Once your agreement is approved
The Data Gateway is a web-based file transfer tool that gives employers the ability to send information about their employees electronically to Service Canada. The Data Gateway is a secure and reliable channel.
Benefits of using the Data Gateway:
- you will be able to submit your Utilization Reports electronically through the Data Gateway website
- it is fast, convenient and user-friendly, and
- encryption technology ensures that the information you send remains safe and secure
To register for Data Gateway access you need to contact the Employer Contact Centre. Once you are registered, you will receive a user ID and password by email. The email will also provide you with links to:
- the Data Gateway User Guide
- Data Gateway Frequently Asked Questions, and
- Guide on How to Complete your Utilization Report
To protect your employees’ personal information, please do not send any documentation bearing social insurance number (SIN) by email or by fax.
Only the enrolment sheet and employer Utilization Reports can be submitted through the Data Gateway. Any documents submitted that are not in the appropriate format will be rejected by the processing centre.
Employers who enter into a Work-Sharing agreement must complete a Utilization Report every week to:
- track the percentage of time that Work-Sharing is utilized, and
- enable Service Canada to determine the benefits payable to your employees
In order for employees to receive Work-Sharing Employment Insurance benefit payments, employers must complete a Utilization Report every week, starting with the first week of your Work-Sharing agreement. Employers must:
- submit a Utilization Report each week during the period of the agreement
- this includes any weeks of no utilization (that is, hours missed equal 0)
- submit Utilization Reports using the Data Gateway, and
- contact the Employer Contact Centre to register
To get an electronic copy of the Utilization Report, please contact the Employer Contact Centre.
If the Work-Sharing agreement includes more than 1000 employees:
- please contact the appropriate regional general delivery inbox for this Utilization Report
If a mistake or error was made on a Utilization Report that has already submitted to Service Canada:
- please complete and submit the Amended Utilization Report
- update only the changes required
- if you do not have an Amended Utilization Report excel worksheet, please contact the Employer Contact Centre for the template
Please refer to the Utilization Report Guide for step by step guidance now to complete a Utilization report
Enrolment sheet: Processing Work-Sharing benefits for the employees
To process Work-Sharing benefits for each employee, employers must complete and submit to Service Canada an enrolment sheet. The enrolment sheet lists all participating employees and their social insurance numbers.
Please note that the Enrolment sheet has to exactly match what was provided at the time of the agreement in the Attachment A. If you need to modify the list of participants (remove/add), you have to contact your regional office to make an amendment to the agreement.
As the employer, you may submit the enrolment sheet through the Data Gateway or by courier.
Making changes to a Work-Sharing agreement
The following changes require prior approval from Service Canada:
- agreement extensions
- additions, deletions and substitutions to the Work-Sharing unit(s)
- shutdowns, or
- changes to work schedules on a continuing basis
You cannot implement changes until you receive approval from Service Canada.
Employers wishing to make changes to their Work-Sharing agreement must do so by:
- complete the full Work-Sharing application form (EMP5100). At the top of the form, do not forget to check the box corresponding to the type of modification required
- if the change adds or removes participants in the Work-Sharing Unit, include an updated Attachment A: Work-Sharing Unit form (EMP5101)
- ensure that you, and the employee representative, sign all such forms and/or letters requesting changes to the agreement. For more information on acceptable signatures for the agreement, consult: Acceptable signatures
- submitting the completed and signed forms to the appropriate regional general delivery inbox Service Canada for approval, and
- once you receive approval, please ensure the change is reflected on your weekly Utilization Report
Employers initially approved for less than a 76-week Work-Sharing COVID-19 temporary special measure agreement may apply for extension to a maximum 76-week agreement.
Extensions are not automatic. Employers must submit a request to extend their agreement (at least 10 days prior to the requested start date) to Service Canada by filling out the following:
Under COVID-19 special measures, employers who request a Work-Sharing agreement can benefit from a 76 weeks agreement even if they expect that their employees will return to normal work hours sooner. Employers can end their Work-Sharing agreement at any time without penalty.
Service Canada must assess and approve your request for an extension.
Impacts on extensions of previous special measures
Employers are eligible to access an additional 76 weeks under COVID-19 if they:
- have already received an extension (to up to 76 weeks) under any of the other special measures (forestry or steel and aluminum), and
- are now facing further reductions in business activity due to COVID-19
For example, an employer currently accessing steel and aluminum or forestry special measures could:
- continue benefitting from a previously approved 76-week agreement related to these measures, and
- apply afterwards for a new agreement under COVID-19 special measures for an additional maximum of 76 weeks
Adding, deleting and substituting Work-Sharing unit(s) members
When adding or removing participants from the Work-Sharing unit. Employers must also include the updated Work-Sharing Unit Attachment A (EMP5101) form in addition to the amended Work-Sharing application form (EMP5100).
Once both the forms are completed and signed with an acceptable signature, the employer must submit them for approval to the appropriate regional general delivery inbox.
You must notify the appropriate regional general delivery inbox in writing within 3 days should any Work-Sharing unit members leave the company for 1 of the following reasons:
- leave of absence
- maternity, parental, compassionate care or family caregiver leave
In the written notification, you must indicate:
- the name of the affected employee(s)
- the employee(s) last day of work, and
- the reason for departure
Employee training, whether on-the-job or off-site, may take place during the period of the Work-Sharing agreement.
The salary costs of employees taking part in training activities during normal scheduled working hours/days is not compensated by Service Canada.
Training could take place during the non-working days/hours. The employees are in receipt of Work-Sharing Employment Insurance benefits; however, attendance is optional.
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