Employee Onboarding Process
Onboarding remote employees in Canada with the help of an Employer of Record (EOR) enables companies to ensure full compliance with Canadian federal and provincial labor laws. It also streamlines the hiring and integration process for remote workers by minimizing administrative complexities and accelerating time-to-productivity. A well-structured onboarding approach supported by an EOR enhances both operational efficiency and employee experience.
Before the Job Offer Letter
The Client Company is Responsible For:
- Defining the Role: Create a comprehensive job description that reflects the job scope, skills required, and salary expectations based on Canadian market benchmarks.
- Recruitment and Interviews: Shortlist suitable candidates and conduct interviews.
- Compensation Planning: Determine salary, bonuses, vacation entitlements, benefits, and compliance with minimum wage requirements based on provincial standards.
The EOR Partner Plays a Vital Role By:
- Ensuring Legal Compliance: All offer terms and job structure are reviewed to ensure alignment with the Canadian Labor Code and relevant provincial employment standards.
- Drafting Offer Letters: Provide legally compliant job offer letters including clauses for probation, termination, and benefits.
- Conducting Background Checks: Validate the candidate’s right to work in Canada, education credentials, and perform criminal or employment checks where applicable.
After the Job Offer Letter
The EOR is Responsible For:
- Issuing Employment Contracts: Prepare and distribute contracts compliant with federal and/or provincial laws, including Quebec-specific language requirements where applicable.
- Government Registration: Register the employee for mandatory programs such as Canada Pension Plan (CPP), Employment Insurance (EI), and provincial healthcare programs.
- Payroll Setup: Implement payroll systems to manage income tax withholdings, benefits deductions, and net pay disbursement.
The Client Company is Responsible For:
- Sharing Job-Specific Materials: Provide details on job expectations, reporting lines, tools to be used, and deliverables.
- Delivering Company Policies: Provide the employee with handbooks, remote work guidelines, code of conduct, and communication protocols.
On Joining Day
The EOR is Responsible For:
- Final Documentation: Collect Social Insurance Number (SIN), banking information, and signed employment agreement.
- Benefits Enrollment: Enroll employees into health, dental, and retirement plans if applicable.
- Provincial Compliance Checks: Ensure documentation meets provincial record-keeping and onboarding requirements.
The Client Company is Responsible For:
- Virtual Welcome: Organize a team welcome meeting, introduce managers, and align expectations.
- Initial Training: Provide onboarding materials, training videos, product walkthroughs, and task initiation guides.
Post Onboarding
The EOR is Responsible For:
- Monthly Payroll: Run payroll in compliance with CRA and provincial regulations, issue pay stubs, and manage direct deposits.
- Tax Filings and Deductions: Handle T4 generation, tax withholding, and remittance of CPP, EI, and income tax to the CRA.
- Continuous Compliance Monitoring: Keep employment documentation up to date with any regulatory changes.
The Client Company is Responsible For:
- Employee Engagement: Initiate weekly check-ins, schedule 1:1s with supervisors, and monitor job satisfaction.
- Performance Management: Set clear performance metrics, initiate probation reviews, and establish long-term goals.
Seamless Onboarding for New Employees in Canada with Asanify
A Warm Welcome, the Canadian Way 🇨🇦
Canadian work culture values inclusivity, politeness, and equality. Asanify helps set the tone for a welcoming remote onboarding experience that reflects these values. From the initial email to the first virtual coffee chat, the onboarding flow is designed to make new employees feel valued and included.
Equipment Delivered to Their Doorstep 💻📦
Asanify coordinates logistics to ensure all work tools, including laptops and accessories, are delivered before Day 1. This eliminates delays and ensures a smooth technical start.
FAQs
- What are the 5 C’s of onboarding?
Connection, Compliance, Clarification, Culture, and Checkback. - What should an employee onboarding checklist include in Canada?
Signed employment contract, SIN, provincial health registration, CRA tax form, banking info, and remote access setup. - What are the key roles of an EOR in Canada during onboarding?
Ensuring compliance, managing payroll setup, registering for federal/provincial programs, and issuing contracts. - How are employment laws structured in Canada?
Employment laws are governed at both federal and provincial levels; onboarding must comply with the specific province’s Employment Standards Act. - Is employment insurance (EI) enrollment mandatory in Canada?
Yes, EI is mandatory and deducted at source along with CPP. - What taxes does the EOR handle for remote employees in Canada?
Federal income tax, provincial income tax, CPP, EI, and sometimes health levies depending on the province. - What onboarding documents are mandatory in Canada?
Employment agreement, TD1 form (federal/provincial), SIN verification, and direct deposit form. - How is onboarding different in Quebec?
Employment contracts and communication materials must be available in French; some employment laws differ from other provinces. - Can an EOR onboard foreign nationals in Canada?
Yes, as long as the individual has a valid work permit or is a permanent resident. - How long is the typical probation period in Canada?
Usually 3 months, but this can vary depending on the province or role. - How does remote onboarding improve hiring outcomes?
It accelerates integration, boosts early engagement, and builds trust from day one. - What are the penalties for non-compliant onboarding in Canada?
Financial penalties, legal disputes, or revocation of work permits can occur if laws are breached. - Can an EOR handle bilingual contracts for Canada?
Yes, EORs like Asanify provide bilingual documentation for provinces like Quebec. - What happens if the employee leaves during probation?
The EOR facilitates termination in accordance with local employment standards, minimizing risk to the client. - Are health benefits mandatory for remote employees?
Not legally mandatory in all provinces, but highly recommended for competitiveness and retention. - How do EOR platforms like Asanify simplify onboarding in Canada?
They automate legal compliance, streamline documentation, ensure tax filings, and provide tech setup and cultural onboarding support.
Not to be considered as tax, legal, financial or HR advice. Regulations change over time so please consult a lawyer, accountant or Labour Law expert for specific guidance.