Reporting Data through the I1 & I2 Data Interfaces

This page provides you with information on the data required to administer the pension plans. It describes key data that must be reported for pension purposes and the requirements for reporting. Each participating employer is responsible for the accuracy of the employee data sent.

Reporting Changes

Employee data must be reported to the WTW Admin Team via the data interface files in accordance with the I1 & I2 Data Interface Requirements specifications and the Annual WTW Consolidated Processing Calendar (Interface Run Schedule).

The data interface files operate on a biweekly basis:

- The I1 and I2 data files for each participating employer are processed at the same time and must be received by WTW according to the deadline specified in the Schedule
- A late data interface file submission will result in re-work to process the file separately from the other participating employer’s files and, therefore, is subject to out-of-scope fees that will be passed on to the participating employer who submits late data interface files

Any changes or corrections to an employee’s data record including data sent on the files should be made “at source” in your HR system and/or Payroll system, and flow through to the WTW eePoint pension system via the biweekly data interface files. Your HR/Payroll system(s) and the eePoint pension system must be in sync at all times.

If a discrepancy is discovered when reviewing a member’s data record in eePoint, open a ‘Case’ in eePoint and provide details on what is to be updated/corrected.

WTW may open a ‘Case’ from their end and assign it to you for additional details/direction. A ‘Case’ notification email will be sent to your shared email inbox that will require action.

For information on how to create and respond to a ‘Case’ in eePoint, go to Training Resources.

For questions related to reporting pensionable earnings, contributions, and leaves of absence including Short-Term Disability (STD) and Long-Term Disability (LTD), refer to Frequently Asked Questions (FAQs).

Important!

I1 and I2 data interface files must be received by WTW in accordance with the Annual WTW Consolidated Processing Calendar. Late interface files are subject to out-of-scope fees that will be charged to participating employers who do not transmit files by the deadline.

Important!

For any “off-cycle" or "special” I1 and I2 data interface files that require processing, you must notify WTW and WISE Trust immediately! WTW will not know to pick up and process the file unless they receive your notification.

I1 Demographic & HR Data Interface (I1)

The information reported on the I1 provides member data required for WTW to communicate with members, complete required pension transactions and calculations and pay pension benefits to members.

The I1 reports “changes only” (i.e., it is not a “full file” of all employee records) which means it captures updates made on your HR/Payroll system since the last I1 file was generated and sends these updates directly to eePoint via SFTP on a biweekly basis as per the Annual WTW Consolidated Processing Calendar (Interface Run Schedule).

The following I1 data files are transmitted on a biweekly basis:

I1 FILE NAME	DESCRIPTION
1. Demographic Data file	Changes to personal information
2. Service History Data file	Changes to work hours e.g. full-time vs. part-time Changes to employee status e.g. permanent vs. temporary Changes to work status e.g. active vs. leave
3. Pay Rate Data file	Changes to salary rate
4. Credits Data file (WSIB only)	Credit balance information
5. Absences Date file	Tracking of Unpaid Hours
6. Multi file (WSIB only)	Absences that may occur on the same day using different absence codes

Note: Files contain “changes only” but the record passed MUST be the full record. For example, if there is only an address change to an employee’s record, the full employee record is passed (with all information in the relevant data file noted above, not just the address change).

Note: The files listed above will transmit even if no changes have been made from one run date to another. The file(s) will transmit as a blank file.

SWA Employers who use the ADP-WFN system

When the files listed above are generated, an “ADP Exception Report” will be sent to you for action, 24 hours prior to the WTW deadline to receive the files (refer to the Annual WTW Consolidated Processing Calendar – Interface Run Schedule). The ADP Exception Report confirms that the file transmission was successful and lists failed/dropped records with:

Missing mandatory data fields (e.g. missing Pension ID, work email, SIN, salary rate, phone number, business unit, etc.)
No Pension Membership Date if Worker Category is full-time or part-time (but not if Contract or Temporary)
No FTE change date (in custom fields area) if a change is made to Worker Category
No Standard Hours captured for part-time employees (not paid)
- This field on the Service History Data file is driven off hours paid through payroll for part-time employees

You must:

monitor to ensure you receive the “Successful Transmission Confirmation Email” and “ADP Exception Report” as of the expected date as indicated in the Annual WTW Consolidated Processing Calendar – Interface Run Schedule
review the ADP Exception Report and action as required (contact ADP immediately for assistance to correct file issues, and ensure any missing data is updated in your HR/Payroll systems)

Please refer to the documentation provided by ADP to each employer for details on the ADP Exception Report/Files.

