Common situations

In this section

• Work-Sharing agreement is longer than 38 weeks
• Week with a statutory holiday
• Employee leaves Work-Sharing employment
• Employee joins Work-Sharing agreement
• Planned shutdown

Work-Sharing agreement is longer than 38 weeks

The utilization report (UR) template contains 38 sheets. If your Work-Sharing agreement extends beyond 38 weeks, you'll need to use a new UR template. Use the template sent to you when your Data Gateway account was activated.

1. Set up your new template

In your new UR template:

• on the Week 1 sheet, complete the Agreement number and Employer fields
• in the Week start date (Sunday) field, enter the Sunday date of the week you're reporting on. This would be Week 39 of your agreement. Refer to Week start date (Sunday) for more information

You'll also need to transfer specific information from your first UR template to your new UR template, such as employees' information and totals.

You'll need to have your first UR template and the new one opened at the same time to transfer the information.

2. Transfer totals

In your first UR template:

• go to the Additional weeks sheet (last sheet on the right)

• make note of the values in the 2 grey boxes shown below

In your new UR template:

• on the Week 1 sheet, manually type the 2 values in the corresponding grey boxes. You can’t copy and paste these values

3. Transfer your employees' information and their normal weekly hours

In your first UR template:

• go to your Week 1 sheet
• copy the data from these 4 fields:
  • SIN
  • First name
  • Last name
  • Normal weekly hours

Important

Copy the values for all employees who have participated in the Work-Sharing agreement, including those:

• who were initially on the agreement but later left, and
• who were added to the agreement after it started

In your new UR template:

• on the Week 1 sheet, paste the data in the corresponding 4 fields
• delete the values in the Normal weekly hours field for any employees who left the agreement
• on the Week 2 sheet, delete the values pre-filled in the SIN, First name and Last name fields for the employees who left the agreement

Week with a statutory holiday

A statutory holiday is designated by the federal or provincial government. Payment for statutory holidays occurring within a Work-Sharing period is the responsibility of the employer. Employment Insurance (EI) benefits aren't paid for statutory holidays.

Employee leaves Work-Sharing employment

If an employee leaves the Work-Sharing employment, you must inform a program officer of the separation. Contact your Regional Work-Sharing Unit.

Reasons for separation can include:

• voluntary leaving
• dismissal
• leave due to illness or injury
• maternity or parental leave
• compassionate care or family caregiving
• apprentice training
• leave of absence for any other reason
• shortage of work (layoff) - requires prior approval from a program officer

When completing the UR, note the following:

• Hours worked: enter the number of hours worked prior to the separation
• Hours missed due to Work-Sharing: enter the number of hours missed due to Work-Sharing prior to separation. Don't include hours missed due to a statutory holiday, scheduled vacation or planned shutdown
• All other paid amounts: enter the amount paid on separation (for example, vacation or severance pay)
• Comments: indicate the type of money paid (for example, vacation pay or severance pay) and include the date and reason for the separation

Don't change or delete the information noted for the leaving employee on the Week 1 sheet of the UR template.

Delete the leaving employee's information from the SIN, First name, Last name and Normal weekly hours fields on the sheet following the week they left. Leave their row blank on all subsequent sheets.

Employee joins Work-Sharing agreement

If you need to add an employee during your Work-Sharing agreement, you must first get approval from a program officer. Contact your Regional Work-Sharing Unit.

If approved, update the UR as outlined below:

• On the Week 1 sheet, use the first empty row at the bottom of the original list of employees to add the new employee's SIN, first name, last name, and normal weekly hours in the appropriate fields
  • Don't type over the names of the employees who are no longer part of the agreement
• In the Comments field, enter the date the employee was added to the agreement
• Once you enter the SIN, and the first and last names in the appropriate fields on the Week 1 sheet, the template will copy this information to all the following weeks. However, start completing reports for the new employee the week they join the Work-Sharing agreement

Planned shutdown

If there may be a period of temporary shutdown of a department or of your entire business during your Work-Sharing agreement, contact your Regional Work-Sharing Unit. Shutdowns must be approved in advance.

Follow the instructions below to complete your UR during a shutdown period.