The New Hire Reporting Form is a mandatory document required by Canadian federal and provincial legislation for all new employment relationships. This form serves as a comprehensive data collection tool that enables employers to gather necessary information for government reporting, payroll setup, and internal record-keeping. It must comply with the Personal Information Protection and Electronic Documents Act (PIPEDA), the Income Tax Act, and various other federal and provincial employment regulations. The form is typically completed during the onboarding process and includes sections for personal identification, tax information, employment details, and banking information. It facilitates proper registration of new employees with relevant government authorities and ensures accurate setup of payroll and benefits systems.
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1. Employee Personal Information: Basic identification including full legal name, date of birth, gender, social insurance number, and contact details
2. Residential Address: Current residential address and mailing address if different
3. Employment Details: Job title, department, employment status (full-time/part-time), start date, work location
4. Compensation Information: Base salary/wage rate, pay frequency, and any guaranteed bonuses or commissions
5. Tax Information: Basic tax details and TD1 form reference
6. Emergency Contact Information: Name, relationship, and contact details for emergency situations
7. Banking Information: Direct deposit details for payroll purposes
8. Acknowledgment and Signature: Employee certification that all provided information is accurate and authorization for information use
1. Immigration Status: Required when hiring non-Canadian citizens or permanent residents - includes work permit details and expiry dates
2. Professional Credentials: Required for positions needing specific certifications or licenses
3. Previous Employment Verification: Used when employment history verification is required for the role
4. Union Membership Details: Required for unionized positions
5. Benefits Selection: Include when immediate benefits selection is part of the onboarding process
6. Vehicle Information: Required for positions involving company vehicles or parking assignments
1. Schedule A - Payroll Deduction Authorization: Details of authorized payroll deductions including benefits premiums, union dues if applicable
2. Schedule B - Void Check: For direct deposit setup verification
3. Appendix 1 - Required Documentation Checklist: List of additional documents employee needs to provide (SIN card copy, work permit if applicable, certifications)
4. Appendix 2 - Privacy Notice: Detailed information about how the employee's personal information will be collected, used, and protected
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Manufacturing
Healthcare
Financial Services
Retail
Education
Construction
Professional Services
Hospitality
Transportation
Mining
Agriculture
Public Sector
Non-Profit
Energy
Telecommunications
Relevant Teams
Human Resources
Payroll
Finance
Legal
Compliance
Operations
Administration
People Operations
Talent Acquisition
Employee Services
Relevant Roles
HR Manager
HR Director
Payroll Manager
HR Coordinator
HR Administrator
Payroll Administrator
HR Business Partner
Talent Acquisition Manager
Office Manager
HR Generalist
Hiring Manager
Operations Manager
Human Resources Officer
Compliance Manager
Employee Relations Manager
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