How to complete your Utilization Report (UR)

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This guide is designed to be a quick and easy reference tool to help you complete your Utilization Report (UR) in an efficient and concise manner.

The UR is a required document that should be submitted every week on, or after, the Friday of the week the report is for. The UR cannot be submitted in advance, prior to the reporting period, except for the week immediately prior to Christmas.

In the Excel version of the UR provided, there are tabs at the bottom that indicate the week numbers to complete. Fill in the report for the Week 1 tab. Fill the report for the second week of your agreement on Week 2 tab, and continue like this every week until the end of your Work-Sharing agreement.

You can rename the tabs, for ease of reference, with the Sunday date of the week you are reporting on.

“Agreement number” and “employer” fields

To start, put your agreement number and the name of the company at the top of the document, where indicated. Please make sure to use the same company name as the one indicated on the Work-Sharing agreement, the Data Gateway registration and the Utilization Report. Using multiple names can cause confusion and delay the receipt of benefits for your employees.

Screenshot of the form highlighting the location of the agreement number and employer

“Week starting date (Sunday)” field

In the week starting date (Sunday) field, type the Sunday date of the week you are reporting on in the left box. Use any date format that your computer accepts; if the date appears in red, please try another format (for example: 29 Dec 2009, Dec 29, 2009, 29/12/2009). A calculation will appear automatically in the right box next to the date entered. Please do not delete the number appearing, as this is for Service Canada internal purposes.

Screenshot of the form highlighting the location of the week starting date

Note:

After you input the date on the first tab, the spreadsheet will automatically set the dates for all subsequent weeks. If you change the date, the spreadsheet will change dates on all tabs for subsequent weeks.

“This column is no longer in use” field

This field is not to be filled, please ignore this column and do not delete it.

Screenshot of the form highlighting the location of the column no longer in use

“SIN”, “first name” and “last name” fields

Add each employee’s SIN, first name and last name into the marked fields of the spreadsheet. When you enter the SIN numbers, do not use spaces between numbers as the spreadsheet automatically adds them when you move to another field.

Screenshot of the form highlighting the location of the Sin number, First name and Last name

Note:

Like the date, this information will pre-fill subsequent weeks of utilisation. If at a future date, one of the employees is no longer part of the Work-Sharing agreement, please delete their information from each of the subsequent tabs, as it will not be deleted automatically, and leave the blank deleted spaces, as is when you complete your remaining Utilization Report.

“Normal weekly hours” and “hours worked” fields

Add each employee’s normal weekly hours (the hours they would normally have worked if they were not participating in a Work-sharing agreement), and the hours that they actually worked for the week you are reporting on, in the next indicated fields. The normal weekly hours entered need to be rounded up to the nearest whole or half number (for example, 37.25 hours would be rounded up to 37.5 hours).

Screenshot of the form highlighting the location of the normal weekly hours and hours worked

“If hours worked are 0, please complete” fields

These fields include multiple sub-fields: “Days not available (excluding sick)”, “Days missed due to sick”, “Paid sick leave amount” and “All other paid amounts”. Please only fill these fields if hours worked were 0 (zero), otherwise, please ignore this section.

Screenshot of the form highlighting the location of the fields to fill if hours worked are zero

“Days not available (excluding sick)” field

Indicate the number of days (1 to 5) the employee was unable to work, for reasons other than sickness. Do not include statutory holidays.

“Days missed due to sick” field

Indicate the number of days (1 to 5) the employee was unable to work due to sickness.

“Paid sick leave amount” field

Indicate the amount of any money that was paid to the employee for sick leave. This would include Worker’s Compensation Board (WCB) or Workplace Safety and Insurance Board (WSIB) if the amounts are known (note the WCB or WSIB amounts in the comment section that follows if applicable).

“All other paid amounts” field

Indicate the amount of any money that was paid to the employee for the week you are reporting on (for example, vacation pay). If a performance bonus was paid over a longer time period than the week you are reporting on, please indicate the amount and the time period in the comment section that follows, if applicable.

“Hours missed Work-Sharing” field

Input the hours missed due to work-sharing. Enter the hours that the employee missed from their regular hours due to work sharing. Do not include the hours missed for any other reason, such as statutory holiday, vacation time, or inability to come to work when work was available.

If the employee worked overtime, these hours would reduce the hours missed due to work sharing. Hours missed need to be rounded up to the nearest whole of half number (for example, 37.25 hours would be rounded up to 37.5 hours).

If the employee did not miss any time due to Work-Sharing, please put 0 (zero) in this space and do not leave it blank.

Screenshot of the form highlighting the hours missed Work-Sharing

“Comments” field

In this field, you can write any information that you think is relevant, or if you have additional information to report for this employee.

Screenshot of the form highlighting the location of the comments

Note:

What sort of things should be added to the “Comments” field.

  • If someone has left your employment, indicate the day they quit, were terminated or laid off. Also, provide the amount of any money paid on separation
  • If someone is being paid by another source, such as WCB or WSIB, indicate the third party and the amount, if known
  • If the week you are reporting on is a week of approved planned shut-down, indicate “approved shut-down” in the section
  • Anything else that you think may effect the employee’s Employment Insurance payment

“Totals” and “% of utilization” fields

The totals at the bottom of the Utilization Report will be filled automatically. Please do not modify these fields; no action is required from you at this point.

Screenshot of the form highlighting the location of the totals and percentage of utilization

“Certified by”, “position”, “date” and “phone number” fields

These fields follow the declaration in the document.

I am aware that the information I provide is subject to verification. If I provide information or make a representation or declaration that I know is false or misleading, a penalty may be imposed. I declare that the information given by me on this form is true to the best of my knowledge.

Please fill these fields with your information to confirm that you agree to the declaration above. Start by adding your name, phone number, your position in the company and date that you are completing the report.

Screenshot of the form highlighting the location of the information of the persons who signs

Finish your Utilization Report and send to Service Canada

You have now completed the report. Please save the Utilization Report with a name that identifies which week the report is for, in the event that Service Canada or your Program Officer have follow-up questions. We recommend that you save the report using the Sunday date the weeks starts with. You can now go to the Data Gateway and send us the Utilization report for processing.

Contact us

Questions about your Work-sharing agreement can be directed to your Program Officer.

Questions about completing the Utilization Report or the Data Gateway can be directed to the Employer Contact Centre.

Employer Contact Centre

Hours of operation: 7:00 am to 8:00 pm, Eastern Time, Monday to Friday.

Canada and United States

Toll-free: 1-800-367-5693
TTY: 1-855-881-9874

Outside Canada and the United States

506-546-7569 (collect calls accepted)

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