Ontario Non-union Education Trust (ONE-T) import

Ontario Non-union Education Trust (ONE-T) provides benefits for non-unionized employees in the Ontario education sector. It is administered by the Cowan Insurance Group.

Cowan Insurance Group provides a ONE-T payroll import file that can be imported into Sparkrock 365.

Preparing for a ONE-T payroll import

After a file has been received from Cowan Insurance Group, confirm the ONE-T import setups.

To confirm the ONE-T Payroll Import Setup page setup

  1. Choose Lightbulb that opens the Tell Me feature., enter one-t payroll import setup, and then choose the related link.

    The ONE-T Payroll Import Setup page opens.

  2. Ensure that all settings are correct.

To confirm all HR deduction codes have been set up

  1. Choose Lightbulb that opens the Tell Me feature., enter hr deduction codes, and then choose the related link.

    The HR Deduction Codes page opens.

  2. Confirm all HR deduction codes that directly relate to the benefit deductions that are being imported by the file are set up.

    The following Cowan Insurance Group payroll codes are sent in the file:

    Code Description Taxable Benefit Paid By Trust
    11 Extended Health Care (EHC) No
    13 Dental (DEN) No
    1 Basic Life (BLIF) Yes, if paid by Trust
    6 Member Optional Life (OPTLF) No
    31 Optional Spouse Life (SPLIF) No
    2 Basic Accidental Death and Dismemberment (BADD) Yes, if paid by Trust
    3 Member Optional AD&D (OPADD) No
    30 Optional Spouse AD&D (SPADD) No
    4 Optional Child Life (CHLF) No

    The Cowan Payroll Code must be set up in the Benefit Integration Code field.

    The Benefit Integration Index field holds the field position for the rate in the import file.

    The import file contains up to 4 different deduction amounts for a single Cowan Payroll Code.

    For example, for Extended Health Care (Cowan Payroll Code = 11), the file may contain the following amounts:

    • File position/index 6 is the Member Amount

    • File position/index 7 is the Member Retro Amount

    The following table illustrates a sample setup:

    Code Description Benefit Integration Code Benefit Integration Index
    ONET BADD ONE-T Basis AD&D 2 6
    ONET BADD RT ONE-T Basic AD&D Retro 2 7
    ONET BLIF ONE-T Basic Life 1 6
    ONET BLIF RT ONE-T Basic Life Retro 1 7
    ONET CHLF ONE-T Child Opt Life 4 6
    ONET CHLF RT ONE-T Child Opt Life Retro 4 7
    ONET DEN ONE-T Dental 13 6
    ONET DEN RT ONE-T Dental Retro 13 7
    ONET EHC ONE-T Extended Health 11 6
    ONET EHC RT ONE-T Extended Health Retro 11 7
    ONET OPADD ONE-T Member Opt AD&D 3 6
    ONET OPADD RT ONE-T Member Opt AD&D Retro 3 7
    ONET OPTLF ONE-T Member Opt Life 6 6
    ONET OPTLF RT ONE-T Member Opt Life Retro 6 7
    ONET SPADD ONE-T Spouse Opt AD&D 30 6
    ONET SPADD RT ONE-T Spouse Opt AD&D Retro 30 7
    ONET SPLIF ONE-T Spouse Opt Life 31 6
    ONET SPLIF RT One-T Spouse Opt Life Retro 31 7

To import the ONE-T payroll file and complete the reconciliation process

  1. Choose Lightbulb that opens the Tell Me feature., enter one-t payroll deductions, and then choose the related link.

    The ONE-T Payroll Deductions page opens.

  2. On the action bar, choose Payroll Import.

    The ONE-T Payroll Import page opens.

  3. In File Name, choose Select an import file….

    A dialog box appears and displays Please select an import file.

  4. Choose Choose, browse to the location of the import file, and then open the file.

  5. To specify that you want to import the data without creating employee deductions, turn on Test Import.

    When Test Import is turned off, the import process creates employee HR deduction entries with amounts.

  6. To specify that you want to update employee deductions, turn on Update Employee Deductions.

  7. Choose OK.

    If there are any errors with the import process, individual lines that encountered an error during import display a non-zero count in the No. of Errors field. To view errors, select the non-zero value in the No. of Errors field or to see all errors, choose View Errors. Resolve any errors before moving to the next step.

  8. Run payroll and post the compensation journal.

  9. After payroll has successfully posted, on the ONE-T Payroll Deductions page, to populate the actual payroll deduction amounts, perform the following steps:

    1. On the action bar, choose Get Deduction Amounts.
      The Get Deduction Amounts page opens.
    2. In From Effective Date, specify the pay cycle from date of the oldest effective date that is found in the file.
    3. In To Effective Date, specify the pay cycle to date of the newest effective date that is found in the file.
      The From Effective Date and To Effective Date fields are used as a filter for the compensation ledger entries within the provided range. Sparkrock 365 uses this information to determine what the posted deduction amounts are to report back to Cowan Insurance Group.
    4. Choose OK.
      You are returned to the ONE-T Payroll Deductions page.

  10. Verify the data in the ONE-T Payroll Deductions page, including confirming that the actual deduction amounts are correct.

  11. On the action bar, choose Payroll Reconciliation.

    This action creates the Payroll Reconciliation file that is to be sent back to Cowan Insurance Group.

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