This task involves:
- Creating your employee file (employee)
- Creating your promotion (promo) and temporary (term)
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
On this page:
Key Tools:
Files for Upload
You must submit numerical (quantitative) information about
your workforce, including representation of all 4 designated
groups. This information must be captured in 3 spreadsheets saved
as Text Tab Delimited files for upload to the WEIMS named and saved
as follows:
- employee.txt (for all employees)
- promo.txt (for all promotions if you had promotions in the
reporting year)
- term.txt (for all temporary employees if you had temporary
status 03 or 05 employees in the reporting year and in your
employee file)
These files may then be uploaded
into WEIMS to generate the required Forms 1 to 6 for your annual
report
How to prepare your employee file (Employee.txt)
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, or for
employees whose status is “04” (other) in Column F (Status), 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)
Employee.txt file example
| A |
| EMPLOYEE # |
| 111 |
| 222 |
| 333 |
| 444 |
| 555 |
| 666 |
Maximum 20 characters: letters, numbers or a combination of both.
Each employee number must be different.
Insert the 2-digit CMA code (including zero, if applicable).
| C |
| PROVINCE /TERRITORY |
| 10 |
| 11 |
| 12 |
| 18 |
| 15 |
| 10 |
Insert the 2-digit Province code (including zero, if applicable).
| D |
| NOC |
| 10011 |
| 00015 |
| 11100 |
| 21320 |
| 20012 |
| 00012 |
Insert the 5-digit NOC code (including zero, if applicable).
| E |
| NAICS |
| 5179 |
| 5179 |
| 5179 |
| 5179 |
| 5179 |
| 5179 |
Insert the 4-digit NAICS code (including zero, if applicable).
| F |
| STATUS |
| 02 |
| 01 |
| 03 |
| 03 |
| 05 |
| 04 |
Insert the 2-digit Employee Status code.
For employee status 04: Other, leave columns I and L-Q blank and insert 'N' in columns J and K.
Insert a comment or leave this column blank.
| I |
| SALARY PAID |
| 49944.55 |
| 88405 |
| 41588 |
| 33184 |
| 6100.354 |
|
Insert salary using numbers only and up to 2 decimal points.
The salary must correspond with data inserted in columns L and M.
Annual salary is required in some scenarios.
| J |
| SPECIAL SALARY COMMISSION |
| N |
| Y |
| N |
| N |
| N |
| N |
Insert 'Y' or 'N'.
'Y' is for employees who are paid based on commission only.
| K |
| SPECIAL SALARY OTHER |
| N |
| N |
| N |
| N |
| N |
| N |
Insert 'Y' or 'N'.
'Y' is only for situations (other than commission) when the number of hours is unknown.
| L |
| # HOURS |
| 1140 |
|
| 760 |
| 960 |
| 320.75 |
|
Insert numbers only and up to 2 decimal points for partial hours.
The # hours must correspond with data inserted in column I.
Leave blank if employee is paid special salary ('Y' in column J or K) or is '04: Other' in column F.
Insert numbers between 2 and 53.
The # weeks must correspond with data inserted in column I.
Leave blank if '04: Other' in column F.
| N |
| SPECIAL SALARY HOURLY PAY |
|
| 48.57 |
|
|
|
|
Only used if 'Y' in column K.
Insert numbers only and up to 2 decimal points for partial hours.
Leave blank if 'N' in column K or '04: Other' in column F.
Insert numbers only and up to 2 decimal points.
Leave blank if employee was not paid a bonus, is paid special commission salary ('Y' in column J) or is '04: Other' in column F.
Insert numbers only and up to 2 decimal points.
Overtime pay must correspond with data inserted in column Q.
Leave blank if employee was not paid for overtime hours, is paid special commission salary ('Y' in column J) or is '04: Other' in column F.
Insert numbers only and up to 2 decimal points for partial hours.
Overtime hours must correspond with data inserted in column P.
