Talencore - Blogs #Workplace

2026 Federal Harassment & Violence Policy Compliance Reminder: What Federally Regulated Employers Should Do Now

Sun, 18 Jan 2026 09:13:59 -0500

If you’re a federally regulated employer in Canada, consider this your early-2026 compliance nudge.

On January 15, 2026, the Labour Program (Employment and Social Development Canada) issued a reminder email encouraging federally regulated employers to confirm they remain compliant with harassment and violence prevention requirements under the Canada Labour Code and the Work Place Harassment and Violence Prevention Regulations.

While this reminder doesn’t introduce new legal obligations, it’s a strong signal that enforcement and expectations remain top of mind heading into the year.

Below is a clear breakdown of what employers should review, plus practical tips to keep your workplace policies current and effective.

What counts as “harassment and violence” under the Canada Labour Code?

The Canada Labour Code defines harassment and violence broadly. It includes any action, conduct, or comment (including sexual harassment) that can reasonably be expected to cause offence or humiliation, or physical or psychological injury or illness.

This wide definition is intentional - it reflects how workplace harm can occur through patterns of behaviour, not just extreme events.

Why the government is emphasizing policy communication

In the federal reminder, employers were encouraged to focus on two key points:

1. Communicate policies clearly and consistently. Employees need to understand the policy, their rights, their responsibilities, and what supports are available.

2. Recognize that unresolved conflict escalates risk. Unaddressed conflict can lead to lower morale and impact employees’ mental and physical health - and can become a larger workplace issue if left unmanaged.

What your Harassment & Violence Prevention Policy must include

To meet federal compliance expectations, the reminder highlights that a workplace harassment and violence prevention policy should cover:

1. Roles and responsibilities. Clear accountability for:

employers
employees
managers/supervisors

2. Designated recipients. Who employees can report concerns to (and what happens if the concern involves that person).

3. Clear definition + examples. A definition aligned to the Code, plus real-life examples employees can understand.

4. Reporting and response process. Step-by-step guidance for:

making a report
what an employee can expect afterward
timelines and documentation (where applicable)

5. Resolution steps. Including options such as:

early resolution / informal steps
conciliation
investigations

6. Privacy protection measures. How confidentiality is protected (and what limits may apply).

7. Support measures for affected employees. For example:

EAP resources
accommodations
safety planning
time off and supports (as needed)

8. Prevention commitments. Including training expectations and risk assessments.

Who needs to be involved in developing the policy?

This part is frequently missed. Federally regulated employers must develop the policy jointly with the correct workplace representative group, based on headcount:

Up to 19 employees → Health and Safety Representative
20 to 299 employees → Workplace Health and Safety Committee
300+ employees → Policy Committee

If your organization has grown or restructured recently, it’s a good time to confirm the right committee is involved.

Who does the policy apply to?

The policy isn’t limited to full-time permanent staff. It applies to:

full-time, part-time, and temporary employees
contract workers
third parties (clients, customers, members of the public) - as long as the incident occurs in the work context

This matters a lot for organizations with customer-facing teams, retail, service environments, and hybrid setups.

What happens if you don’t comply?

The reminder flagged that the Labour Program has tools available if requirements aren’t met, including:

inspections
corrective actions
compliance actions (including possible monetary penalties)

Even if enforcement is not the goal, failing to maintain proper documentation and processes can create unnecessary risk when an issue arises.

5 practical policy checkups employers should do right now

Here are five quick ways to stress-test your current policy:

1) Check the “designated recipient” section

Is it clear, updated, and realistic? Do employees know who they can go to?

2) Confirm your examples are modern and relevant

Your policy should reflect:

virtual meetings
messaging apps (Teams/Slack)
social media boundaries
customer interactions

3) Ensure privacy language is balanced

Your policy should protect privacy while still allowing proper investigation and corrective action.

4) Make sure training is actually happening

A policy that sits in a folder isn’t enough. Training and reinforcement are a key part of prevention.

5) Align your handbook and procedures

Policies should match:

your employee handbook
reporting channels
investigation and documentation steps

If these don’t connect, confusion happens fast when a real situation occurs.

