This article lists the information you must provide to ensure we collect all the information required to migrate your Team Members.
Entity Form - Employee Requirements - Applies to all Team Members
| What is Needed | What This Means | Where to Find it |
| Employee full names - CRA/RQ T4/RL-1 Filing | Must match the name on the Social Insurance Number (SIN) card. Required for all year-end tax slips. | Employee Legal Document |
| Full Address (City, province, postal code) | Determines the provincial tax and contribution rates (PST, QPIP, Provincial Income Tax, etc.). The postal code is mandatory for all tax filings. | Employee Recent Utility Bill |
| Social Insurance Number (SIN)CPP/EI/Tax Income) | Essential for tracking contributions to CPP/QPP (Canada/Quebec Pension Plan), EI (Employment Insurance), and income tax withheld. Omission results in penalties. | Employee Legal Document |
| Date of Birth | Required for determining CPP/QPP contribution eligibility (starts at age 18; ceases at age 70 or upon claiming retirement pension). | Employee Legal Document |
| Is TM Non-Resident? | Required to determine if the employee is subject to specific Part XIII (non-resident) tax withholding rules on certain types of Canadian income. | Employee Migration/Citizenship Document |
| Is TM shareholder?(T5/T4 Reporting) | Required to ensure proper reporting of any dividends (on a T5 slip) and to verify non-arm's length transactions. | Company Registration document |
| Indian Status? (Tax Exemption - Indian Act) | Required only if the employee is registered under the Indian Act and meets the criteria for tax-exempt income (work primarily performed on a reserve). Requires a copy of the Status Card (SCIS). | Employee registration document |
| Start Date | Determines eligibility for increased vacation entitlement based on years of service and the start/end of the probationary period. | Employee contact document |
| Gender | Required for certain federal statistical reports and internal company policies. | Employee Legal Document |
| Salary Type | Salary (Annual or Per Period) or Hourly. | Employee contact document |
| Annual Pay Rate / Period Pay Rate / Daily Pay Rate / Hourly Pay Rate | Must reflect the rate specified in the employment contract. The pay rate format must align with the Salary Type. | Employee contact document |
| Contracted Hours Per Period | Defines the employee's standard schedule and is critical for determining when overtime begins for non-exempt (hourly) workers under provincial law. | Employee contact document |
| Bank account details | Bank Name, Transit Number (5 digits), Institution Number (3 digits), and Account Number for net pay disbursement. | Employee bank records |
| Email address | Required for the secure, electronic distribution of pay statements and year-end tax slips (T4/RL-1), which typically requires employee consent. | Employee personal details |
| Department / Cost Centre | Required for internal accounting, budgeting, and job costing. Not legally required for tax compliance, but mandatory for the client's internal financial systems. | Internal costing policy |
| Pay Group | Required to assign the employee to the correct processing batch (e.g., Bi-weekly Salaried, Weekly Hourly). | Internal payment policy |
| Pay period (Frequency) | Confirms the payment frequency (e.g., Weekly, Bi-weekly, Semi-monthly, Monthly). | Employee contact document |
Team Member Onboarding/Migration - Team Member specific
| What is Needed | What This Means | Where to Find it |
| Employee Benefits (e.g., Medical Insurance) | List all benefits provided (Health, Dental, Life, etc.). 2. Provide YTD employee deductions (for benefits paid by the employee). 3. Provide the monthly taxable value (Imputed Income) for any taxable benefits (e.g., Group Life Insurance over the non-taxable limit). | Benefits Contribution Records |
| YTD if applicable | YTD totals of employee and employer contributions for all benefit plans (e.g., Group RRSP/Pension). This ensures accurate reporting on the employee's annual T4 slip. | Benefits Contribution Records |
| Company Parental Pay Policies | Does the company offer a top-up (Supplemental Unemployment Benefit—SUB Plan) to bring EI payments up to $100\%$ of salary for a certain period? If yes, provide the full policy details and the duration of the top-up. | Internal pay Policy |
| TMs currently on Parental Leave | Provide a list of all employees currently on maternity, paternity, or parental leave, including the Leave Start Date and Expected Return Date. | All Leave Records |
| Company Absence Pay Policies | Minimums vary widely by province. For example: Ontario provides 3 unpaid days; BC provides 5 paid days; and Quebec provides 2 paid days (after 3 months of service). Provide the full company sick leave policy (Paid/Unpaid days per year). This must meet or exceed the minimum of the province where the employee works. | All Leave Records |
| TMs currently on Sick Leave | List any employees currently on sick leave. If the absence is prolonged, provide the STD/LTD (Short/Long-Term Disability) claim approval status, as this determines if the payroll needs to process a benefit payment on behalf of the insurer. | All Leave Records |
| TMs registered as Indian Status | Employment income of a person registered as an Indian under the Indian Act is exempt from Federal and Provincial Income Tax and often CPP contributions, only if the income is deemed to be "situated on a reserve." | Employee registration document |
| Provide copies of their SCIS (Certificate of Indian Status) | MANDATORY for Exemption: 1. SCIS: A copy of the employee's Status Card is required as proof of registration. 2. TD1-IN: The employee must provide the completed TD1-IN (Determination of Exemption of an Indian's Employment Income) form. | Employee registration document |
Employee Tax and Compliance Forms
| What is Needed | What This Means | Where to Find it |
| TD1 forms (Federal and/or Provincial) | The TD1 (Personal Tax Credits Return) is completed by the employee to claim non-refundable tax credits. These credits reduce the amount of income tax withheld from their pay. Required: Both the Federal TD1 and the Provincial TD1 (e.g., TD1ON for Ontario) must be on file. | Employee Tax Documents |
| TP-1015.3-V (for Quebec) | MANDATORY for Quebec employees. This is the provincial equivalent of the TD1, used to calculate the amount of Quebec Provincial Income Tax to withhold. Required: The employee must complete and sign this form (Source Deductions Return). | Employee Tax Documents |
| Team Member Work Contracts | The signed contract outlines the legal terms of employment, including wage rate, hours, vacation entitlement, and termination clauses. This prevents disputes and ensures compliance with provincial labor codes. | Employee contract document |
| Non-resident work permits | If Applicable. For non-residents, we require a copy of the valid work permit/visa. This is necessary to verify the employee's Social Insurance Number (SIN) status and ensure compliance with immigration laws. | Employee permit document |
| Payslips for the current tax year | Provide a quick visual check of past gross earnings, deductions, and pay frequency. | Employee payroll Documents |
| Detailed Year-to-Date (YTD) Report | This report, provided by the previous payroll provider, confirms the total amount of: 1. CPP/QPP Contributions (Canada/Quebec Pension Plan). 2. EI/QPIP Premiums (Employment/Parental Insurance). 3. Income Tax Withheld. Reason: We must track these amounts against the annual maximum limits to ensure we stop deductions when the employee reaches the statutory annual cap. | Employee payroll Documents |