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Data Entry Web Application FAQ
- How often do I have to report using the HSCIS Data Entry Web Application?
Employers using the data entry web application are required to submit two reports each calendar year, containing cumulative year-to-date payroll information covering the following reporting periods.
Reporting Period 1 =
January 1 to June 30
Submission Due Date:
Reporting Period 2 =
January 1 to December 31
Submission Due Date:
- What do I enter in the “Reporting From” field?
Enter the starting date of the first pay period of the year even if this date occurs in December. This date must be within + or - 22 days from January 1st (between December 10th and January 23rd). The only exception to this rule is for new HEABC members or new HSCIS employers.
- What do I enter in the “Reporting to Date” field?
Enter the end date for the payroll period closest to the end date of the submission period. The date provided must be within + or - 22 days of one of the end-of-period dates. For Period 1, the Reporting To Date must be between June 8th and July 22nd. For Period 2, the Reporting To Date must be between December 9th and January 22nd of the following year.
- What if my pay periods don’t exactly match the reporting to dates?
Just pick the pay period closest to the period end date. Although we would prefer that you enter the values as mentioned above in 1, your file will be processed if the Reporting to Date is within + or - 22 days of the period end date.
- Where do I find a copy of the HSCIS Data Entry Web Application User guide?
The HSCIS Web Application User Guide may be found on the HEABC web site at http://www.heabc.bc.ca/Page29.aspx
- I need help walking through the set up of my digital certificate. Who do I call?
Contact the Ministry Help Desk at (250) 952-1234 and they will ensure that someone assists you in getting set up. For agencies outside of Victoria, you may call the toll-free "Enquiry BC line" at 1-888-764-2323, and ask for the Ministry of Health Helpdesk.
- I’m unsure what my HSCIS corporate and/or site numbers are. How do I find out what my HSCIS corporate and/or site number is?
Look up your Corporate Employer Number and Legal Name here. This information is also available by emailing Ministry of Health HSCIS Support at HLTH.HscisSupport@gov.bc.ca. Be sure to include the Legal Name in the subject line (i.e. Smith Ltd.) and include details in the body of the message.
- Why do I have both a Corporate number and a Site number?
HSCIS uses two unique identifiers, a Corporate number and a Site number. The Corporate number is intended to identify a head/administrative office whereas the Site number applies to the physical site where the health services are being provided. For some agencies both functions are within the same physical location. Employees should be reported under the location at which they work.
- I’m trying to logon to my Web Data Entry account and am getting a message that my password has expired. Who do I call?
Questions regarding logon ID’s or login issues can be emailed to Ministry of Health, HSCIS Support at HLTH.HscisSupport@gov.bc.ca with your Corporate Employer Number and Legal Name in the subject line (i.e. Corp #1234 Smith Ltd.). Include details in the body of the message. Alternatively, if you need a password reset, or are experiencing technical connectivity issues (only), contact the Ministry Help Desk at (250) 952-1234 for assistance. If there are staff changes for the logon ID’s, visit the HEABC website at http://www.heabc.bc.ca/Page85.aspx, follow the instructions and complete the HSCIS User Update Form.
- Where do I get the latest version of the HSCIS code tables?
Code tables containing HSCIS codes for job classification, designated group, gender, job status, reason for termination, union and funding source reside on HEABC’s web site at: http://www.heabc.bc.ca/Page83.aspx
- How do I save my data?
Information is entered one record at a time in the HSCIS Data Entry Web App. The application does not allow the user to enter partial data or to retrieve data to be changed at a later date. The most efficient way to submit the data is to gather all of the required information and ensure it is correct BEFORE you attempt to start data entry.
For Employee Payroll Records, when you hit the Save or Next Employee buttons, the data entered on the screen will be recorded in HSCIS. For Designated Group Summary, when you hit the Save or Next Des Grp Summary buttons, the data entered on the screen will be saved in HSCIS.
- I don’t know how to determine my employee’s designated group. Where can I go for help?
Consult the Code Tables: Designated Group, Gender, Job Status, Termination, Union, Funding Source and the HSCIS Classification Code table on HEABC’s web site at (http://www.heabc.bc.ca/Page83.aspx).
Designated Group Code Designated Group Collective Agreement B Bargaining Unit Equivalent non-union employees C Community Community Collective Agreement E Executive/Management all excluded employees F Facilities Facilities Collective Agreement N Nurses Nurses Collective Agreement P Paramedicals Health Science Professionals Collective Agreement R Residents Residents Collective Agreement S Single Agreement Single Association Agreement or non-HEABC agreement
NOTE: Designated groups are not associated with any specific union. Any union can certify a site under any of the collective agreements.
- Within our site, we have people employed in more than 1 position. Can I report just the primary position?
In order to effectively allocate funding and negotiate contracts, it is critical that all positions be reported so you must report every position that one person works in. If you do not, you risk compromising the funding allocation and contract negotiation settlements in your area.
- After I log into the web site I get a message “Session expired or user not logged in”?
This likely means your cookies are not enabled. If this is the case you should see the following image near the bottom right hand corner of your screen, appearing on your message bar.
To enable your cookies, go to the Tools menu on your browser and click on Internet Options. Click on the privacy tab. You may be able to enable cookies at this point. If not hit the edit button at the bottom of the privacy tab titled web sites. Input the HSCIS Data Entry Web Site (https://hscis.hnet.bc.ca/) into the box labeled Address of Web Site. Click on the allow button. This should enable you to access the web site.
- How often do I have to enter Funding Source information?
Information regarding your funding sources and amounts should be entered once annually by fiscal year. Please enter projected funding for the current fiscal year. The funding amount should be updated later in the year only if the actual funding is materially different than the projected amount entered.
- Can I view the information I have entered?
You can view a summary of what you have entered using the Audit Log function. Select the menu item View Audit Log and Sign Off.
- What if I enter incorrect data?
The current web data entry application does not allow you to edit information once you have saved it into the system (the exception being the Funding Sources information). If you enter incorrect information into the Employee Payroll Record screen you can email Ministry of Health, HSCIS Support at HLTH.HscisSupport@gov.bc.ca with your Corporate Employer Number and Legal Name in the subject line (i.e. Corp #1234 Smith Ltd.) and include details in the body of the message. HSCIS support personnel can delete the incorrect record so that the correct information can be re-entered. If you enter an incorrect record in the Designated Group Summary screen you have two options.
- Enter in a second record for the same designated group offsetting the incorrect data.
- Email Ministry of Health, HSCIS Support at HLTH.HscisSupport@gov.bc.ca with your Corporate Employer Number and Legal Name in the subject line (i.e. Corp #1234 Smith Ltd.) and details in the body of the message. They will delete the incorrect record and reply by email.