How Talencore can help ✨

The federal government’s reminder is a simple message: Harassment and violence prevention policies must be current, clearly communicated, and ready to use. If you’ve had policy updates on your “someday” list, this is a perfect time to move it to the top. For many small to mid-sized organizations, the challenge isn’t intention - it’s capacity.

At Talencore, we support growing teams with:
✅ Employee handbook creation
✅ Policy audits and compliance updates
✅ Harassment & violence prevention policy refresh (federal + general best practices)
✅ Clear, employee-friendly language that’s easy to follow
✅ Practical rollout support (manager-ready steps + communication templates)

If you’re not sure whether your policy is compliant - or simply want peace of mind going into 2026 - we can help you quickly assess gaps and update your documentation.

Need help reviewing or updating your employee handbook and policies?
Talencore can support your team with a streamlined audit and update process - without overcomplicating it. 😊

HR Guide: Understanding the Implications of Ontario Bills 149, 190, and 229

Wed, 12 Feb 2025 10:53:00 -0500

The Ontario government’s recent legislative updates - Bill 149 (Working for Workers Four Act, 2024), Bill 190 (Working for Workers Five Act, 2024), and Bill 229 (Employment Standards Modernization Act, 2025) - represent significant changes to workplace laws in Ontario. These bills aim to protect workers, promote transparency, and foster fairer workplaces, but they also create new compliance requirements for organizations.

HR professionals need to adapt quickly to ensure compliance while maintaining a positive employee experience. Below, we’ll break down the key provisions, effective dates, and what HR needs to do to navigate these changes.

Effective Dates for the Bills

Bill 149: Effective July 1, 2024
Bill 190: Effective October 1, 2024
Bill 229: Effective January 1, 2025

These staggered effective dates give HR professionals some time to prepare, but it’s important to start planning and implementing the necessary changes now to avoid last-minute compliance issues.

Key Takeaways

Sick Leave and Personal Days: Employees are now entitled to 5 paid sick days and 2 personal days annually. Policies and payroll systems must be updated to reflect this.
Job Posting Transparency: Employers must include salary ranges and disclose the use of AI tools in hiring processes to promote fairness and equity.
Work Hours and Disconnect Policy: Employers with 25+ employees must implement a “Right to Disconnect” policy, and scheduling practices must be fair and transparent.
Gig and Temporary Worker Protections: Minimum wage, tip protection, and scheduling transparency are now mandatory for gig workers, while temporary help agencies face stricter licensing requirements.

Changes and Implication Highlights for HR

1. Sick Leave and Personal Days

Sick Leave:

Under Bill 229, employees are entitled to 5 paid sick days per year, in addition to the 3 unpaid sick days already guaranteed under Ontario’s Employment Standards Act (ESA).
Sick leave can be used for personal illness, injury, or medical emergencies.
Paid sick leave ensures employees don't have to choose between their health and their paycheck.

Personal Days:

Bill 229 also introduces 2 personal days per year for employees.
These personal days are paid and can be used for non-medical matters, such as:
- Mental health needs
- Family emergencies
- Religious or cultural observances

2. Job Posting Transparency Requirements

As part of Bill 149, Ontario is introducing new rules to promote pay transparency and fairness in hiring practices. Here’s what’s required:

Salary Disclosure:

Employers must include salary ranges in all job postings.
This requirement aims to close pay gaps and increase equity in hiring.

AI Disclosure:

If employers use AI tools in the hiring process (e.g., for resume screening or candidate evaluations), they must disclose this information in the job posting.
Transparency about AI use reassures candidates about fairness and privacy in hiring decisions.

3. Right to Disconnect and Work Hour Protections

Right to Disconnect:

Under Bill 229, employers with 25 or more employees must implement a “Right to Disconnect” policy by January 1, 2025.
This policy ensures employees can disconnect from work-related communications (e.g., emails, phone calls) outside of their regular work hours, supporting work-life balance.

