Provincial and Territorial Government Employment and Payroll

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General Information

Purpose

The objective of this program is to provide data on employment (number of employees, wages and salaries) in the public sector, i.e. the federal, provincial, territorial and local general governments, health and social service institutions, universities, colleges, vocational and trade institutions, school boards, and government business enterprises.

Authority

Collected under the authority of the Statistics Act, Revised Statutes of Canada, 1985, Chapter S19.

COMPLETION OF THIS QUESTIONNAIRE IS A LEGAL REQUIREMENT UNDER THIS ACT.

Confidentiality

Confidential when completed.

Statistics Canada is prohibited by law from releasing any information it collects which could identify any person, business, or organization, unless consent has been given by the respondent or as permitted by the Statistics Act. The confidentiality provisions of the Statistics Act are not affected by either the Access to Information Act or any other legislation. Therefore, for example, the Canada Revenue Agency cannot access identifiable survey records from Statistics Canada.

Information from this survey will be used for statistical purposes only and will be published in aggregate form only.

Data-sharing agreements

To reduce respondent burden, Statistics Canada has entered into data sharing agreements with provincial and territorial statistical agencies and other government organizations, which must keep the data confidential and use them only for statistical purposes. Statistics Canada will only share data from this survey with those organizations that have demonstrated a requirement to use the data.

Section 11 of the Statistics Act provides for the sharing of information with provincial and territorial statistical agencies that meet certain conditions. These agencies must have the legislative authority to collect the same information, on a mandatory basis, and the legislation must provide substantially the same provisions for confidentiality and penalties for disclosure of confidential information as the Statistics Act. Because these agencies have the legal authority to compel businesses to provide the same information, consent is not requested and businesses may not object to the sharing of the data.

For this survey, there are Section 11 agreements with the provincial and territorial statistical agencies of Newfoundland and Labrador, Nova Scotia, New Brunswick, Quebec, Ontario, Manitoba, Saskatchewan, Alberta, British Columbia, and the Yukon.

The shared data will be limited to information pertaining to public sector entities located within the jurisdiction of the respective province or territory.

Section 12 of the Statistics Act provides for the sharing of information with federal, provincial or territorial government organizations. Under Section 12, you may refuse to share your information with any of these organizations by writing a letter of objection to the Chief Statistician and returning it with the completed questionnaire. Please specify the organizations with which you do not want to share your data.

For this survey, there are Section 12 agreements with the statistical agencies of Prince Edward Island, the Northwest Territories and Nunavut.

For agreements with provincial and territorial government organizations, the shared data will be limited to information pertaining to public sector entities located within the jurisdiction of the respective province or territory.

Record linkage

To enhance the data from this survey, Statistics Canada may combine it with information from other surveys or from administrative sources.

Return procedures

Please return completed form by the 10th of the following month to:

Statistics Canada
Operations and Integration Division, JT2-B17
170 Tunney's Pasture Driveway
Ottawa, Ontario K1A 0T6

Assistance

If you have any questions, please call us at 1-866-301-3784 facsimile: 1-800-755-5514.

Data availability

Data are available through special tabulation from Data Dissemination, Public Sector Statistics Division, 613-951-0767/Fax 613-951-0661. Data on provincial and territorial government employment and remuneration are also available on the Canadian Socio-Economic Information Management System (CANSIM) database at Statistics Canada.

Definitions

Employee
Any person drawing pay for services rendered or for paid absence, and for whom the employer is required to complete a Canada Revenue Agency T-4 Supplementary form.

Salaried Employee
Any employee whose basic remuneration is a fixed amount based on weekly, monthly or annual rates.

Employee paid by the Hour
Any employee whose basic remuneration is expressed as an hourly rate.

Full-time
Any employee who normally works the number of hours in the standard workweek of the establishment.

Part-time
Any employee who normally works less than the standard workweek. (Note: As a general guide an employee normally working less than 30 hours per week should be considered part-time.)

Gross Payroll
All monies paid to employees during the month, before any deductions for income tax, pension plans, unemployment insurance, etc., excluding supplementary income payments for employer contributions to pension and medical plans or other benefits.

