How to complete your Utilization Report (UR)
On this page
- “Agreement number” and “employer” fields
- “Week starting date (Sunday)” field
- “This column is no longer in use” field
- “SIN”, “first name” and “”last name” fields
- “Normal weekly hours” and “hours worked” fields
- “If hours worked are 0, please complete” fields
- “Hours missed Work-Sharing” field
- “Comments” field
- “Totals” and “% of utilization” fields
- “Certified by”, “position”, “date” and “phone number” fields
- Finish your Utilization Report and send to Service Canada
- Contact us
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.
“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.
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.
“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.
Like the date, this information will pre-fill subsequent weeks of the utilization report.
If at a future date, you have an employee leave or add a new employee to the agreement, please contact your Program Officer to inform them of the change.
When an employee must be deleted from the utilization report:
- the SIN, first name, last name and NWH fields on tab 1 of the utilization report must not be modified for this employee
- delete the departing employee SIN, first name, last name and NWH fields from the tabs following the week of their departure, as it will not be deleted automatically, and leave blank the deleted spaces in the utilization report
When an employee must be added to the Utilization Report:
- add the employee SIN, first name, last name and NWH fields on tab 1 at the bottom of original list of SINs. Please do not overwrite the names of departed employees or insert lines to alphabetize the added employees in the list
- the information for employees added will appear at the bottom of subsequent weeks of the 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).
“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.
“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.
In this field, you can write any information that you think is relevant, or if you have additional information to report for this employee.
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
“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.
“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.
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.
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
Outside Canada and the United States
506-546-7569 (collect calls accepted)
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