Human Resources Regulations

Hiring Requirements

When you hire a new employee, there are a few things you must do to comply with government requirements. You need to:

• ensure that your recruitment and interviewing practices are not discriminatory
• create an employee record with basic information on your employee
• verify your employee's social insurance number (SIN)
• have your employee complete certain tax forms for payroll purposes

In addition, while not currently required, the government is asking employers to participate in the Report on Hiring Program, by reporting new hires to help reduce employment insurance fraud.

These documents provide more information and guidance on those obligations.

• Guide to screening and selection in employment
  
  http://www.chrc-ccdp.ca/publications/screening_employment-en.asp
  This guide provides information on how to advertise job openings and interview candidates in a non discriminatory fashion. It includes information on what questions not to ask in an interview.
• Employee records
  
  http://www.ic.gc.ca/eic/site/dir-ect.nsf/eng/h_uw00291.html
  Find out what information you should keep in an employee record to help with good human resources management and to make it easier for you to comply with government requirements.
• What are my responsibilities with respect to my employees’ SINs?
  
  http://www.servicecanada.gc.ca/eng/sin/employers/responsibilities.shtml
  You must ask to see the SIN number of new employees within three days of a new employee starting, keep it secure and use it for income-related purposes only.
• Personal tax credits return
  
  http://www.cra-arc.gc.ca/tx/bsnss/tpcs/pyrll/hwpyrllwrks/stps/hrng/td1/menu-eng.html
  You should ask new employees to complete a TD1 form for personal tax credits to determine how much to deduct from your employee’s pay.
• Report on hiring program
  
  http://www.servicecanada.gc.ca/eng/ei/employers/automated_report.shtml
  If you participate in this program, you would report the SIN and first day of work of all new employees to the government using a secure online system.