Leave blank if employee is paid special salary ('Y' in column J or K) or is '04: Other' in column F.
| R |
| INDIGENOUS PERSONS |
| N |
| N |
| N |
| Y |
| N |
| N |
Insert 'Y' or 'N'.
Employers reporting for the first time can insert 'N' if they have yet to collect this data.
| S |
| VISIBLE MINORITIES |
| N |
| Y |
| N |
| N |
| N |
| N |
Insert 'Y' or 'N'.
Employers reporting for the first time can insert 'N' if they have yet to collect this data
| T |
| PERSONS WITH DISABILITIES |
| Y |
| N |
| N |
| N |
| N |
| N |
Insert 'Y' or 'N'.
Employers reporting for the first time can insert 'N' if they have yet to collect this data.
| U |
| HIRE DATE |
| 2005-01-04 |
| 2018-05-07 |
|
|
| 2020-04-16 |
|
Insert 10 characters as YYYY-MM-DD or YYYY/MM/DD.
Leave blank if employee is '03: Temporary' or '05: Casual' in column F.
| V |
| TERMINATION DATE |
|
|
|
|
| 2020-10-26 |
|
Insert 10 characters as YYYY-MM-DD or YYYY/MM/DD.
Leave blank if employee is '03: Temporary' or '05: Casual' in column F.
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 text file (tab delimited)
Guidance for developing employee.txt files
Column A: Employee number
- Maximum 20 characters
- Can be letters or numbers or a combination of both
- Must be unique (no duplicates)
Column B: (Census Metropolitan Area - CMA)
- Maximum 2-digits
- CMA and Province codes must correspond to one another
Column C: (Province/Territory)
- Must be 2 digits
- CMA and Province codes must correspond to one another
Column D: National Occupational Classification (NOC) code
- Maximum 5 digits
- Must be a valid 5-digit NOC code
Column E: North American Industry Classification System
(NAICS) code
- Must be 4 digits
- Must be a valid 4-digit NAICS code.
Column F: Employment status code
- Maximum 2 digits
- Must correspond to Employment status codes under Workforce
data codes
- For employees under status 01 (permanent full time) and 02
(permanent part time) whose employment is terminated during the
reporting year and have termination dates entered in Column V, do
not enter any salary data in columns I, L, M, N, O, P or Q (i.e.
leave cells blank)
- For employees under status 04 (Other), enter ‘N’ for
Columns J and Column K. Do not enter any salary data in in columns
I, L, M, N, O, P or Q (i.e. leave the cells blank)
- An employer must code employees who are on any type of
unpaid leave as of December 31 as status 04 (Other). This includes
employees who have been on unpaid leave for the entire reporting
year. It also includes employees who worked part of the reporting
year but are on unpaid leave on December 31.
- If there are any employees with status 03 (temporary) or
05 (casual), ensure that a ‘term.txt’ file is created and uploaded
with the ‘.txt’ files.
Column G: Comments
- Comments may be added by the employer, or the cell can be
left blank. The column is for employer use if needed. The data in
this column does not get shared with the Labour Program.
- This column must remain in place in the spreadsheet.
Column H: Gender
- Must be 1 letter - F (female) or M (male)
- This cell cannot be left blank
Column I: Salary Paid
- Salary can be entered for any period based on number of
weeks (minimum 2).
- Salary is entered using numbers only, up to 2 decimal
places - do not use ‘$’ or ‘,’
- The salary input must correspond with the input in Columns
L (# Hours) and M (# Weeks).
- For employees with status 01 (Permanent Full Time) or 02
(Permanent Part Time) under Column F (Employment Status), whose
employment is terminated during the reporting year, do not enter
data. Leave this cell blank.
