This
Legislated Employment Equity Program task involves:
- Creating your employee file
- Creating your promotion and temporary employee files
- Uploading employee, promotion and/or temporary employee .txt files into the Workplace Equity Information Management System (WEIMS) to generate your workforce analysis and Forms 1 to 6 for your annual report
This
Federal Contractors Program task involves:
- Creating your employee file
- Creating your promotion file for a subsequent compliance assessment
- Uploading employee and promotion .txt files into WEIMS to generate your workforce analysis and Forms 1 to 6
On this page:
Key Tools:
Who needs to prepare one or more of these files
Legislated Employment Equity Program employers
You must submit numerical (quantitative) information about your workforce, including representation of all 4
designated groups. This information must be captured in 3 tab-delimited text files named and saved as follows:
- employee.txt (for all employees)
- promo.txt (for all promotions)
- term.txt (for all temporary and casual employees)
These files may then be uploaded into WEIMS to generate your
workforce analysis report, as well as Forms 1 to 6 for your annual report.
Federal Contractors Program employers
In preparation for your first compliance assessment, you must capture numerical (quantitative) information about your
workforce, including representation of all 4 designated groups, into a tab-delimited text file named and saved as:
- employee.txt (for all permanent full-time and permanent part-time employees)
- promo.txt (for all promotions)
This file may then be uploaded into WEIMS to generate your workforce analysis and Form 1.
When you prepare for a subsequent compliance assessment, you must also create and upload to WEIMS a
promo.txt file to report on how many permanent full- and part-time employees were promoted since your last
compliance assessment (if there were promotions). This file must be uploaded with your employee.txt file to generate
a complete workforce analysis report and Forms 1, 2, 4, 5 and 6.
How to prepare your employee file
Use your cursor to scroll over each column to view an enlarged image of the contents and to get the directions about
what to fill in. The workforce data codes will help you fill in the columns B-F.
Note that for employees whose status in Column F (Status) is ‘01’ (permanent full time) or ‘02’ (permanent part time) and whose employment is terminated during the reporting year, do not enter data in the following columns for those employees (i.e. leave the cells blank).
- Column I (Salary Paid)
- Column L (# Hours)
- Column M (# Weeks)
- Column N (Special Salary Hourly pay)
- Column O (Bonus Pay)
- Column P (Overtime Pay)
- Column Q (# Overtime Hours)
FCP employers do not include columns J to Q.
N.B.: If you have entered titles in the first row for each column, you are not required to delete the row prior to uploading the file into WEIMS. However, when titles are included in the first row of the submission, an error message will be displayed in the report log when the data is analyzed in WEIMS. This error message will not prevent your submission from being uploaded and analyzed.
When you are finished inputting data, name your file employee and save it as a .txt file (Tab delimited text)
Reporting calculations prepared by the Workplace Equity Information Management System (WEIMS)
Legislated Employment Equity Program employers
When your employment equity data is uploaded, WEIMS will generate your employment equity forms.
You will have the opportunity to view the results of the WEIMS calculations and make any necessary corrections to the data file before submitting your annual report.
Beginning with 2021 calendar year data, you must report on the pay gaps that may exist in your organization between:
- women and men
- Aboriginal peoples and non-Aboriginal peoples
- Aboriginal men and non-Aboriginal men
- Aboriginal women and all men
- Aboriginal women and Aboriginal men
- Aboriginal women and non-Aboriginal women
- persons with disabilities and persons without disabilities
- men with disabilities and men without disabilities
- women with disabilities and all men
- women with disabilities and men with disabilities
- women with disabilities and women without disabilities
- members of visible minorities and non-visible minority members
- visible minority men and non-visible minority men
- visible minority women and all men
- visible minority women and visible minority men
- visible minority women and non-visible minority women
You will also report on the percentage receiving bonus pay and the percentage receiving overtime pay for men and the
4 designated groups, including sub-groups by gender. The pay gaps to report are the:
- hourly pay gaps
- bonus pay gaps, and
- overtime pay gaps
They must also be reported by:
The employee.txt file that you need to upload into WEIMS has additional columns for you to input the required salary
information. Use your cursor to scroll over columns I-Q to get the directions about what to fill in.
Employee.txt File Instructions
Once your employee.txt file has been uploaded into WEIMS, the system will automatically calculate the pay gap
information that you need to report.
How to prepare your employee promotion file
Insert the employee number, the promotion number, and the promotion date in each row. When an employee has more than
one promotion, each must be reported in a separate row and they must be in chronological order (as shown below).
When you are finished inputting data, name your file promo and save it as a .txt file (Tab delimited text)
N.B.: If you have entered titles in the first row for each column, you are not required to delete the row prior to uploading the file into WEIMS. However, when titles are included in the first row of the submission, an error message will be displayed in the report log when the data is analyzed in WEIMS. This error message will not prevent your submission from being uploaded and analyzed.
Promo.txt file example
Employee # |
Promotion # |
Promotion Date |
111 |
1 |
2021-03-03 |
111 |
2 |
2021-07-25 |
222 |
1 |
2021-04-01 |
How to prepare your temporary employee file (LEEP employers only)
Insert the employee number, term number, start date and end date of the work term, and the termination date in each row (as shown in the example below). If an employee worked for more than one term, information should be shown in separate rows and in chronological order (as shown for employee 555 in the example below). You only need to enter the termination date when it came before the end of the contract term.
When you are finished inputting data, name your file term and save it as a .txt file (Tab delimited text)
N.B.: If you have entered titles in the first row for each column, you are not required to delete the row prior to uploading the file into WEIMS. However, when titles are included in the first row of the submission, an error message will be displayed in the report log when the data is analyzed in WEIMS. This error message will not prevent your submission from being uploaded and analyzed.
Term.txt file example
Employee # |
Term # |
Start Date |
End Date |
Termination Date |
333 |
1 |
2021-03-03 |
2021-12-03 |
2021-05-03 |
444 |
1 |
2021-07-25 |
2021-10-25 |
- |
555 |
1 |
2021-04-01 |
2021-06-30 |
- |
555 |
2 |
2021-07-14 |
2021-11-30 |
- |
How to save files as Text Tab Delimited (.txt) files
There are several 'Save as' .txt options, so ensure you save your files as 'Text (Tab delimited)' as shown below.

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