Work Hours:

The Employment Standards Act (ESA) still defines standard work hours as:
- 8 hours per day (or the number of hours in an employee’s regular workday).
- 44 hours per week, with overtime pay required for hours beyond this limit.
Employers must provide 11 consecutive hours of rest in a 24-hour period and 24 consecutive hours off in a workweek.
Bill 149 also requires fair and transparent scheduling practices for gig workers, ensuring predictability in assignments and pay.

4. Protections for Gig and Temporary Workers

Gig Workers (Bill 149):

Digital platform workers (e.g., rideshare drivers, food delivery workers) must receive:
- At least minimum wage for all time worked.
- Transparency in pay calculation and assignment distribution.
- Protection of their tips from employer deductions.

Temporary Workers (Bill 190):

Temporary help agencies must now:
- Obtain mandatory licensing to operate in Ontario.
- Provide clear information to temporary workers about their rights and working conditions.
- Comply with stricter regulations to prevent worker exploitation.

How HR Can Prepare for Compliance

The changes introduced by these bills require a proactive approach from HR. Here’s how to get started:

1. Conduct a Compliance Audit

Review existing policies, job postings, contracts, and scheduling practices to identify gaps.
Ensure all employment agreements comply with the prohibition on non-compete clauses introduced in Bill 149.

2. Update Policies and Procedures

Sick leave, personal days, and the right to disconnect require clear, updated policies.
Document and communicate these changes to employees to avoid confusion.

3. Train Managers and Staff

Train managers on handling leave requests fairly and respecting disconnect boundaries.
Educate hiring teams about job posting transparency requirements and AI disclosures.

4. Invest in Technology

Use HR technology to track work hours, leave usage, and compliance with scheduling requirements.
For hiring, ensure AI tools are properly configured to meet new transparency standards.

Proactive Compliance is Key

The implementation of Ontario Bills 149, 190, and 229 represents a significant step forward in protecting workers and promoting transparency. For HR professionals, these changes create challenges but also opportunities to build trust and improve workplace culture.

By starting preparations now, HR can ensure compliance, avoid penalties, and create a workplace where employees feel valued and supported. Use this as an opportunity to position your organization as an employer of choice in Ontario’s evolving labor market.

Get Started Now

Business Guide: How to Run Company Payrolls in Canada

Thu, 28 Nov 2024 10:15:00 -0500

Payroll management is a crucial aspect of running a business in Canada. Whether you're a small startup or a large corporation, understanding the payroll process is essential for compliance and maintaining employee satisfaction. 💼 In this guide, we'll walk through the step-by-step process of running payroll in Canada. 📊

Step 1: Obtain a Business Number

Before you can run payroll in Canada, you'll need to obtain a Business Number (BN) from the Canada Revenue Agency (CRA). This unique identifier is used for all your business dealings with the CRA, including payroll taxes, GST/HST, and corporate income tax. You can apply for a BN online through the CRA's website. 🔍

Step 2: Choose a Payroll System

Selecting the right payroll system is crucial for accuracy and efficiency. 🖥️ Whether you opt for a manual system, use payroll software, or outsource to a payroll service provider, ensure it meets your business needs and complies with Canadian payroll regulations. 💡

Step 3: Gather Employee Information

Collect all necessary information from your employees, including their full name, address, Social Insurance Number (SIN), date of birth, and banking details for direct deposit. 👥 Ensure you have accurate records to avoid errors in payroll processing. 🔒

Step 4: Determine Payroll Schedule

Decide on a payroll schedule that works for your business and employees. ⏰ In Canada, common payroll frequencies include weekly, bi-weekly, semi-monthly, and monthly. Ensure you adhere to employment standards legislation regarding pay frequency and payment deadlines. 💸

Step 5: Calculate Gross Pay

Calculate each employee's gross pay based on their hourly rate, salary, or commission. 🧮 Consider any overtime, vacation pay, or bonuses owed. Ensure accuracy in calculations to avoid discrepancies in employee payments. ✅

With Talencore's comprehensive payroll solution, you can streamline your payroll processes, minimize errors, and focus on growing your business. 📈

Step 6: Deductions and Withholdings

Deduct statutory deductions from employees' gross pay, including income tax, Canada Pension Plan (CPP), and Employment Insurance (EI) contributions. Additionally, deduct any voluntary deductions, such as group benefits or retirement savings contributions. 💳

