What are my responsibilities related to my employees' SINs?
Your employees' Social Insurance Number (SIN) is confidential and should only be used for income-related information. As an employer, you play a leading role in protecting your employees' personal information and preventing fraudulent activities.
Did you know that, in Canada, the Personal Information Protection and Electronic Documents Act sets out ground rules about how private sector organizations may collect, use or disclose personal information?
- Request each new employee's SIN within three (3) days after starting a new job and record their number.
- Ensure employees are correctly identified by requesting pieces of identification before finalizing their employment documents.
- Ensure that employees with a SIN beginning with the number "9" are authorized to work in Canada and have valid immigration document. You must see the employee's existing immigration document authorizing them to work in Canada (e.g. work permit, study permit) and verify that the immigration document is not expired. Every person working in Canada must have a SIN.
- If a new employee does not have a SIN and is eligible to work in Canada, instruct the individual to apply for a SIN at one of our Service Canada Centres... it's fast, simple and secure! If the application and identity documents are in order, individuals can get their SIN in one visit.
- If you would like to confirm the SIN of a current or former employee, you need to provide your business number (issued by the Canada Revenue Agency) along with appropriate identification for the company and the employee. Please contact Service Canada's Social Insurance Registration Office at 1-800-206-7218 and select Option “3”. If calling from outside Canada, dial 1-506-548-7961 (long distance charges apply).
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