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HR glossary for Canadian employers
165 HR and payroll terms explained in plain language, from vacation pay and the ROE to just cause and the LMIA. Each one shows how the rule works, how it differs by province, and an example from a small business.
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Background checkA background check is a pre-hire step to confirm facts about a candidate, such as references, credentials.Bardal factorsThe Bardal factors are what Canadian courts weigh to set reasonable notice: the job, length of service, age.Behavioural interviewA behavioural interview asks candidates to describe real past situations, on the idea that how someone acted.Bereavement leaveBereavement leave is job-protected time off after a family member dies. Most provinces give 2 to 5 days, and.Bona fide occupational requirement (BFOR)A BFOR is a job requirement that excludes some people on a protected ground but is allowed because it is.
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Call-in pay (reporting pay)Call-in pay is the minimum pay owed when an employee reports for work but gets only a short shift.Canada Labour CodeThe Canada Labour Code is the federal law setting work rules for federally regulated employers, such as.Casual employeeA casual employee works irregular hours as needed, with no set schedule. They are still an employee and keep.Charter of the French Language at work (Quebec)Quebec's Charter of the French Language sets rules on French at work. For example, job offers in Quebec must.CNESST (Quebec)Quebec's agency for labour standards, pay equity, workplace safety and workers' compensation.Compassionate care leaveCompassionate care leave is unpaid, job-protected time off to care for a family member who is gravely ill.Conditional offer of employmentA conditional offer is a job offer that only becomes final once set conditions are met, such as a police.Constructive dismissalConstructive dismissal is when an employer's big unilateral change to a job, or its conduct, is treated in.CPP contributionsCPP contributions are Canada Pension Plan amounts taken from pay. For 2026, employees and employers each pay.CPP2 (second additional CPP contributions)CPP2 is a second layer of Canada Pension Plan contributions on earnings above the first ceiling.CRA payroll account (RP account)A CRA payroll account (RP account) is the account you use to send the CRA income tax, CPP and EI taken from.Criminal record checkA criminal record check searches police records for a person's convictions. Employers need consent and may.Critical illness leaveCritical illness leave is unpaid, job-protected time off to care for a family member whose life is at risk.
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Dependent contractorA dependent contractor is a worker who isn't an employee but relies on one business for most of their income.Disability managementDisability management is how an employer handles illness, injury and disability at work: staying in touch.Domestic violence leaveDomestic violence leave is job-protected time off for an employee affected by domestic or sexual violence.Due diligence (health and safety)Taking every reasonable precaution to prevent injuries at work. It is what you must show if you are charged.Duty to accommodateThe duty to accommodate is an employer's duty under human rights law to adjust work for needs tied to a.
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EI maternity and parental benefitsEI maternity and parental benefits are federal payments to eligible new parents on leave. You don't pay them.EI premiumsEI premiums are Employment Insurance amounts taken from pay. In 2026 employees pay $1.63 per $100 of.EI sickness benefitsEI sickness benefits are federal payments to eligible workers who can't work because of illness, injury or.Electronic monitoring policyA written policy telling employees whether and how you monitor them electronically, such as by cameras, GPS.Employee assistance program (EAP)An employee assistance program is an employer-paid service that gives staff confidential short-term.Employer health tax (payroll tax)An employer health tax is a provincial tax on total payroll, paid by the employer rather than the employee.Employer-specific work permitAn employer-specific work permit lets a foreign national work only for the employer, job and location named.Employment contractAn employment contract is the agreement between you and an employee on pay, duties and terms.Employment equityEmployment equity is a federal approach to removing hiring and workplace barriers for designated groups.Employment Insurance (EI)Employment Insurance is the federal program that pays temporary income to eligible workers who lose work or.Employment standards actAn employment standards act is a province's law setting minimum work rules: wages, hours, overtime, holidays.Employment standards complaintAn employment standards complaint is a worker's request to a government office to recover unpaid wages or.Exit interviewAn exit interview is a short, voluntary conversation with a departing employee about why they are leaving and.Experience rating (WCB)A workers' compensation program that raises or lowers your premium rate based on your own claim costs.
