Employer Portal user guide

Introduction

If your company or organization wants to bring a foreign national to Canada to work in a position that is exempt from a Labour Market Impact Assessment (LMIA), you must provide us with the employment details and pay the employer compliance fee (if required) before we will approve their work permit.

The Employer Portal lets companies and organizations submit an offer of employment and pay their fees. This guide provides instructions on how to:

  • create and submit offers of employment
  • pay the employer compliance fee
  • create secondary users and branch accounts

If you don’t pay the fee or submit an offer of employment before the worker submits their application, we will refuse the work permit.

If a foreign national is applying for an open work permit, you don’t need to submit an offer of employment. An open work permit allows foreign nationals to work for any employer.

Types of users

An employer is any organization that submits an offer of employment, as required under the International Mobility Program (IMP). The first person from any business to complete the Employer Portal enrolment will be the primary user for that business account.

Submitting an ‘offer of employment’ helps us assess the work permit application. It does not make the worker your employee.

A branch is a subsidiary of an organization owned and operated by an employer. Each branch must have the same 9-digit Canada Revenue Agency business number. Each branch will receive a personal identification number (PIN) from the employer’s primary user to create an account in the Employer Portal. The first person to enrol the branch in the portal will become the branch primary user. The branch primary user can assign secondary users for their branch only.

A primary user is the first person to enrol an employer or branch in the portal. The employer primary user is the only user to have full access to the portal. They are responsible for assigning access by providing PINs to branches and secondary users.

A secondary user is a user who receives a PIN from the employer or branch primary user. Secondary users can complete an offer of employment on behalf of an employer or branch but will not be able to assign access to others.

Enrol in the Employer Portal

You need an account in the Employer Portal to submit offers of employment. If you haven’t already created an account, read the Employer Portal enrolment guide.

Sign in to the Employer Portal

To sign in to the Employer Portal:

  1. Go to the Employer Portal sign in page
  2. Choose the secure credential you used to create your portal account (Sign-In Partner or GCKey)
  3. Sign in using your username and password

If you receive an error message that says “Your account is not authorized to access this IRCC portal. Please ensure you have chosen the correct link to log-in to”, you either:

Once you sign in, you will see the Employer Portal welcome page.

Important: Don’t use your browser navigation buttons (forward and back buttons) when in the portal. Use the portal’s navigation buttons (previous, next, exit, etc.) to move between sections.

Review or update your business and primary contact details

Once you sign in to your account, you will see your company’s information in the “Business details” and “Business primary contact information” fields. The primary user provided this information when they enrolled the business in the portal. Until you submit your first offer of employment, the “IRCC employer number” field, and all the fields under “View address details” will stay blank.

After you submit a first offer, all the other business details will be listed. You will then be able to update the:

  • business address
  • mailing address
  • telephone number
  • email

To change this information, click “View and update your contact information”.

You will be directed to the “Business details” page. Click the “update” button for each field to change your business information.

Create an offer of employment

The primary user must submit the account’s first offer of employment. Any secondary users or branch accounts created under the main employer account will not be able to submit offers until this is done.

Click “Submit an offer of employment” under “What would you like to do today?” You will see 4 forms you must complete:

The information required in these forms must be typed in fully and accurately. You will not be able to copy and paste information into any of the fields.

Attach the correct documents

The only document you can attach to your offer is a proof of fee exemption. You won’t be able to attach anything else, including a letter of offer or employment contract. Ignore references to “documents attached” when completing your offer.

If your offer is not complete, we may ask you to re-submit it before issuing the work permit. Otherwise, the work permit application may be refused.

Make sure the information you enter in these forms is accurate

Once you submit the offer, you will not be able to change it. If you make a mistake, you will have to withdraw the offer and start a new one. Withdrawing your offer will also trigger a refund.

Find more information on what you can do after an offer has been submitted.

Important: The information you provide in the Offer of Employment should be easily verifiable if we do a compliance inspection. During an inspection, we will ask you for documents to verify the information you provided in your offer and confirm that you are compliant with the conditions required for hiring a temporary worker.

