Keeping Records

Accurate records are essential to a well-run business: in particular, they are the evidence an employer relies on to prove compliance whenever questions related to minimum employment standards arise in the workplace.

Section 24 of the Canada Labour Standards Regulations identifies the records federally regulated employers are required to keep on file for inspection should the need arise.

Generally speaking, as an employer, you must keep payroll and other employment records—such as the following—for at least 36 months:

  • records identifying your pay periods
  • any agreements relating to the:
     
    • postponing or waiving of annual leave
    • substitution of general holidays and related vote results
  • notices:
     
    • to determine “year of employment” for vacation purposes
    • for maternity/parental leave
    • termination of employment
  • copies of medical certificates requested for:
     
    • sick leave
    • maternity-related matters
  • documentation concerning work-related injury or illness, including:
     
    • detailed reasons for the absence
    • expected dates for return to work, or notifications/reasons the employee cannot return

More specifically, you must document the following information through your records:

Employee Identification

  • name
  • address
  • social insurance number
  • job title
  • start and end of employment of each employee
  • sex
  • age, if under 17

Employee Pay

  • the rate of pay and whether it is hourly/weekly/monthly/or on any other basis (providing a clear explanation for that basis)
  • any changes to the rate of pay, and effective dates

Actual Earnings

  • amounts paid each pay day
  • overtime payments
  • vacation pay
  • general holiday pay
  • bereavement leave with pay
  • termination pay
  • severance pay

Each pay cheque should include a statement showing the amount paid, what it is for, and what is deducted.

Work Hours

  • daily hours worked
  • if hours of work are averaged:
     
    • the posting of the 30-day notice
    • the periods of averaging
    • start date of averaging
  • if the hours of work are modified, copies of the:
     
    • notice
    • schedules
    • votes
    • posting dates
    • details of the reductions in hours
    • the number of overtime hours paid, if applicable

Time Away from the Job

  • start and end date of annual vacations
  • general holidays
  • bereavement leave
  • start and end dates of any maternity-related reassignment/maternity/parental leave
  • sickness and work-related illness or injury absences

Note that, as a federally regulated employer, you must also post an outline of the Code requirements and notices, as required by law, along with an indication of where one may obtain further information from the Labour Program.

See Pamphlet #14 – Keeping of Records for further information.

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Date Modified:
2011-08-08