An important reminder about vacation and holiday pay
vacation schedule

With vacation season upon us, it's important to ensure you are tracking employees' time off properly and paying the correct vacation pay. Otherwise, you may leave yourself vulnerable to costly fines and penalties, like this Alberta employer who was recently ordered to pay over $33,000 for unpaid vacation pay.

Consult PaySource® for more information on vacation pay. Find out how you can try PaySource free for 30 days here.

The August Holiday: A Perennial Puzzle

The first Monday of August is some sort of holiday in some jurisdictions across Canada, but do you have to give your employees the day off with pay? Only where the day is observed as a statutory/public holiday do you need to. Consult the chart below to find out.

August stat holiday by jurisdiction

In jurisdictions where the first Monday in August is not a statutory holiday, it is common for employers to provide a discretionary day off on the first Monday of August. If you do choose to offer the holiday to your employees, you may have to treat it the same as you would a statutory holiday.

Refer to the Statutory Holiday Requirements Chart in PaySource for further details.

Electronic distribution of T4s without express consent

The 2017 federal budget has passed and with it comes the option for employers to issue T4 slips electronically without first obtaining employees’ express consent. However, employers must meet several conditions before distributing T4s electronically without consent, including offering employees paper copies of the slips on request.

Look in PaySource under Year-End Reporting / Completion of T4 Forms for details on completing and filing T4s. Additional details regarding the new requirements will be included in the September 2017 release of PaySource.

Subscribers to The Human Resources Advisor™ will also be able to access this information in the payroll section, as of the July 31 release.

Big changes to Alberta employment standards and labour relations law coming January 2018
Fair and Family-friendly Workplaces Act

Alberta’s Fair and Family-friendly Workplaces Act (Bill 17) was enacted on June 7, 2017. The law makes significant amendments to the province’s Employment Standards Code and Labour Relations Code. Most of the new rules will come into force effective January 1, 2018.

We’ve already started incorporating the changes into The Human Resources Advisor (HRA). Search HRA for statutory leaves, vacation entitlements, public holidays, hours of work and overtime rules for details. Subscribers to Human Resources PolicyPro — Alberta Edition will start seeing the changes included in the November release. PaySource subscribers will find information on the updates to leaves of absence in Alberta starting in September.


2017 Ontario Employment Law Conference recap
Ontario Employment Law Conference

The 18th Annual Ontario Employment Law Conference took place on June 20, 2017, at the CHSI Corporate Event Centre in Mississauga. Employers and managers from all over the province (and a few from outside of Ontario, too) were in attendance to Learn the Latest® about some of the most challenging HR topics facing organizations today.

Ontario Minister of Labour Kevin Flynn gave a special luncheon presentation to elaborate on the government’s initial response to the Changing Workplaces Review and fielded some tough questions from the audience regarding Bill 148, The Fair Jobs, Better Workplaces Act.

If it passes, Bill 148 will bring significant changes to Ontario’s Employment Standards Act and Labour Relations Act. News and updates on Bill 148 is currently being provided through HRinfodesk® as soon as they become available. You can also follow the progress of the Bill by consulting the Ontario employment related law progress of bills, regulations and policies chart.

The HR law experts from Stringer LLP also covered important legal topics like WSIB claims for PTSD and chronic stress, when resignations actually take effect, ESA termination clauses, the do’s and don’ts of employment classifications, medical marijuana in the workplace, complying with the AODA employment standards and more. You can watch our broadcasts of the main presentations on our Periscope channel. Click here to view!

For more compliance and legal commentary on these challenging HR issues, check out The Human Resources Advisor™, the online HR resource trusted by businesses all across Canada.

Thank you to Minister Flynn, Stringer LLP, the staff at CHSI and everyone who attended the conference and followed along with us on social media for making this year’s conference a success!


Complying with CASL

Want to know if you are really complying with CASL? Use the Anti-Spam Requirements Policy and CASL Decision Flowchart provided in Finance and Accounting PolicyPro® to minimize your risk of anti-spam infractions.

The three-year CASL transition period is officially over, but complaints regarding spam—particularly Commercial Electronic Messages (CEMs)—have remained the same since the transition began. And while the private right of action provision of CASL was recently suspended pending a review of the law, organizations can still face substantial penalties for failing to meet the requirements. Anyone sending CEMs really should review their policies and practices regarding expressed consent and record-keeping to ensure they are not in violation of the anti-spam law.

Try FAPP for free today and keep the anti-spam flowchart—plus one other policy or document of your choice.

WHMIS 2015 deadlines delayed

On May 19, 2017, two WHMIS 2015 transition timelines for compliance were deferred by one year. To learn more about the WHMIS 2015 transition timeline delays and for the information you will need to ensure that you are in compliance by December 1, 2018, consult the topic WHMIS 2015 in The Human Resources Advisor and find applicable sample policies in Human Resources PolicyPro.

The deadline to transition to the Canada Not-for-Profit Corporations Act is coming up
Not-for-Profit Corporations Act

The latest edition of the Inside Policies Newsletter for Not-for-Profit PolicyPro® reminds federally incorporated NPOs that July 31, 2017 is the last day to transition to the Canada Not-for-Profit Corporations Act.

If your organization hasn’t completed this transition, visit the Government of Canada website for details on the required steps to take. Organizations that fail to transition before the deadline passes will be dissolved, meaning charities could lose their charitable status, plus several other negative outcomes for non-profit organizations.

Are you required to complete the next round of AODA compliance reports?
AODA 2017 reporting deadline

In accordance with the AODA standard for customer service, Ontario organizations with at least 20 employees must complete the next accessibility reporting deadline by December 31, 2017. While the previous reporting deadline was just three years ago, much has changed in the reporting process.

Information about the new process for filing accessibility reports can be found under Step 8 – Documentation and Annual Filing of the Standard for Customer Service chapter in Accessibility Standards PolicyPro®. We’ve updated this section recently to provide:

  • Information about the new form and where to find it
  • Examples of the different questions you may be asked based on the size and nature of your organization
  • Tips for ensuring that you report compliance by the deadline without triggering an audit

Not a subscriber? Request a free 30-day trial here.

Getting physical: an overlooked part of data security
Physical security

Policy 8.01 – Physical and Infrastructure Security in Information Technology PolicyPro® has been updated and now includes a separation checklist to minimize physical security threats.

We hear more than enough about keeping our digital documents safe, whether in-house or in the cloud, but physical security is also essential to prevent fraud and data loss.

Whether it’s a computer that’s been left unlocked, prohibited access to devices or equipment, unsupervised areas of the work environment, or simply not restricting access to sensitive areas, securing these seemingly simple physical restrictions could prevent a severe breach of your confidential data.

Take a free trial today and get full access for 30 days.


Update your preferences to receive the content that’s most relevant to you!

Follow these steps to log in to your account and select which topics you'd like to receive news and information about:

  • If you know your password, click here.
  • If you don't know your password or haven't created one yet, click here. Once you've set your password, navigate to the "My Preferences" tab (you might need to click "My Account" first) or click this link.

About the First Reference Update:

Our monthly newsletter helps you learn how to use our products and services to meet your growing HR and payroll compliance obligations and achieve your internal control goals. You can try any of our products for free today. Feel free to forward the newsletter to anyone you think might find it useful!