Business information form

Click “Start form”.

You will only need to enter your business information once, when you submit your first offer of employment. The information you enter will be saved for all of your future offers

Most of the fields in this form can be changed on future offers. However, you won’t be able to change your business number, business legal name or business operating name.

Business number, business legal name and business operating name

These fields will already be filled with the information the employer or branch primary user entered when they enrolled in the portal. These fields can’t be edited. Find out how to make changes to this information.

Telephone number

Enter your business telephone number and click “Next”.

Business address

This is the physical address and mailing address (if applicable) of the main business location. If you are a branch user, use your branch location and not the business’ headquarters.

Type of business

Choose your type of business from the available list. If the business is a registered franchise, choose “Yes” and provide the name of the franchise’s head corporation.

Business details

The business size is specific to each separate location. Enter the number of employees and gross revenue for the location of your specific account (employer or branch) and not for the business as a whole.

Business primary contact information

Enter the contact information for the person who will

  • answer questions and provide information about the business
  • be the primary contact when a compliance inspection is initiated.

Validate, save and exit

When you have completed the form:

  1. Select “Validate” to make sure all required fields are complete. If required information has not been filled in, you will see an error message. This message will be at the top of the page and will tell you which fields have been left blank. Fill in these fields and click “Validate” again. If all the required information has now been included, you will see a message at the top of the page that says the form is valid.
  2. Once you confirm your form is valid, select “Save and exit”. Your information will be saved and you will return to the main offer of employment page.

Foreign worker form

Click “Start form”.

Enter the information for the temporary worker you want to hire. Make sure it is accurate and matches the temporary worker’s passport (or other travel document). This includes spelling, hyphens, accents, spaces, and capitalization. There will be a delay in processing your offer if the information you provide does not match what is in the temporary worker’s passport or travel document. You will have to withdraw the offer and submit a new one with the correct information. You will receive a refund for the offer you withdrew.

Family name and given name(s)

Enter the temporary worker’s family (last) and given (first) names exactly as they are listed in their passport.

Gender and date of birth

Choose the correct information from the drop-down menu.

Country of birth, country of residence, and citizenship

Choose the correct information from the drop-down menu.

Passport number

Enter the temporary worker’s passport number exactly as it is listed in their passport.

Validate, save and exit

When you have completed the form:

  1. Click “Validate” to make sure all required fields are complete. If required information has not been filled in, you will see an error message. This message will be at the top of the page and will tell you which fields have been left blank. Fill in these fields and click “Validate” again. If all the required information has now been included, you will see a message that says the form is valid.
  2. Once you confirm your form is valid, click “Save and exit”. Your information will be saved and you will return to the main offer of employment page.

Job details form

Click “Start form”.

Business legal name, business operating name, and business number

These fields will already be filled with the information the employer or branch primary user entered when they enrolled in the portal. These fields can’t be edited. Find out how to make changes to this information.

LMIA exemption title

Choose the exemption title that applies to your hiring situation from the drop-down menu. The LMIA exemption code will automatically appear in the field below. Make sure you choose the correct LMIA-exemption (that is, it matches the job description and duties) to avoid delays when the work permit application is processed.

Review the LMIA exemption codes table if you are not sure which one to choose. If you are hiring a visa-exempt worker still outside Canada and aren’t sure which code to use, contact an International Mobility Worker Unit.

Explanation of how the job meets the requirements of the exemption being requested

Explain how the job being offered meets the LMIA exemption you chose. Your explanation must include what agreement (e.g. NAFTA) or requirement (for example, NOC or significant benefit to Canada) exempts the job from an LMIA.

Make sure the information you provide is truthful and complete. We will use it to decide if the exemption requirements are met.

Job title

Enter the temporary worker’s job title.

NOC code

Choose the NOC code that describes the occupation and lists the main duties of your temporary worker. If you are not sure which code to use, review all the available codes and find the one that applies to your situation.