Salary is defined as:
- Remuneration paid for work performed, before deductions
- Includes basic pay, pay for piecework, and shift premiums
Salary does not include:
- Benefits, securities, severance/termination or vacation
pay that is an additional payment in lieu of leave not taken
- Payment in kind, supplementary payments, allowances or
retroactive payments for work prior to the reporting period
- Reimbursements for expenses or compensation for extra-duty
services other than overtime
Bonus and overtime
- Bonus and overtime pay are reported separately from salary
(see columns O to Q)
Salary reporting – Standard approach
WEIMS will perform the necessary calculations and generate
permanent full- and part-time employee data required for annual
salary ranges to be included on Forms 2 A-C – Occupational Groups
of employer submissions using the following data elements from the
employee.txt file:
- salary paid (column I)
- number of weeks corresponding to the salary (column M)
WEIMS will perform the necessary calculations and generate
permanent full- and part-time employee data required calculate
aggregated hourly rate wage gaps, bonus pay gaps and overtime gaps
to be included on Forms 2 D-G using the following data elements
from the employee.txt file:
- salary paid (column I)
- number of hours corresponding to the salary (column L)
- bonus pay paid in the reporting year (column O)
- overtime pay paid in the reporting year (column P)
- number of overtime hours worked for the overtime pay
(column Q)
WEIMS will automatically perform the following calculations
for each employee:
- “Number of weeks” (column M) is used to calculate the
employee annual salary in order to identify the salary ranges on
Forms 2 A-C – Occupational Groups and 3 - Salary.
- “Number of hours” (column L) is used to calculate the
employee hourly pay rate and generate the aggregated hourly rate
wage gap percentages on Form 2 D-G.
Salary reporting – temporary employees
- For all status 03 temporary employees, employers should
report the actual salary paid (column I), the associated number of
hours worked (column L), and the number of weeks over which the
salary was paid (column M) during the reporting year (i.e. January
1 to December 31).
- The number of temporary employees will be calculated based
on when their number was the greatest (Temporary Employees Peak
Date). This will be calculated automatically by WEIMS.
- Forms 2C, 2F and 3C are only generated when temporary
employees make up 20% or more of the employer’s workforce at any
time during the reporting year. This will be calculated
automatically by WEIMS.
Column J: Special salary scenario – Commission-only salary
- Enter “Y” only if the employee is paid on commission alone
- Must be 1 letter - Y (yes) or N (no)
This column is intended to indicate employees who are paid
by commission only. If the only compensation that an employee
received in the calendar year was commission, enter ‘Y’ in Column
J. In all other cases, where the employee has received any other
pay that is not commission, enter ‘N’ in Column J.
- If Column J contains a ‘Y’ for the employee, do not enter
data in the following columns for that employee. Leave the cells
blank and enter 52 in Column M (#Weeks)
- Column L (# Hours)
- Column N (Special Salary Hourly Pay)
- Column O (Bonus Pay)
- Column P (Overtime Pay)
- Column Q (# Overtime Hours)
Column K: Special Salary Other
- This column is intended to be used in circumstances where
the employee’s hours are not and cannot be known.
- If Column K contains a ‘Y’ leave column L Hours the cell
blank and add an hourly rate in column N.
Column L: Hours
- Must be entered as numeric digits greater than zero, up to
two decimal places for partial hours
- Must correspond with the “salary paid” in column I
- For employees with status 01 (Permanent Full Time) or 02
(Permanent Part Time) under Column F (Status) and whose employment
is terminated during the reporting year, and a termination date
has been entered into the employee file, leave this cell blank.
- For employee with status 04 (Other), leave this cell
blank.
- When “Y” is entered into columns J or K, leave this cell
blank.
Column M: Weeks
- Must be entered as numbers between 2 and 53, with no
decimal places
- Must correspond with the “salary paid” in column I and is
the time over which the salary is paid
- If data in Column F (Employment Status) for the employee
is 04 (Other), leave this corresponding cell blank.
- For employees with Code 01 (Permanent Full Time) or 02
(Permanent Part Time) under Column F (Status) and whose employment
is terminated during the reporting year, do not enter data. Leave
this corresponding cell blank.