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Family caregiver leaveFamily caregiver leave is unpaid, job-protected time off to care for a relative with a serious medical.Family responsibility leaveFamily responsibility leave gives employees a few protected days a year for urgent family needs like a sick.Federally regulated employerA federally regulated employer, such as a bank, airline or interprovincial trucker, follows the Canada Labour.Final payFinal pay is the last payment owed when someone leaves: wages, vacation pay and other amounts.First aid requirementsThe first aid kits, trained first aiders, records and posted information an employer must have, based on.Fixed-term contractA fixed-term contract is employment that ends on a set date or when a set task is done. The employee still.Frustration of contractFrustration of contract is when an unforeseen event makes the job impossible to perform, so the employment.
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Gross pay and net payGross pay is what an employee earns before deductions; net pay is what they take home after income tax, CPP.Group benefitsGroup benefits are an employer-sponsored plan of health, dental, life and disability coverage for employees.Group RRSPA group RRSP is a retirement savings plan an employer arranges for staff, with contributions taken from pay.Group termination (mass termination)A group termination is ending many employees' jobs at one location in a short period. It triggers extra.
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Harassment investigationThe fair, private fact-finding an employer does after a harassment complaint or incident, ending in findings.Harassment policyA written set of rules on how your business prevents, reports and deals with harassment. Most Canadian.Hazard assessmentA written look at the tasks in your workplace to find what could hurt someone, how likely and serious it is.Health and safety representativeA worker chosen by co-workers to raise safety concerns and work with the employer on hazards, usually in.Health spending accountA health spending account is a yearly amount an employer funds so employees can claim eligible health and.Hours of workThe rules on how long employees can work and what counts as work time, including the daily or weekly hours.Human rights code (protected grounds)Human rights laws ban treating applicants or employees differently on protected grounds like age, sex.
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Incident investigationFinding out why an injury, near miss or dangerous event happened at work, so you can fix the cause and meet.Independent contractor (contractor vs employee)An independent contractor runs their own business and is not your employee. The CRA looks at the whole.Internal responsibility systemThe idea behind Canadian safety law that everyone in a workplace shares responsibility for safety, with the.International Mobility ProgramThe International Mobility Program covers work permits that don't need an LMIA. Employers usually submit an.Interruption of earningsAn interruption of earnings is when an employee has 7 consecutive days with no work and no insurable.
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Job abandonmentJob abandonment is when an employee stops showing up and their conduct shows they have quit.Job descriptionA job description is a written summary of a role's duties, requirements, hours, pay and reporting line, used.Job postingA job posting is the public ad inviting people to apply. Some provinces require the pay, and Quebec postings.Joint health and safety committee (JHSC)A group of worker and management members that meets to find and fix safety problems at work.Jury duty leaveJury duty leave is job-protected time off for an employee called to serve on a jury or attend court.Just causeJust cause is serious misconduct that lets a Canadian employer end employment without notice or pay in lieu.
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Leave of absenceA leave of absence is an approved period off work, either a statutory leave the law requires or a leave you.LMIA (Labour Market Impact Assessment)An LMIA is a federal decision that lets an employer hire a temporary foreign worker after showing no Canadian.Long-term disability (LTD)Long-term disability is insurance that replaces part of an employee's income when a lasting illness or injury.
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Maternity leave (pregnancy leave)Maternity leave is unpaid, job-protected time off for a pregnant employee around the birth.Maximum assessable earnings (WCB)The most a workers' compensation board counts of one worker's yearly pay when setting premiums and benefits.Meal breaksThe unpaid or paid break employees must get during a long shift. Each province sets how long it is, when it.Medical notes (sick notes)A medical note is a health provider's statement that an employee is or was unfit to work. Several provinces.Minimum wageThe minimum wage is the lowest hourly pay the law allows. In Canada each province and territory sets its own.Mitigation (duty to mitigate)Mitigation is a dismissed employee's duty to make reasonable efforts to find new work, which can reduce what.Modified dutiesTemporary changes to a job so an injured or ill worker can safely return to work before they are fully.
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NOC code (National Occupational Classification)A NOC code is the 5-digit federal code that classifies a job in Canada, used for foreign worker hiring.Non-compete clauseA non-compete clause stops a worker from competing after they leave. Ontario has banned most since 25 October.Non-solicitation clauseA non-solicitation clause stops a former employee from going after your clients or staff for a set time.