Physical job location

Enter the location where the temporary worker will be working. If there are 2 locations, answer “yes” to “Will the worker perform duties at more than 1 job location?” and complete the second job location section.

If there are more than 2 locations, only complete the first job location section. List all other locations in the “Main duties of the job” field.

Main duties of the job

Please provide:

  • a list of duties that the foreign worker will be expected to perform for this specific position (especially those that are not covered by the NOC description);
  • if the position you are filling entails variable work hours/work schedule, or if there is any other information that you cannot clarify in the “Alternate Compensation Scheme” field due to character limitations, write the details here; and
  • any additional information about the duties the foreign worker will be performing that you could not include in the “Alternate Compensation Scheme” field.

Fee payment

Select whether or not you are exempt from paying the employer compliance fee for this offer. Find out if you need to pay the employer compliance fee before you answer this question.

If you are a Canadian federal government department

You may need to use the Interdepartmental Settlement procedures to pay the employer compliance fee instead of a credit card. In this case, the hiring division or appropriate financial/contracting officer in the department must send us an email instead.

The email must include the following information:

  1. Department Number XXXX
  2. IS organization Code: XXXXX
  3. Reference Code: XXXX
  4. Contact: Name, telephone number and email address
  5. Last name, First name, of foreign worker
  6. Amount: $230

We will send a receipt to the contact person provided once the settlement is processed. With the receipt number, the primary or secondary user at your department will be able to go back into the Employer Portal and fill out the necessary fields.

You will receive a receipt number once the settlement is processed. Choose “No, I am exempt from paying Employer compliance fees” and upload a copy of the receipt in the “Proof of Fee exemption” field at the end of the offer. Find out more about submitting an offer.

Select “Next”.

Employer primary contact information

Enter the contact information for the person who submitted the offer of employment and who can answer questions and provide information about this worker.

You don’t have to choose the same person you chose as the business primary contact in the “Business information” form. If possible, this person should be available on a 24/7 basis in case the work permit processing officer has any questions about the offer before finalizing the work permit.

Validate, save and exit

When you have completed the form:

  1. Select “Validate” to make sure all required fields are complete. If required information has not been filled in, you will see an error message. This message will be at the top of the page and will tell you which fields have been left blank. Fill in these fields and select “Validate” again. If all the required information has now been included, you will see a message that says the form is valid.
  2. Once you confirm your form is valid, select “Save and exit”. Your information will be saved and you will return to the main offer of employment page.

Wage and benefits form

In this section, disclose all the information related to wages, hours of work, variable work schedules, and employer-sponsored benefits that the temporary worker will receive while in Canada.

This information will be used during the work permit application assessment to ensure the following:

  • that the offer of employment is genuine, including that the employer provided the wages, occupation and working conditions offered to previous foreign workers,
  • to confirm that the employer is eligible to hire foreign workers,
  • to confirm that the foreign national meets the requirements of the offer of employment, and
  • to confirm that the employer is complying with federal and provincial labour laws.

This information will also be assessed if we do a compliance inspection. We will use it to verify the information you provided in your offer and confirm that you are compliant with the conditions required for hiring a temporary worker.

Click “Start form”.

You must list the wages, working hours and employer-sponsored benefits (living allowance, bonuses, commissions, employer-matched RRSPs, etc.) you will provide to the temporary worker while they are working in Canada. You need to include this information to show that you are complying with federal and provincial labour laws. Please note that Canada Pension Plan, RRSPs that don’t include employer contributions, and Workplace Safety and Insurance Board coverage are not considered employer-sponsored benefits for the purposes of this form.

Wage and benefits

If you are paying the worker directly, enter the details about their wage and working hours. If you are not paying their wage directly, or if the working hours are intermittent or variable, use the “Alternate compensation scheme” field.