Extra Pay
A calendar month normally contains two pay periods for bi-weekly payrolls and four pay periods for weekly payrolls. When three bi-weekly pays or five weekly pays have been paid out during the month these payrolls are considered extra pay situations. Any other type of payment, for example retroactive or irregular payment, does not constitute an extra pay.

I. Information for the Last Pay Period(s) of the Month

INSTRUCTIONS:

Last pay period of the month
Report the pay period that covers most closely the last seven days of the month. The actual end of this period may fall short or exceed the calendar month or year by a maximum of six days.

1. Dates of the Last Pay Period
Enter the start and end dates corresponding to the first and last days of the reported pay period.

2. Number of Employees - On Pay
Report the number of employees receiving remuneration during the last pay period of the month for work performed or for paid absence. Do not report persons working under contract where a Revenue Canada T-5 Supplementary Form is issued or persons receiving a fee for services or honouraria.
3. Regular Gross
(a) The basic remuneration made to all employees during the last pay period of the month for work or paid absence, before deductions for income tax, pension plans, unemployment insurance, etc. Include regularly paid bonuses, premiums, allowances and regularly worked overtime. Exclude retroactive or irregular payments in this amount.
Overtime Payments

(b) Report all payments made for the number of hours worked in excess of the standard workday or workweek which have been included in item 3(a), Regular Gross Pay.

4. Total Hours Paid
(a) Report the total number of actual hours worked whether at straight time or premium rates, plus any hours of paid absence occurring during this period, (e.g. holidays, vacation, sick leave, jury duty). This total should include any regularly worked overtime being reported in item 4(b).

Overtime Hours
(b) Report the number of hours actually worked in excess of the standard workday or workweek during the last pay period of the month. For example, if an employee worked one hour at double-time, then report one hour of overtime.

5. Standard Work Week
Report the number of hours normally scheduled each week for the majority of full-time employees. Where employees are authorized to extend their hours of work to secure additional days of rest, then the standard workweek will be the average hours worked. Convert fractions to two decimals. For example, if employees extend their hours to cover the equivalent of 10 standard workdays in 9 days by working 8 and 1/3 hours instead of 7 1/2 hours per day, then the workweek is 37.50 hours.

II. Information for the Entire Month

INSTRUCTIONS:

Report for the month of
This is the calendar month for the employment activity being reported. This report should include those pay periods which fall most closely within the calendar month. The actual end of this period may fall short or exceed the calendar month or year by a maximum of six days.

6. Pay Period
Indicate the number of pay periods for the month.

7. Number of Employees - On Strength
Report the number of employees on strength on the last day of the month, whether actively on the job or absent for any type of leave. Do not include persons working under contract where a Revenue Canada T-5 Supplementary Form is issued or persons receiving a fee for their services or honouraria.

8. Regular Gross Pay
(a) Report the total regular gross payroll paid to all employees for the pay periods occurring during the reference period before deductions for income tax, pension plans, unemployment insurance, etc. Pay periods may fall short or exceed the calendar month to a maximum of six days in the month or year.

Overtime Payments
(b) Report all payments made for the number of hours worked in excess of the standard workday or workweek which have been included in item 8(a), Regular Gross Pay.

9. Total Hours Paid
(a) Report the total number of actual hours worked whether at straight time or premium rates, plus any hours of paid absence occurring during this period, (e.g. holidays, vacation, sick leave, jury duty). This total should include any regularly worked overtime being reported in item 9(b).

Overtime Payments
(b) Report the number of hours actually worked in excess of the standard workday or workweek during this period. For example, if an employee worked one hour at double-time, then report one hour of overtime.

10. Irregular Payments
Report payments made at any time during the month for accumulated vacation pay and sick leave, irregular overtime or overtime accumulated from previous periods, severance pay, COLA adjustments, or other benefits and allowances. Indicate the start and end dates for these payments.

11.Employees Absent Without Pay
In the event of a large number of employees absent without pay at any time during the month due to strikes, lay-offs or seasonal closures, report the beginning and end dates and the number of employees involved. Absences for any other type of leave which may affect only a small number of employees are not required.

III. Information for Irregular Payments made at any time during the Month

IV. Information for Employees Absent without Pay

V. Remarks