OTIP - Ontario Teachers Insurance Plan Overview:

 

The OTIP module allows boards to manage OTIP benefits for employees using data files that are submitted to and received from OTIP via their SFTP site.  Please contact OTIP directly to determine what codes your specific board needs to use to ensure data is transmitted correctly.

 

OTIP Functionality:

 

There are four parts to the OTIP functionality in the system.

• Set up and Configuration: Includes setting configurations on the OTIP Configuration screen as well as configuring various fields throughout the system.

• Exporting Data Files: Use the Generate HRIS File screen to create a file to send to OTIP with benefit information. This file can be run as a full file, or as a changes only file.

• Importing Data Files: Use data files provided by OTIP to import into K212 HRP by using the Import Benefit Carrier File screen.

• Entering and Maintaining Changes for OTIP Eligible Employees

 

 

OTIP Process- How to Use OTIP

 

After initial Setup, the OTIP Process is as follows:

1. School Boards will generate the HRIS file for Changes Only using the Generate HRIS File screen

2. File is uploaded by the Board to OTIP’s SFTP site, based on the schedule defined by OTIP.

3. OTIP sends back a Payroll Deductions Import file on a monthly basis.  This file is picked up by boards from OTIP’s SFTP site.

4. Boards Import the file prior to running the first pay run with a cheque date in the month that the File is effective for.  (I.e. OTIP sends the deductions file on Sept 20th which is valid for October.  The first cheque date in October is October 8th.  The file must be imported and validated before this pay is run). If the first pay is missed, this will result in the last deduction of the month taking the balance owing.

5. Boards use the Reconciliation Report at any time to compare deductions taken from Pay Run to deductions in the file OTIP sends.  Discrepancies are identified.

6. Manual changes for should not be necessary except for exceptional circumstances as OTIP’s files include Retro amounts to catch any changes (excluding the Benefit ID) that were missed the previous month.

 

OTIP Setup - Full & Changes Only Files: 

 

Use the following steps to complete the OTIP Setup - Full File & Changes only process:

 

1. How to Setup OTIP Configuration Codes for Full & Changes Only Files

2. How to Setup Employee Groups for Full & Changes Only Files

3. How to Update Employee Records for Full & Changes Only Files

4. How to Generate a HRIS File for OTIP

 

OTIP Setup - Import Payroll Deduction File: 

 

Use the following steps to complete the OTIP Setup - Import Payroll Deduction File process:

 

1. How to Setup OTIP Configurations for Import Payroll Deduction File 

2. How to Add/Modify OTIP Deduction Codes

3. How to Add/Modify OTIP Deduction Code Details

4. How to Setup Pay Models for OTIP

5. How to Add/Modify Pay Models to the Pay Period Calender

6. How to Setup Subject Entity Maintenance for OTIP

7. How to Setup T4 Maintenance for OTIP

8. How to Import a Payroll Deduction File for OTIP

 

 

OTIP Reporting:

 

OTIP Reporting functions include the following process:

 

1. How to Run a OTIP Reconciliation Report