Alternate compensation scheme

Use this field if:

  • the compensation you’re providing is not an hourly wage,
  • the wages will be paid by a source other than your organization, like:
    • a foreign contracted company
    • an educational institution employing researchers or providing internships at off-site locations
    • other employers in a tripartite agreement
    • another source
  • the foreign worker will be working intermittently in Canada over a span of time (for example, 2 days every 3 months); or
  • the working hours are intermittent, variable or vary from the amount stipulated in the “Hours of work” field (for example, the foreign national will usually work 40 hours per week, but can sometimes work 60 hours per week).

Provide the actual range of hours that the foreign worker will be working in Canada instead of stating “variable” (for example, the foreign national will work between 40-100 hours per week, depending on the harvest season/weather).

If you can’t get this information from the organization paying the wages, let us know in this field as well. If you don’t have enough space, include the rest of the information in the “Main duties of the job” field of the “Job Details” form.

Select “Next”.

Benefits

Enter the details about the temporary worker’s benefits, if they will have any.

Any employer-sponsored benefits the worker receives must be for the entire time period listed on the work permit. If the benefits won’t start on the first day of the work permit – or if no benefits will be provided in the job offer – include this information in either the:

  • “Other benefits (if applicable)” field in the “Benefits” section, or
  • “Main duties of the job” field of the “Job details” form.

Validate, save and exit

When you have completed the form:

  1. Select “Validate” to make sure all required fields are complete. If required information has not been filled in, you will see an error message. This message will be at the top of the page and will tell you which fields have been left blank. Fill in these fields and select “Validate” again. If all the required information has now been included, you will see a message that says the form is valid.
  2. Once you confirm your form is valid, select “Save and exit”. Your information will be saved and you will return to the main offer of employment page.

Submit an offer of employment

When you have completed and validated all 4 forms, you can submit the offer of employment.

  1. On the main offer of employment page, you will now see a “Continue” button. Select it to continue to the “Your document checklist” page.
  2. Upload proof of your fee exemption if you said you are exempt from paying the employer compliance fee. Include your proof in the “Supporting Documents” section.

    If you said you would be paying the employer compliance fee, you will not need to upload any documents.

    Select “Next”.

  3. Read the “Statement of Privacy” and the “Declaration of employer” on the “Your Declaration and Electronic Signature” page. Select ‘I agree’, type your name in the signature panel, and answer the security question.

    The name in the signature panel must match the name of the user who is submitting the offer of employment. This person does not have to be the primary business contact.

    Select “Sign”.

  4. Pay the employer compliance fee if you are not exempt.

    Issues with fee payment receipts in the Employer Portal

    The fee payment receipt isn’t showing up in your account messages. This problem is temporary and will be resolved as soon as possible. For now, you should print the payment confirmation on the Moneris page.

    • Select “Transmit and Pay”.
    • Read the fees summary page and select “Transmit and pay” again. You will be directed to the Receiver General’s online payment website.
    • Complete the online payment form. Select “Process Transaction”.
    • Review and print the transaction receipt. You may need this receipt in the future. Select “Return”. You will be redirected back to the Employer Portal.

      If you are exempt from this fee, select “Transmit”.

  5. Select “Exit questionnaire” to return to the portal welcome page.

After you submit an offer of employment

Once you submit an offer of employment, it will be listed in your “Employment queue”. There is no processing delay in the Employer Portal. The receipt becomes available once the offer is submitted. You can access the receipt at any time in your “Account messages” section of the Welcome page.

You will see the status of each offer of employment under the “Details” column on this page. Right after you submit an offer, you may see “Processing Submission” in this column. The status will be updated to “Submitted” and you will see an offer of employment number once the offer has been successfully submitted.

Find out what to do if you’ve made a mistake in the offer, or you need to correct any of the information you have provided.

Find the offer of employment number

The offer of employment number is a 7-digit number, starting with the letter ‘A’. It will appear in your “Employment queue” shortly after you submit your offer.

You must give the offer of employment number to the temporary worker. The worker needs this number to submit their work permit application. You don’t need to wait for an email or approval letter to give it to them.

Once you provide the worker with the offer of employment number, you have completed your part in the process of obtaining a Work Permit for your employee.

