filter of the report)

If Yealy Salary Adjmt Factor (coming from the Pay Structure assigned to the HR PLE) <> 1 the current grid amount will be calculated as follows

Amount (from HR Position Ledger Entry) × Yearly Salary Adjmt Factor (coming from the Pay Structure assigned to the HR PLE) * F.T.E / Default Periods (coming from the Pay Cycle Term selected in the filter of the report)

OCT

 

Displays the Prof. Association No., from the HR Employee.

NOTE: If the Exclude OCT No. field is checked in the Integration Setup for OECTA, this column will be blank.

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