Payroll Tips and Tricks : How to manage employee’s with SINs Starting with ‘9’?

In Canada, temporary foreign workers are assigned Social Insurance Numbers (SINs) starting with “9.” These people are permitted to work in Canada for a certain time even though they are neither citizens nor permanent residents. Ensuring that these workers possess legitimate immigration paperwork and continue to have work authorization in Canada is essential for employers.

Detailed guidance on what to do when an employee’s SIN that ends in “9” is about to expire or has already expired is provided here:

1. Confirm your work authorization

Services provided by Canada Immigration and Citizenship (CIC) are linked to temporary work permits for SINs that start with “9”. The length of the employee’s authorization to work in Canada is specified in the work permit. Before employing or permitting a person to stay on the job, make sure:

  • How legitimate the SIN is: Check to see if it has expired.
  • Immigration paperwork: The employee requires a current work permit with the appropriate dates and job location.
  • Adherence to the conditions of the work permit: Verify that all conditions specified in the permit are fulfilled, including the permitted time frame and work site.

2. Act if the immigration document is about to expire.

Encourage the worker to submit an application for a renewal if their work permit or other immigration paperwork is about to expire in four months. The work permit extension application must be sent to CIC at least 30 days prior to the work permit’s expiration date. As a company:

  • Inform the worker: Remind them to apply for a work permit extension.
  • Help when required: Make sure they comprehend the permit renewal procedure and the consequences of submitting an application beyond the deadline.

3. Make sure that the status is maintained.

When an employee applies for a work permit extension before the expiration of their present permit, they are granted “maintained status,” which was previously known as “implied status.” This implies that they can carry on functioning in the same manner while they wait for CIC to make a decision. To keep up compliance:

  • Request documentation: Ask the worker to present documentation proving they submitted their application. Evidence may include a bank receipt or a payment confirmation.
  • Observe the process: Keep in touch with the worker frequently, particularly if, after three months, you have not received confirmation of their new work visa.

4. SIN Record Update

The worker has to update their SIN record with Service Canada after their work permit is renewed. Make sure the worker:

  • Gives the updated immigration papers. Check the decision letter allowing you to continue working in Canada or the new work permit.
  • pertains to the SIN update: The employee should be reminded to submit the new immigration document to Service Canada in order to update their SIN with the updated expiration date.

5. What to Do if the Immigration Document Expires

If the employee’s work permit has expired and they have not applied for an extension:

  • Do not continue employing: The employee is no longer authorized to work without a valid immigration document.
  • Direct them to CIC: Encourage them to contact CIC and reapply for their work permit.
  • Ensure compliance: Only allow the employee to resume work once they have valid authorization.

Certain Jobs That Don’t Need a Work Permit

Depending on the nature of their employment, temporary employees may not always require a work visa. Performing artists, coaches, international athletes, public speakers, and full-time students on campus are a few examples. The CIC website can be accessed by employers here  for a detailed list of these positions and their criteria.

Conclusion

It’s important to pay careful attention to work permit requirements, SIN validity, and immigration papers when managing the hiring of temporary foreign workers. By taking these actions, you may help your staff members keep their legal employment status and guarantee adherence to Canadian laws.

The CIC Call Center can be reached at 1-888-242-2100, and the CIC website Immigration and citizenship – Canada.ca has additional information about hiring or extending the employment of temporary foreign workers. Find out if you need a work permit – Canada.ca


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