As an employer, make sure any other hiring or employment documentation you give to the worker (such as employment contract, letter of offer) matches the terms and conditions of employment stated in the offer.

Find out what to do after hiring a temporary worker.

Access your offer of employment queue

To view your existing offers of employment:

  • sign in to the Employer Portal and
  • select “Access the offer of employment queue”.

From your queue, you can:

  • complete unfinished offers,
  • delete unfinished offers, or
  • withdraw offers you have already submitted.

All users who have access to your employer or branch account will be able to see any offers that are in progress or that have been submitted. They will also be able to edit offers created by another user until the offer is submitted.

Complete an offer you started

Select “Continue application” next to the offer you want to complete. All users who have access to the same queue can complete offers that have been started. Complete and submit the offer.

Important: Submit the offer within 60 days or it will be automatically deleted from your queue.

Delete an offer you started

Select “Delete application” next to the offer you want to delete. You will be asked to confirm that you want to delete this offer.

Important: If you delete an offer by mistake, you will not be able to get it back. You will need to start a new offer to replace it.

View an offer you have submitted

Select “View submitted offer of employment” to review your submitted offers. You won’t be able to change or edit any of the information.

Withdraw an offer you submitted

You can withdraw the offer of employment and get a refund of the compliance fee.

  • if you don’t want to hire the temporary worker anymore
  • if you need to make changes to an offer you submitted

You can withdraw an offer up until we issue the temporary worker’s work permit. How you withdraw the offer depends on if:

  • it’s been matched in the system to the associated work permit application
  • you were authorized by us to submit the paper IMM 5802 form outside of the portal

If the “Withdraw application” option is available

If you see “Withdraw application” next to your offer, it has not been matched to the worker’s application.

  1. Select “Withdraw application”.
  2. Select “Continue” to confirm that you want to withdraw the offer.
  3. Read the confirmation message and select “Continue” again to return to the “Employment queue”.

Your offer’s status will change to “Withdraw Pending”. It can take up to 24 hours for the offer to be withdrawn. Once completed, the status will change to “Withdrawn”.

If the “Withdraw application” option isn’t available

If you don’t see “Withdraw application” next to your offer, it has most likely been matched to the temporary worker’s work permit application. The work permit application will be in progress or has already been finalized. In this case, you won’t be able to withdraw your offer using the portal.

If you still want to withdraw the offer, email us. Explain that you want to withdraw the offer and include:

  • the offer of employment number
  • the reason you want to withdraw the offer

Withdrawing an offer that has already been matched will result in the refusal of the work permit application.

You submitted your offer outside of the portal

If we let you submit your offer using the paper form (IMM5802), email us to withdraw your offer:

  • Include “Cancel offer submitted on (date) by (employer name) for (employee name)” in the subject line
  • attach the original offer of employment and payment receipt

Make changes to an offer of employment

How you make changes to an offer of employment depends on where we are in the process:

If we’ve approved the temporary worker’s work permit:

  • Submit a new offer of employment in the Employer Portal
  • Pay the employer compliance fee again
  • Worker must apply for a new work permit

If we haven’t approved the temporary worker’s work permit:

  • Withdraw your offer of employment in the Employer Portal
  • Submit a new offer with the new information

If the temporary worker has submitted a work permit to us:

  • The temporary worker must withdraw their work permit application using our Web form
    • they must include the reason for the withdrawal request
  • The temporary worker needs to apply for a new work permit with the new offer of employment number

Create secondary or branch accounts

Create a secondary user account

Only employer and branch primary users can create secondary user accounts.

To create a secondary user account:

  1. From the portal welcome page, Select “Create a secondary user for this account”.
  2. Enter the secondary user’s given name(s), family name, and email address.
  3. Check the box to confirm that the secondary user is allowed to submit offers on behalf of the employer.
  4. Select “Create account”.
  5. Read the confirmation page and select “Continue”. You will be redirected to the portal welcome page.
  6. Find the secondary user’s PIN under “Manage access”.
  7. Give the PIN to the secondary user. They will need it to enrol in the Employer Portal and submit offers of employment.

