What is HNFile for HSCIS and where can I get more information?
HNFile is a secure data transfer mechanism for submitting HSCIS extracts from your existing payroll system. The HNFile for HSCIS Guide resides on the HEABC web site at: http://www.heabc.bc.ca/Page32.aspx
What is the file name for HSCIS submissions?
Your file can be named anything you like. Your file will be renamed by the web application based on your selection of HSCIS account, year and quarter. (e.g. HSXXX32 where XXX is your account; 3 is the last digit of the year being submitted (2003); and 2 refers to the second quarter. The HNFile for HSCIS application will use this name to refer to your submission when your validation report is sent to you)
It is recommended that you use a consistent file naming convention to help you differentiate files for validation purposes.
Can’t I just email my HSCIS submission?
No. Since the file contains sensitive information, the contents must be submitted through a secure communications channel. The Ministry does not consider email a secure method for transmitting sensitive information.
How often do I have to report the new HSCIS?
Reporting is requested quarterly within the calendar year. In addition, year-to-date totals are required for each quarter. Thus:
Quarter 1 = January 1 to March 31
Quarter 2 = January 1 to June 30
Quarter 3 = January 1 to September 30
Quarter 4 = January 1 to December 31
What do I enter in the "Reporting to Date" field?
Enter the payroll ending date for the period closest to the ending date of the Quarter ( Q1 = March 31, Q2 = June 30, Q3 = September 30, and Q4 = December 31). The date provided must be within 22 days ( + or - ) of one of these end-of-quarter dates. The pay periods should coincide with the payroll tax periods (i.e. the Reporting From date should be the starting of tax deductions at the beginning of the year, and the Q4 Reporting To date should be end of the last tax deduction period of the year).
What if my pay periods don’t match exactly to the quarterly reporting to dates?
Just pick the pay period closest to the quarterly end date. Although we would prefer that you enter the values as mentioned above in 4), your file will be processed if the reporting to date is within 22 days (on either side) of the quarter end date.
I’m running XXXXX payroll system. Do they provide a HSCIS extract?
A list of the payroll system vendors who currently support a HSCIS extract resides on the HEABC web site at http://www.heabc.bc.ca/Page93.aspx
If you are using one of these systems, please contact your payroll vendor for more information on installation and support of the extract.
We are also aware that Goldcare and Quadrant/New Horizons may be working on HSCIS extracts for their users.
If your payroll system is not listed there, please contact your payroll vendor to see if they will support a HSCIS extract in the future. They can also contact the Ministry of Health for more information.
I’m having difficulty extracting the data from my payroll system. Who do I call?
All payroll providers we know about have a copy of the extract and validation rules for the HSCIS system. Please contact them if you are having difficulty extracting the required data from your payroll or if you have any questions about how the payroll extract works.
My payroll provider can produce a HSCIS extract. How do I get signed up?
Visit the HEABC website at http://www.heabc.bc.ca/Page85.aspx and complete the form HSCIS Registration Agreement and HSCIS User Update Form. This will start the process of getting you set up. Details of your set-up can be viewed in the document How to complete the HSCIS Registration Agreement.
We’re using EXCEL to edit our payroll extract. Will this cause any problems?
Yes. EXCEL creates a tab-delimited file while the HSCIS program requires a flat ASCII file. Make sure you edit your file in Notepad or Word.
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.
I’m trying to logon to my HNFile account and am getting a message that my password has expired. Who do I call?
Contact the Ministry Help Desk at (250) 952-1234. They will forward your request to have your password reset. If there are staff changes for the logon ID’s, visit the HEABC website at http://www.heabc.bc.ca/Page85.aspx, follow the instruction and complete the HSCIS User Update Form.
I need to change the person who receives email notification of HSCIS submissions in my office (or I need to add a person to the distribution list). How do I do this?
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.
I sent my HSCIS file but I never received a validation report. How come?
Validation runs occur at noon, Monday to Friday.
If you sent your HSCIS submission after noon (Monday – Thurs), the validation report will not be generated until the following afternoon. (Note: files submitted after noon on Friday would not be processed until the following Monday afternoon.)
If you think you should have received a validation report by now, 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.
I have questions on the code tables as well as the classification codes. Where do I get the latest version of the codes?
The classification code table resides on the HEABC web site at http://www.heabc.bc.ca/Page83.aspx
If you have further questions about the codes, e-mail 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.
I don’t know how to determine the designated group. Where can I go for help?
Consult that classification table on HEABC’s web site, which contains the codes and the designated group (or table).
Nurses = Nurses Collective Agreement
Paramedicals = Health Science Professionals Collective Agreement
Community = Community Collective Agreement
Facilities = Facilities Collective Agreement
Residents = Residents Collective Agreement
Executive/Management = all excluded employees
Bargaining Unit Equivalent = non-union employees who, if unionized, would fall into the first five (5) groups.
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.
I keep having my legal name rejected. How do I find out what my legal name and corporate employer number is?
Look up your Corporate Employer Number and Legal Name here. If the Legal name is correct, 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, and they will obtain the information for you.
What union code do I use for non-union positions?
The union code to use is N1.
When are the quarterly payroll extracts due?
The quarterly payroll extracts are due one month after the end of each quarter as outlined below:
Quarter 1 Due April 30
Quarter 2 Due July 31
Quarter 3 Due October 31
Quarter 4 Due January 31