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Occupational health and safety actThe provincial law that sets employer, supervisor and worker duties for workplace safety. Each province has.Offer letterAn offer letter sets out the job, pay, hours, start date and key terms you are offering. Once signed, it.On-call and standby timeTime an employee must be available to work if called. Whether it is paid depends on where they wait, how.OnboardingOnboarding is how you bring a new hire into the job: paperwork, payroll set-up, safety training.Open work permitAn open work permit lets a foreign national work for almost any Canadian employer without a job offer or.Organ donor leaveOrgan donor leave is unpaid, job-protected time off for an employee who donates an organ, covering surgery.OvertimeOvertime is work past the daily or weekly hours limit in your province, usually paid at 1.5 times the regular.Overtime averaging agreementAn overtime averaging agreement lets you average hours over several weeks, so overtime is owed only when the.
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Paid sick daysPaid sick days are sick days the law makes you pay. Only some places require them, such as federally.Parental leaveParental leave is unpaid, job-protected time off for a new parent to care for a newborn or newly adopted.Pay equityPay equity means jobs mainly done by women are paid the same as jobs mainly done by men when the work is of.Pay in lieu of noticePay in lieu of notice is the money you pay instead of letting an employee work out their notice period when.Pay periodA pay period is the stretch of time each pay cheque covers. Most provinces set how often you must pay staff.Pay statement (pay stub)A pay statement (pay stub) shows an employee how their pay was worked out for a pay period: hours, rates.Pay transparencyPay transparency laws make employers share pay information, such as a pay range in job postings, and some.Payroll remittanceA payroll remittance is the payment of deducted income tax, CPP and EI, plus your share, that you send the.PD7A remittance voucherThe PD7A is the CRA's statement and remittance voucher for payroll deductions. It shows what you have paid.Performance improvement plan (PIP)A performance improvement plan is a written plan giving an employee clear goals, support and a timeline to.PIPEDA (employee privacy)PIPEDA is Canada's federal private-sector privacy law. Whether it covers your employee records depends on.Post-graduation work permit (PGWP)A PGWP is an open work permit for graduates of eligible Canadian schools. Employers can hire holders without.Probationary periodA probationary period is the first stretch of a new job, used to assess fit. In Canada, it mainly matters for.Progressive disciplineProgressive discipline is a step-by-step response to workplace problems, from a verbal warning to written.Psychological harassment (Quebec)Quebec's legal term for vexatious, repeated or hostile conduct at work that harms a worker's dignity or.Public holiday pay (statutory holiday pay)Public holiday pay is what you owe employees for a paid public holiday. Canada's provinces set between 6 and.
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Quebec Law 25 (privacy)Quebec Law 25 modernized Quebec's private-sector privacy law, adding duties for businesses that hold personal.Quebec Pension Plan (QPP)The Quebec Pension Plan (QPP) is Quebec's public pension plan, which takes the place of CPP for people who.
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Reasonable notice (common law notice)Reasonable notice is the notice a court says an employee should get when fired without cause.Record of Employment (ROE)A Record of Employment is the federal form employers issue when a worker's earnings stop, used by Service.Recruitment fees and recruiter licensingEmployers hiring temporary foreign workers can't charge or recover recruitment fees, and some provinces.Reference checkA reference check is when you contact people who have worked with a candidate, with the candidate's consent.Release (full and final release)A release is a signed agreement where a departing employee gives up future claims in exchange for a payment.Reservist leaveReservist leave is unpaid, job-protected time off for a Canadian Armed Forces reservist to deploy, train or.ResignationA resignation is an employee's own clear decision to end their job. Some provinces require written notice.Rest periods (daily and weekly rest)The minimum time off employees must get between shifts and each week. Provinces set how many consecutive.Retroactive payRetroactive pay is money owed for past pay periods, such as a raise that takes effect from an earlier date or.Return-to-work planA return-to-work plan is a written plan for bringing an employee back after an illness, injury or long leave.Right to disconnectRules that require some employers to have a written policy on staff not engaging in work emails, calls and.Right to refuse unsafe workA worker's legal right to refuse a task they reasonably believe is dangerous, without being punished, while.RL-1 slip (Relevé 1)The RL-1 (Relevé 1) is Quebec's year-end slip for employment income and deductions. Employers with Quebec.ROE reason codesROE reason codes are the letters in Block 16 of a Record of Employment that tell Service Canada why the.ROE WebROE Web is Service Canada's online system for filing Records of Employment electronically instead of on.