Create a branch account

Only the primary user on your account can create branch accounts.

Branches must use the same Canada Revenue Agency (CRA) number as the main employer account. If the branch has its own CRA number, don’t add them as a branch account. They should create their own employer account instead.

To create a branch, select “Create a branch” on the portal welcome page.

Business details

Fill in the “Business operating name” field. The “Business legal name” and “Business number” fields will already be filled in, using information from the main employer account.

The branch’s business operating name can’t be the same as the main employer.

Branch primary contact information

  1. Enter the information of the person who will be the branch’s primary user. This is the person who will create all secondary users for the branch.
  2. Check the box to confirm that
    • you are the primary representative of the business
    • the account you’re creating is for one of the branches of this business
  3. Select “Create account”.
  4. Read the confirmation page and select “Continue”. You will be redirected to the portal welcome page.
  5. Find the branch’s PIN under “Manage access”.
  6. Give the PIN to the branch primary user. They will need it to enrol in the Employer Portal and submit offers of employment.

Make changes to your account or get help

Fix a mistake in your business information

You can only change the fields “Contact email address” and “Preferred language of notification”. If you need to change your business name, business number or the primary contact, email us with “Business Information Change” in the subject line. In the email, include:

  • the current incorrect business information
  • the updated, correct business information
  • your organization’s primary contact name and email address

Reset your PIN, using GCKey

If you want to reset your PIN, using GCKey, email us to request a new PIN. Include the following information in the body of your email:

  • your full name
  • business operating name
  • Canada Revenue Agency business number

We will email you a new PIN.

After you receive your new PIN, follow these steps to recover your account:

  1. Visit the Employer Portal page.
  2. Click “Continue to GCKey”.
  3. Click “Sign Up”.
  4. Read the “Terms and Conditions of Use” and click “I Accept”.
  5. Create your new username. Click “Continue”.
  6. Create your password. Click “Continue”.
  7. Create your security questions and responses. Click “Continue”.
  8. On the “Sign Up Complete” page, click “Continue”.
  9. Read the “IRCC Portal Terms and Conditions”. Click “I Accept”.
  10. On the “Welcome to the IRCC Portal” page, click “Next”.
  11. When asked if you received a PIN, click “Yes”.
  12. After confirming you have a PIN, provide the exact name you originally entered in your account (before resetting your PIN) and the new PIN you received by email.

After you follow these steps, your account will be recovered and will include your previous complete list of offers of employment and users.

Reset your PIN, using Sign-In Partner

If you want to reset your PIN, using Sign-In Partner, email us to request a new PIN. Include the following information in the body of your email:

  • your full name
  • business operating name
  • Canada Revenue Agency business number

We will email you a new PIN.

After you receive your new PIN, follow these steps to recover your account:

  1. Visit the Employer Portal page.
  2. Click “Continue to Sign-In Partner”.
  3. Choose your financial institution. Enter your banking login information and click “Continue”.
  4. Read the “IRCC Portal Terms and Conditions”. Click “I Accept”.
  5. On the “Welcome to the IRCC Portal” page, click “Next”.
  6. When asked if you received a PIN, click “Yes”.
  7. After confirming you have a PIN, provide the exact name you originally entered in your account (before resetting your PIN) and the new PIN you received by email.

After you follow these steps, your account will be recovered and will include your previous complete list of offers of employment and users.

Get help and support

If you need help completing a field in the Employer Portal, click the blue question mark icon, next to the field, to get more information.

If you’re having technical problems, email us. In your email, include the following:

  • your information, including
    • your full name
    • Canada Revenue Agency business number
    • business operating name
  • description of the issue
  • screen shot or shots, showing the full browser window of
    • the page on which you’re having difficulties
    • any error messages you have received

We aim to answer emails within 5 business days. If the problem can’t be fixed in that time, we’ll let you know what to do next.

Report a problem or mistake on this page
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