Column N: Special Salary Hourly Pay
- For most line entries, this column is left blank
- Only insert data in Column N if ‘Y’ is entered in Column K
(Special Salary Other)
- Enter numbers only, up to 2 decimal points.
- For employees with status 04 (Other), leave this cell
blank.
- For employees with status 01 (Permanent Full Time) or 02
(Permanent Part Time) under Column F and whose employment is
terminated during the reporting year, do not enter data. Leave
this cell blank.
Column O: Bonus Pay
- Required if employee is paid a bonus in the reporting
period
- Enter numbers only, up to 2 decimal points if an employee
has been paid a bonus in the reporting year.
- Enter total for the year.
- Leave these cells blank where:
- Column F indicates status 01 (Permanent Full Time) or 02
(Permanent Part Time) and the employee has been terminated
during the reporting year
- Column F indicates status 04 (Other)
- the employee is not paid a bonus, or
- Column J (Special Salary Commission) contains a ‘Y’
Bonus pay is any additional remuneration an employer pays an
employee as a result of profit sharing, productivity, performance,
commissions or any other incentive
Column P - Overtime Pay
- Required if employee is paid for overtime hours during the
reporting period
- Enter numbers only, up to 2 decimal points if an employee
has been paid overtime pay in the reporting year.
- The amount over overtime pay must correspond to the number
in Column Q (# Overtime Hours).
- Leave these cells blank where:
- Column F indicates 04 (Other)
- Column F indicates 01 (Permanent Full Time) or 02
(Permanent Part Time) and the employee has been terminated
during the reporting year,
- the employee has not been paid for overtime hours, or
- Column J (Special Salary Commission) or Column K
(Special Salary Other) contains a ‘Y’ for the employee.
Column Q - Overtime Hours
- Required if employee is paid for overtime hours during the
reporting period
- Enter numbers only, up to 2 decimal points for the hours
an employee has received for Overtime pay (only hours for monetary
overtime should be entered)
- The number of overtime hours must correspond to the amount
of overtime pay in Column P (Overtime Pay).
- Leave these cells blank where:
- Column F is 04 (Other)
- Column F indicates 01 (Permanent Full Time) or 02
(Permanent Part Time) and the employee has been terminated
during the reporting year,
- Column J (Special Salary Commission) contains a ‘Y’ for
the employee.
Column R - Aboriginal peoples
- Must be 1 letter - Y (yes) or N (no)
- If the employee did not self-identify, N must be used as
the default answer
- Employers reporting for the first time can insert ‘N’ if
they have not yet collected this data.
Column S - Visible Minorities
- Must be 1 letter - Y (yes) or N (no)
- If the employee did not self-identify, N must be used as
the default answer
- Employers reporting for the first time can insert ‘N’ if
they have not yet collected this data.
Column T - Persons with Disabilities
- Must be 1 letter - Y (yes) or N (no)
- If the employee did not self-identify, N must be used as
the default answer
- Employers reporting for the first time can insert ‘N’ if
they have not yet collected this data.
Column U - Hire Date
- Must be 10 characters
- Format must be YYYY-MM-DD or YYYY/MM/DD
- This column applies only to permanent full-time and
permanent part-time employees.
- The termination of temporary or casual employees is
recorded in the ‘term.txt’ file.
- Where Column F (Status) is code ’03’ (temporary) or ‘05’
(casual), leave the cell blank.
Column V - Termination Date
- Must be 10 characters
- Format must be YYYY-MM-DD or YYYY/MM/DD
- This column applies only to permanent full-time and
permanent part-time employees.
- The termination of temporary or casual employees is
recorded in the ‘term.txt’ file.
- Where Column F (Status) is code ’03’ (temporary) or ‘05’
(casual), leave Column V blank.
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.
Employer’s aggregated data is produced automatically by the WEIMS upon upload reports 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 (Promo.txt)
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 (Term.txt)
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.
Related Links: