Mailing information needed so HOOPP can mail member statements
Sent to: Member data contacts
Date: Dec. 21, 2006
HOOPP is pleased to announce that for the first time, HOOPP will be sending member annual statements directly, by mail, to every member. Members will be told about this in a future issue of the member newsletter, Pension Update.
This should reduce the workload for those employers who have been distributing the statements via internal mail to members at work, and is the reason we are not asking for a sort code this year. Please rest assured that HOOPP will only use the address information for the purposes of administering member benefits, and will treat is as strictly confidential.
To carry out this change, we will need the following information, in an Excel data file, for every Plan member you employ:
- social insurance number
- name
- address
- city/town
- postal code
- province (two characters, i.e., ON)
- member home telephone number (optional)
The optional phone number allows us to more easily contact members for our client satisfaction research without the expense of phone number lookups.
To get the information on the system in time for this year’s annual statement cycle, we would ask that you send it to us by Feb. 28, 2007.
Because HOOPP will be issuing statements to members’ home addresses, if we don’t receive the address information from you, it will mean that we will send their statements to them via you – and this shipment will not take place until late June 2007.
The file layout for the data file in Excel format is:
| Data Field | Format |
|---|---|
| SIN | numeric |
| Member first name | alpha |
| Member last name | alpha |
| Address line 1 | alpha/numeric |
| Address line 2 | alpha/numeric |
| Address line 3 | alpha/numeric |
| Address line 4 | alpha/numeric |
| City or town | alpha |
| Postal code | alpha/numeric |
| Province code | alpha |
| Country code | alpha |
| Phone number | Numeric – this is an optional field |
The Excel file should be saved on a diskette or CD, and sent to HOOPP, c/o Employer Services, 1 Toronto St., Suite 1400, Toronto ON M5C 3B2. We recommend that you password-protect the file – please use your employer code as the password.
If your organization has less than 20 Plan members, we will accept the information by letter if you prefer that route.
Should you have any questions about this notice, please contact Maria Simms, Manager, Employer Services, at 416-350-4333 (or toll free at 1-888-333-3659, ext 4333). She can be reached by e-mail at msimms@hoopp.com.
The information in this notice will be posted on the MDC Resource Centre pages of the hoopp.com website; we will send a copy of this letter to all people identified as MDC contacts at your organization.
Thanks in advance for your help in providing us with this information.