Important!

Do not introduce any new codes (i.e., action-reason codes) into your HR/Payroll system(s).
If there is a business need to do so, contact WISE Trust prior to implementing the new code(s) in your system.

New codes in your HR/Payroll system(s) need to be mapped into the WTW eePoint pension system to be accepted during the I1 and I2 data load process. Employee records with an un-mapped code will be rejected.
Any re-work caused by un-mapped codes may be subject to out-of-scope fees charged to the participating employer who fails to notify WISE Trust/WTW in advance.

I1 Data Validation Reports

Once the WTW Admin Team receives and processes your I1 data file, a total of (8) Data Validation Reports will be generated and sent to you, via DataLink, for action.

Download the reports from DataLink upon receiving notification sent to your team email inbox:

review the reports and messages
login to eePoint to view the data for your members and ensure it has passed correctly
action/update your HR/Payroll “source system” as required
insert or update a column with your comments, then repost to DataLink upon the completion of your review (ensure to rename the file before reposting to DataLink)

I1 DATA VALIDATION REPORT	DESCRIPTION
1. Interface File Validation Details Report	Listing of validation errors such as values out of range, fields not defined, missing data, and invalid codes resulting in employee data records not being loaded to the pension system You will need to review the WTW messages/questions and provide a response as to any confirmation or action required including confirmation that you have updated your source system as necessary
2. New Hire Report	Listing of all new hires, rehires, and SIN change validations You will need to review and validate any information on the records WTW is questioning and flag any incorrect information
3. Rejected Report	Lists records not processed by eePoint You will need to review, validate and confirm the information for the records WTW is questioning
4. Significant Changes Report	Lists atypical changes You will need to review to confirm the changes are valid and validate any information on the records WTW is questioning relating to changes in name, date of birth and plan eligibility date (Plan_Elect_Dt)
5. Retroactive Changes Report	List of all changes with retroactive dates which will require intervention in eePoint by the WTW Admin Team You will need to validate the information on the records WTW is questioning
6. Termination Report	List of Terminations used by WTW to create and send Termination Options Forms to members who have terminated employment during the reporting cycle (or Retirement Options if retirement eligible and have not yet been issued their options through the Retirement Initiation process – refer to Retiring a Member for retirement initiation process information). You will need to review and validate any information on the record(s) WTW is questioning and flag any incorrect information You will be asked to confirm the reason for termination as either voluntary, involuntary without cause, or involuntary with cause to ensure the Plan is administered in accordance with the Employment Standards Act (“ESA”). For a description of these reasons, refer to Terminating a Member You will also need to confirm that the “ESA Notice Period End Date“ on the Termination Report is correct and represents the end of the ESA termination notice period where payment of the notice period has been paid as a lump sum and contributions have been deducted accordingly the WTW Admin Team will manually change the effective date of the member’s ‘Terminated’ Service History record to this date to reflect the termination date for pension benefit calculation purposes Note: the ESA Termination Notice period paid as “salary continuance” should automatically be included for pension purposes where the appropriate ESA termination action reason code is used (where the Termination Date is set to the ESA Notice Period End Date)
7. Pension History, Service History, Pay Rate History Report	Large report summarizing all the records that were sent across the interface files. Scan the report and flag any unusual information you see (i.e. New Hire row has come across for someone who is not a new hire, change in Scheduled Hours, etc.) This report does not require a detailed review. It is a summary of all changes made to the Service History, Pension History and/or Pay Rate history records for all members passed on the files. It serves as a good audit trail of updates made to the eePoint tables during each run.
8. Load Summary Report	No action is required on this report – provided for your information/records.

Important - TIMING TO RESPOND:

You will need to review and respond, confirming the information requested on the Data Validation Reports, to the WTW Admin Team within five (5) business days as indicated in the Annual WTW Consolidated Processing Calendar.

WTW must receive your responses within the stated deadline to ensure the eePoint pension system has the most up-to-date and accurate information.

