As of July 9, 2023, federally-regulated employers must post additional employment information in their workplaces and provide new employee statements to all of their workers.
To help HR professionals at federal workplaces implement these changes to the Canada Labour Code (Code) (as well as the current requirements), Compliance Works has published an updated Federal Employment Information Checklist.
Download your free Compliance Works Employment Information Checklist for federal employers now!
This Compliance Works Checklist is the latest in a series of new tools for HR compliance professionals designed to ensure the workplace is in compliance with fundamental HR requirements. For Ontario workplaces, see our earlier post.
What’s New – Amendments to Federal Employment Information Rules
Effective July 9th, all federally-regulated employers (e.g., banks, telecommunications, airlines, railways, shipping) will have to provide two new types of information: (1) government materials on employers’ and employees’ rights and obligations under the Code (Government Information); and (2) statements containing information relating to an employee’s employment (Employee Statements).
Government Information
Federally regulated employers will have to post Government Information in the workplace, and ensure that it is provided to employees:
- within 30 days of: (1) the start of their employment; or (2) the information being updated by the government
- whose employment has been terminated (as relates to termination of employment).
The amendments also specify that this Government Information must be posted “in readily accessible places”.
Employee Statements
Federal employers will have to:
- provide Employee Statements to each employee within 30 days of: (1) the start of their employment; or (2) the statement being updated;
- provide additional copies to the employee upon request; and
- keep a copy of that statement for 36 months after the employee’s employment ends.
Note: Employers must provide employment statements to existing employees (who were employed on July 9, 2023) by October 7, 2023.
The Employee Statement must set out the terms of the employee’s employment (i.e., information employers typically include in an employment contract). For a complete list of the information that will have to be included, see the Checklist.
Current Employment Information Requirements
It is important to remember that these new requirements are in addition to the posting requirements already in the Code.
More specifically, the following information must be posted in federally-regulated workplaces:
- Hours of Work
- Notices containing minimum labour standards for employers and employees in the federal jurisdiction, including standards listed here.
- Excess hours agreements (where applicable)
- Averaging agreements covering non-union employees (where applicable)
- Public Holidays
- Notices of substitution of another day for a public holiday, including information listed here (where applicable)
- Health and Safety Note: In addition to being posted, health and safety information must be provided through an alternate medium that is accessible to employees with special needs (e.g., braille, large print, audio tape, computer disk, sign language or verbal communication).
- Names, work phone numbers and work locations of the workplace health and safety committee members or representative (as applicable) subject to certain exceptions for small employers
- Copy of the workplace committee’s annual report (for 2 months)
- Application for exemption from a workplace committee (where applicable)
- Description and location of first aid, list of first aid attendants and how to find them, and list of emergency telephone numbers (in remote workplaces or motor vehicles, this information must be kept with the first aid kit)
- Evacuation plans and procedures
- Signs identifying fire hazard areas and prohibiting open flames (where applicable)
- Contact information for concerns regarding indoor air quality
- No smoking signs
- Copies of any written Head or Board directions or reports
- Pay Equity Note: This only applies to employers with 10+ employees in the immediately preceding calendar year. This information must be accessible to employees with disabilities and must include the date that the notice is posted.
- Draft pay equity plan and notice informing employees that they may provide comments on the draft plan
- Final pay equity plan
- Notice of pay increases
- Notice of updates to pay equity plan
In addition, federal employers must make readily available in printed and electronic form:
- Copy of Part II of the Code and related regulations (i.e., health and safety requirements)
- Statement of employer’s general health and safety policy
How Compliance Works Helps HR Professionals
Compliance with constantly changing employment information requirements can be challenging and time consuming. Compliance Works helps HR professionals to understand their obligation to comply with federal employment standards, as well as those across Canada.
Contact us to Request a Demo, subscribe to Compliance Works publications, or email us at info@complianceworks.ca to learn how a paid subscription to Compliance Works can help your HR team succeed.
