Employers and recruiters are required to keep and maintain records relating to the employment and recruitment of employees and individuals.
Employers must keep employment records to show that employees receive at least the benefits they are entitled to under the Labour Standards Code. These records must be kept at the employer's main place of business and must be kept for at least 36 months after the work has been performed. As well, employers must be prepared to show that all outstanding pay has been paid.
Employers must keep the following information:
Employers who use a recruiter to recruit employees for employment must also keep the following information for 36 months after the work has been performed:
Employers must give employees pay stubs when paying their wages. The pay stub must show:
Employers can provide electronic pay stubs as long as employees are able to access the electronic pay stub.
Recruiters of foreign workers must keep and maintain the following records for at least three years after the records are made:
Employers and recruiters may keep records using any method (from a manual system using a payroll book from a stationery store to a computerized bookkeeping/payroll program). The records must be organized, easy to read, accurate, and up to date.
Labour Standards officers can inspect all records of employers and recruiters that in any way relate to the recruitment employment of individuals, including foreign workers.
They also have the right, at any reasonable time, to enter any work place or office to:
Employers and recruiters who fail to keep records, or to keep them up to date, and who fail to give information to the Director of Labour Standards or a Labour Standards officer, may be guilty of a violation under the Labour Standards Code.
All questions concerning a Record of Employment (ROE or separation papers) and employment insurance (EI) should be directed to the nearest Employment Insurance Centre, Employment and Social Development Canada (ESDC).
All questions about T-4 slips should be directed to the nearest Canada Revenue Agency
If you have any questions, please contact Labour Standards.