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Seasonal Agricultural Worker Program (SAWP)SAWP lets Canadian farms hire workers from Mexico and 11 Caribbean countries for up to 8 months a year.Seasonal employeeA seasonal employee works only during part of the year, such as summer tourism or harvest. They keep.Severance paySeverance pay is extra money owed on termination under Ontario and federal law, on top of notice.Sexual harassmentUnwelcome conduct or comments at work linked to sex, sexual orientation, gender identity or gender.Short-term disability (STD)Short-term disability is an optional employer plan that replaces part of an employee's pay for a limited time.Sick leaveSick leave is job-protected time off when an employee is ill or injured. Provinces set short yearly leaves.Social Insurance Number (SIN)A SIN is the 9-digit number employers need to report pay to the government. Ask for it within 3 days of a new.Source deductionsSource deductions are the income tax, CPP and EI you must take off an employee's pay and send to the CRA.Statutory leave (job-protected leave)A statutory leave is time off that employment standards law requires you to allow, with the job protected.Structured interviewA structured interview asks every candidate the same job-related questions in the same order and scores.Suspension without payA suspension without pay is a short, unpaid removal from work as discipline. Without a clear right to impose.
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T4 slipA T4 slip reports an employee's pay and deductions for the year. You give one to each employee and file it.T4 SummaryThe T4 Summary totals all the T4 slips you issued for a year. You file it with the slips to the CRA by the.Taxable benefitsA taxable benefit is a perk or payment, other than wages, that the CRA counts as employment income.TD1 formA TD1 form tells you which tax credits a new employee claims, so you can work out how much income tax to take.Temporary Foreign Worker Program (TFWP)The TFWP is the federal program that lets Canadian employers hire foreign workers for temporary jobs when no.Temporary layoffA temporary layoff is a pause in work with the plan to recall the employee. If it runs past your province's.Termination letterA termination letter is the written notice that ends someone's employment, stating the last day, what they.Termination notice (statutory notice)Termination notice is the minimum written warning, or pay in lieu, that employment standards law requires.Termination without causeTermination without cause means ending employment for a reason other than serious misconduct.Time off in lieu (banked overtime)Time off in lieu (banked overtime) is paid time off given instead of overtime pay. Where allowed, it needs an.Time off to voteTime off to vote is the employee's right to enough free time during polling hours to vote in an election.Tips and gratuitiesTips are money customers give for service. In Canada, provincial rules say who keeps them and CRA rules say.Top-up plan (SUB plan)A SUB plan is an employer top-up of EI benefits, set up under Service Canada rules so the top-up doesn't.
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Vacation payVacation pay is the money owed for vacation, usually 4% or 6% of wages in Canada. The percentage and when it.Vacation time (vacation entitlement)Vacation entitlement is the minimum weeks of time off an employee earns each year. In Canada it starts at 2.Vulnerable sector checkA vulnerable sector check is a detailed police check for jobs with trust or authority over children or.
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Wage deductionsWage deductions are amounts taken off an employee's pay. Tax, CPP and EI are required; most others are.Wage garnishmentA wage garnishment is a legal order requiring you to take part of an employee's pay and send it to a.WCB clearance letterA document from a workers' compensation board confirming a business is registered and in good standing, often.WHMISCanada's system for labelling hazardous products, giving safety data sheets and training workers who use.Wilful misconductWilful misconduct is the Ontario ESA test for firing someone without termination or severance pay.Workers' compensation (WCB)Provincial no-fault insurance, paid for by employers, that replaces lost wages and pays health care for.Working aloneWork where no one can readily help if a worker is hurt or threatened. Employers must assess the risk and set.Working noticeWorking notice means telling an employee their last day in advance and having them keep working, at normal.Workplace bullyingRepeated behaviour at work that belittles, intimidates or isolates a worker. In Canada it is usually covered.Workplace harassmentUnwelcome comments or conduct at work that a person knows, or should know, will offend, humiliate or.Workplace violencePhysical force, attempted force or threats against a worker at work, from anyone. Provincial safety laws.WorkSafeBCBritish Columbia's workers' compensation board. It insures employers, pays injured workers and sets and.Written warningA written warning is a dated letter telling an employee what they did wrong, what must change, and what will.Wrongful dismissalWrongful dismissal is a court claim that an employer ended employment without cause and without giving enough.WSIB (Ontario)Ontario's workers' compensation board. It insures most Ontario employers, sets premium rates and pays.
