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Sparkrock

OTIP Payroll Response File

The payroll response file is a way to communicate the employee ELHT benefit deductions taken from the members' pays by the school boards. It is expected that differences may occur to what has been submitted to the school boards and what they have deducted. A payroll response file is always matching its response to a corresponding payroll import (payroll deductions) file. 

The payroll response is expected to be provided to OTIP along with the remittance advice at the time the cash remittance is deposited to OTIP’s bank account. The total of the amounts deducted should agree to the total payroll deductions being paid according to the remittance advice.

Configuring steps

Before you can use this report, you need to go through a number of configuration steps. 

The OTIP HRIS Export and the OTIP Payroll Import configuration must be completed first before you proceed with the steps below.

Integration setup

You will need to add information to the ON - OTIP Provincial Plan fast tab in order to complete the integration setup.

To complete the integration setup:

  1. Open the Integration Setup page and expand the ON - OTIP Provincial Plan fast tab.
  2. Use the table below to setup the ON - OTIP Provincial Plan as required.

The following table includes the information required for each field under the Payroll Deductions group on the ON - OTIP Provincial Plan fast tab.

Field Description
Reporting Authority The value from this field will be used for filtering the payroll control codes that are part of the benefit deductions. If you have used the configuration package provided for the payroll import file, the value of the expected reporting authority is OTIP.
NOTE: All OTIP benefit deductions payroll controls must have the same Reporting Authority code assigned to them.
Response File Folder Location The location where you will store the file to be provided to OTIP.

The above folder can be set up on either a shared network folder or on the application server itself. 

  1. A network shared folder should be in UNC format: \\Servername\folder\folder\
  2. A folder from the application server should have the following format: C:\folder\folder

Certain permissions need to be granted to these folders:

  1. The NAV app service account needs to have full permissions to these folders.
  2. Users that will be using this functionality need to have access to these folders to access the files.

Rates setup

You will need to link the payroll rates to payroll control codes to be able to trace back the deductions posted in the Payroll Ledger Entry to the rates provided by OTIP.

To complete the  setup:

  1. Open the Rates page.
  2. Filter the rates by code OTIP to limit the available list to the rates that you need to update.
  3. Select a payroll control code corresponding to a rate in Payroll Control Ref.
  4. Once all the relevant rates have been linked to payroll control codes, click OK.
    NOTE: It is very important to use Payroll Control Ref, not Payroll Control Code.

Generating the payroll response file

Once the configuration is in place, you can calculate the amounts you have deducted and generate the payroll response file for submission to OTIP.

Load deductions

The deductions are imported into the system with the payroll import. 

To complete the import:

  1. Store the file provided by OTIP in the To Process File Order Location folder specified on the Integration Setup.
  2. Open the OTIP Payroll Import page.
  3. Add a Checkmark to Populate Payroll Deductions ONLY if you are generating a Payroll Response File from our system and you would like only to load the deductions information into the OTIP Payroll Deductions page.
  4. Click OK.
  5. A message will display if previous records exist on the Payroll Deductions page. Click Yes to replace them.
  6. Once the file is imported you will see a message that indicates that the file was successfully processed. Click OK.
  7. The file will be moved to Processed File Order Location folder specified on the Integration Setup.

Once the import is completed:

  1. Open the OTIP Payroll Deductions page.
  2. Confirm it has been populated with data from the import. The information on this page will be used to compare the deductions provided by OTIP against the actual deductions processed by payroll.

Calculate deductions

Once the payroll for the respective month has been processed you can move on to the next step of the process.

  1. Open the OTIP Payroll Deductions page.
  2. Select Calculate Deductions from the ribbon.
  3. The Effective Date corresponds to the Payroll Effective Date from the fist line. Unless wrong, please do not change the date.
  4. The Reporting Authority is automatically populated with the value from the Integration Setup but it can be changed here. This value is to filter the OTIP relaled payroll control codes used by payroll for calculating the deductions.
  5. Click OK.
    The system will calculate the actual deductions per each line and will populate the values in Amount Deducted Current.
  6. Review the values in Amount Deducted Current. Once you have confidence in the amounts, please move to the next step in the process.

Send the payroll response file

Once you have confirmed the actual deductions to be reported to OTIP:

  1. Select Payroll Response File from the ribbon.
  2. Click OK.
    The system will generate a file in the Response File Folder Location folder specified in the Integration Setup.
  3. Send the generated file to OTIP.
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