Step 7: Remit Deductions to Authorities

Submit deducted payroll taxes and contributions to the appropriate authorities on time. This includes remitting income tax withholdings, CPP contributions, and EI premiums to the CRA. Ensure compliance with remittance deadlines to avoid penalties and interest charges. 📑

Step 8: Issue Payroll Records

Provide employees with detailed pay stubs or electronic statements outlining their earnings, deductions, and net pay. 📊 Maintain accurate payroll records for each pay period, including year-to-date totals for reporting and compliance purposes. 📝

Step 9: File Payroll Reports

File required payroll reports with government agencies, such as T4 statements for employees and T4 Summary for the CRA at the end of the tax year. 📈 Ensure timely and accurate reporting to avoid penalties and audits.

Step 10: Stay Informed and Updated

Keep abreast of changes to payroll legislation and regulations in Canada. Regularly review updates from the CRA and other relevant authorities to ensure compliance with evolving requirements. 📰

Conclusion

Running payroll in Canada involves a series of critical steps to ensure accuracy, compliance, and employee satisfaction. By following this step-by-step guide, businesses can streamline their payroll processes and mitigate risks associated with payroll management. Remember to seek professional advice or consult with a payroll specialist if you encounter complex payroll issues or regulatory changes. Effective payroll management is essential for fostering a positive work environment and maintaining trust and transparency within your organization.

Trust Talencore to be your partner in payroll management, and experience the difference firsthand. Schedule a demo today and see how Talencore can transform your payroll operations. 💡

HR Guide: Understanding the Latest CRA Policy on Remote Workers' Province of Employment

Sat, 24 Feb 2024 09:21:03 -0500

As of January 1, 2024, the Canada Revenue Agency (CRA) has introduced a new administrative policy aimed at providing clarity on determining the province of employment (POE) for remote workers concerning tax matters. This development is crucial for employers, as it affects various aspects such as CPP/QPP, EI, QPIP, and income tax deductions.

Who is Affected by the Policy Changes?

The policy specifically addresses employees operating under a "full-time remote work agreement" where physical presence at the employer's establishment is not required. The CRA defines such an agreement as one where the employer and employee can justify its existence, the employee is directed or allowed to work remotely full-time, and the duties are not performed at the employer's establishment. This arrangement can be either temporary or permanent.

Determining Province of Employment

For employees under a full-time remote work agreement, determining the POE involves assessing if the employee is reasonably considered "attached to the establishment of the employer." The CRA provides "primary indicators" and "secondary indicators" to aid in this evaluation.

Primary Indicator

The primary indicator is the province where the employee would physically conduct their employment duties if not for the remote work agreement. This is determined based on their past physical presence for work-related duties. For example, if an employee worked at the BC office before the remote work agreement, their POE remains BC.

Secondary Indicators

Secondary indicators include factors like where the employee attends in-person meetings, receives work-related material, or reports based on contractual agreements. These indicators collectively contribute to assessing the employee's attachment to the employer's establishment:

The establishment where the employee attends or would attend in-person meetings, through any type of communication;
The establishment where the employee receives or would receive work-related material or equipment or associated instructions and assistance;
The establishment where the employee comes or would come in-person to receive instructions from their employer regarding their duties, through any type of communication;
The establishment that is responsible for or supervises the employee, as indicated in the contractual agreements between the employer and the employee; and
The establishment to which the employee would report based on the nature of the duties performed by the employee.

Multiple Employer Locations

In cases where an employer has multiple locations, they must consider which establishment the employee is more closely attached to based on the provided indicators.

Employer Action Steps

In response to this new policy, employers are required to review both new and existing full-time remote work agreements to determine their employees' POE. Importantly, employers should be vigilant, ensuring that any POE determination is not exploited to evade or reduce source deductions or employer contributions. To facilitate this assessment, the CRA has developed auser-friendly interactive guide, providing relevant tax forms and payroll deduction tables for employers. Stay informed and compliant with the latest CRA policies to effectively navigate the landscape of remote work taxation.