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Terms by topic
Pay and payroll
Vacation pay · Vacation time · Public holiday pay · Overtime · Overtime averaging agreement · Time off in lieu (banked overtime) · Minimum wage · Pay period · Final pay · Wage deductions · Pay statement (pay stub) · Gross pay and net pay · CRA payroll account (RP account) · CPP contributions · CPP2 · Quebec Pension Plan (QPP) · EI premiums · Source deductions · TD1 form · T4 slip · T4 Summary · RL-1 slip (Relevé 1) · Taxable benefits · Payroll remittance · PD7A remittance voucher · Employer health tax (payroll tax) · Tips and gratuities · Call-in pay (reporting pay) · Retroactive pay · Pay equity · Pay transparency · Wage garnishment
Ending employment and discipline
Just cause · Wilful misconduct · Termination without cause · Termination notice (statutory notice) · Pay in lieu of notice · Reasonable notice (common law notice) · Working notice · Severance pay · Group termination (mass termination) · Temporary layoff · Constructive dismissal · Wrongful dismissal · Frustration of contract · Resignation · Job abandonment · Release · Mitigation (duty to mitigate) · Bardal factors · Progressive discipline · Written warning · Performance improvement plan (PIP) · Suspension without pay · Exit interview · Record of Employment (ROE) · ROE reason codes · Interruption of earnings · ROE Web · Termination letter · Employment standards complaint · Probationary period · Employment standards act · Canada Labour Code
Leave, health and benefits
Maternity leave (pregnancy leave) · Parental leave · EI maternity and parental benefits · EI sickness benefits · Compassionate care leave · Family caregiver leave · Critical illness leave · Bereavement leave · Sick leave · Paid sick days · Domestic violence leave · Jury duty leave · Reservist leave · Leave of absence · Statutory leave · Family responsibility leave · Time off to vote · Organ donor leave · Top-up plan (SUB plan) · Short-term disability (STD) · Long-term disability (LTD) · Duty to accommodate · Undue hardship · Return-to-work plan · Medical notes (sick notes) · Disability management · Attendance management · Group benefits · Health spending account · Group RRSP · Employee assistance program (EAP) · Employment Insurance (EI) · PIPEDA (employee privacy) · Quebec Law 25 (privacy)
Safety, conduct and hours
Workplace harassment · Sexual harassment · Psychological harassment (Quebec) · Workplace violence · Workplace bullying · Harassment investigation · Harassment policy · Joint health and safety committee (JHSC) · Health and safety representative · WHMIS · Right to refuse unsafe work · Due diligence (health and safety) · First aid requirements · Occupational health and safety act · Internal responsibility system · Incident investigation · Hazard assessment · Working alone · Young workers · Hours of work · Meal breaks · Rest periods · On-call and standby time · Right to disconnect · Electronic monitoring policy · Workers' compensation (WCB) · WSIB (Ontario) · WorkSafeBC · CNESST (Quebec) · Maximum assessable earnings (WCB) · Experience rating (WCB) · Modified duties · WCB clearance letter
Hiring and contracts
NOC code · Job description · Job posting · LMIA · Temporary Foreign Worker Program (TFWP) · Seasonal Agricultural Worker Program (SAWP) · Employer-specific work permit · Open work permit · International Mobility Program · Post-graduation work permit (PGWP) · Structured interview · Behavioural interview · Reference check · Background check · Criminal record check · Vulnerable sector check · Conditional offer of employment · Offer letter · Employment contract · Fixed-term contract · Casual employee · Seasonal employee · Independent contractor · Dependent contractor · Non-compete clause · Non-solicitation clause · Human rights code (protected grounds) · Bona fide occupational requirement (BFOR) · Employment equity · Recruitment fees and recruiter licensing · Onboarding · Social Insurance Number (SIN) · Charter of the French Language at work (Quebec) · Federally regulated employer
Questions
Is this glossary specific to Canada?
Yes. Every definition is written for employers in Canada, and where a rule differs by province or territory, the term's page shows how. Federally regulated employers follow the Canada Labour Code instead of provincial rules.
Is this legal advice?
No. It is general information in plain language. Rules change and every situation is different, so check with your provincial employment standards office or an employment lawyer before you make a decision.
How often are the definitions checked?
Each page shows the date it was last checked against official government sources, and lists those sources at the bottom.
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Start freeGeneral information for Canadian employers, not legal advice. Rules differ by province and territory and change over time, so check with your provincial employment standards office (or the federal Labour Program if you are federally regulated) before you rely on it. See employment standards by province.