Ontario Bill 148 — Changes for 2018

Ontario’s new Bill 148, the Fair Workplaces, Betters Jobs Act, has made significant changes to the Employment Standards Act, 2000 (ESA).

Below are some of the changes and how they affect Easypay.

Ontario Public Holiday Pay

There is a new formula for the calculation of public holiday pay:

  • Regular wages earned in the pay period immediately preceding the public holiday are divided by the number of days actually worked to earn those wages.

What this means for you and Easypay:

If you would like Easypay to calculate the amount of public holiday pay that each employee is entitled to, you will need to enter the number of days worked as you enter the employee timecards.

IMPORTANT: You should start doing this now, in your current pay period of 2017, if you want Easypay to be able to calculate Ontario public holiday pay for the January 1, 2018 public holiday. Easypay requires the days worked to be entered for the pay period immediately preceding the public holiday.

How to enter Days Worked during Timecard entry

NOTE: In the 2017 version of Easypay, you will see "Shifts Worked" instead of "Days Worked". "Shifts Worked" will be re-named to "Days Worked" in Easypay's January 2018 update.

You may need to turn on the Days Worked (or "Shifts Worked") option if it is not already turned on:

  1. Click the button at the bottom of the timecard entry window to display the timecard entry settings window.

  2. In the timecard entry settings window, turn on the Statutory Holiday Pay option by selecting one of the “Yes” options:
    • You can allow days worked to be entered only on timecard entry 001 for each employee.
    • Or, you can split days worked among all timecards entered for an employee. Please note: if you split the days worked among multiple timecards for an employee, the days will be added together to determine the total days worked by the employee in the pay period.

As you enter timecards, enter the number of days worked by the employee for that pay period. This will provide Easypay with the information required to calculate public holiday pay.

The January 2018 update will include a new report: Reports > Statutory Holidays > Ontario 2018. This report can be used to calculate Ontario public holiday pay starting in 2018.

Ontario Personal Emergency Leave (Sick time, etc.)

Effective January 1, 2018, all employers are required to give all employees 10 personal emergency leave days per year, including two paid days if the employee has been employed for one week or longer (7 days).

If you would like Easypay to track these days, you can use the Sicktime units taken and Sicktime units owed amounts in Edit > Employee > Year-to-date.

If you want to set this up for the start of the calendar year, you can use Edit > Employee > Year-to-date (Vacation/Misc. tab) to change each employee’s sicktime units taken to zero and sicktime units owed to 2 or 10.

Employees are now entitled to 2 paid days and 8 unpaid days of personal emergency leave each year. We recommend entering 2 in sicktime units owed. Setting sicktime units owed to 10 may cause employees to erroneously assume they are entitled to 10 days of paid sick time. You can continue entering Sicktime Taken by an employee in their timecards after the first 2 sick days have been taken; the Sicktime Owed will become a negative balance, alerting you that the 2 paid sick days have been used.

If you have a large number of employees to edit, you may want to wait until AFTER you have installed the January 2018 update. Sicktime units are being added to the Edit > Employee > Update Utility for the 2018 version of Easypay. The Update Utility allows you to quickly update a specific field for some or all employees. Sicktime units are not available in the Update Utility in the 2017 version of Easypay.

When an employee uses a sick day, you can record it by entering it in their timecard.

Easypay will track the sick time balance and let you know when an employee has used up their sick time.

Ontario Minimum Wage

Effective January 1, 2018, the new minimum wage in Ontario is $14.00 per hour.

The easiest way to update a pay rate in Easypay is to use Edit > Employee > Update Utility.

For example, if you want to update all employees that currently have Rate A set to $11.60:

  1. Item to be updated: Pay rate
  2. Pay rate: Rate A
  3. Action: Find and replace with a new amount
  4. Find this amount: 11.60
  5. Replace it with: 14.00
  6. Update Last Raise date: This is optional. Turn on the check box and enter the desired date if you want to update the last raise date for this group of employees.

Click Next to display a list of the employees to be updated.

To save the changes, click Save Changes to File.

Overtime rates can also be updated using the Update Utility.