If there is no response required or confirmation to provide, please respond to WTW’s interface emails (cc WISE Trust) with a statement confirming that you have reviewed the data validation files and confirm no response or action is required.

I1 Data Validation Reports Training

For detailed instructions on how to review and provide feedback to the I1 data validation reports and other related information, refer to Training Resources.

Refer to Enrolling a Member for the process and other reports related to enrollment.

Important!

Incorrect data passed from the Employer to WTW must be corrected on the Employer’s source HR/Payroll system and flow through to the WTW eePoint pension system on the next reporting cycle via the data interface. Requests to manually correct data on the WTW eePoint pension system may be subject to out-of-scope fees charged to the Participating Employer making the request. Contract WISE Trust for any questions.

I2 Payroll & Contribution Data Interface (I2)

Your payroll system transmits the I2 data directly to eePoint via SFTP on a biweekly basis as per the Annual WTW Consolidated Processing Calendar (Interface Run Schedule). The I2 provides payroll data that includes:

pension contributions deducted from each member for the Plan and/or Supplementary Plan, and
non-pensionable and pensionable earnings and hours worked for all employees that received pay during the pay cycle, where
records on the file are always full records (e.g. all information is passed on an individual record).

Special contribution calculations/processes apply for:

Prior Year Retroactive Contributions (refer to Prior Year Retroactive Contributions)
Contributions for members who have a prior period of employment with another Participating Employer immediately preceding the date of hire with your organization (refer to Contributions for Members who have a Prior Period of Employment with another Participating Employer)
Contributions for members who are age 65 or older and have an approved CPT30 Form where they are exempt from making CPP Contributions (refer to Contributions for Members Exempt from CPP Contributions (CPT30 Form))

I2 Data Validation Reports

Once the WTW Admin Team processes the I2 data file, a series of “Data Validation Reports” will be generated and sent to you, via DataLink, for action. Similar to the I1 data validation reports, download the reports from DataLink upon receiving notification sent to your team email inbox, review the reports and messages, action/update your HR/Payroll “source system” as required, insert or update the column with your confirmation on action taken/required, then repost to DataLink upon the completion of your review (ensure to rename the file before reposting to DataLink).

I2 DATA VALIDATION REPORT	DESCRIPTION
Interface File Validation Details Report	Listing of validation errors such as values out of range, fields not defined and missing data, and invalid codes which may result in employee data not being loaded to the pension system You will need to review the WTW messages/ questions and provide a response as to any confirmation or action required including confirmation that you have updated your source system as necessary
Rejected Report	Records not processed by eePoint. You will need to review, validate and confirm the information on the records WTW is questioning
Contribution Discrepancy Report	Listing of records where member contributions deducted are not consistent with the contribution provisions of the Plan and/or the Supplementary Plan based on the data received by WTW Work internally, and with the WTW Admin Team and WISE Trust as required, to resolve any discrepancies Update/adjust your source HR/Payroll system data as required for corrections to flow back to the WTW Admin Team via the I1 and/or the I2 files For corrections required in eePoint, provide the necessary updates on the “Contribution Discrepancy Report” and send the report back to the WTW Admin Team (cc WISE Trust) via DataLink For additional information on reasons for discrepancies and how to correct them, refer to I2 Data Validation Reports Training Resources
Audit Controls	No action required. Provided for your information/records

Important - Timing to respond

You will need to review and respond to confirm the information requested on the I2 Data Validation Reports to the WTW Admin Team within five (5) business days as indicated in the Annual WTW Consolidated Processing Calendar. (Interface Response Deadlines).

WTW must receive your responses within the stated deadline to ensure the eePoint pension system has the most up-to-date and accurate information.

If there is no response required or confirmation to provide, please respond to WTW’s interface emails (cc WISE Trust) with a statement confirming that you have reviewed the data validation files and confirm no response or action is required.

I2 Data Validation Reports Training

For detailed instructions on how to review and provide feedback to the I2 data validation reports and other related information and training, refer to Training Resources.

Important!

Incorrect data passed from the Employer to WTW must be corrected on the Employer’s source HR/Payroll system and flow through to the WTW eePoint pension system on the next reporting cycle via the I1 and/or I2 data interface(s).
Requests to manually correct data on the WTW eePoint pension system may be subject to out-of-scope fees charged to the Participating Employer making the request. Contact WISE Trust for any questions.