Workplace Equity Information Management System (WEIMS) Creating and Importing Files for the Legislated Employment Equity Program

Table of contents Preparing employee data Creating an employee.txt file Salary and annualization Why annualize? When do you annualize salaries? When do you not annualize salaries? How to annualize salaries? Creating a term.txt file Creating a promo.txt file Before importing your data into WEIMS Save files in .txt format Import .txt files into WEIMS

1. Preparing employee data When importing data into WEIMS from a different application (e.g., a human resources database), you will be required to manipulate the data to comply with WEIMS specifications and to create the following three .txt files prior to importing your data into WEIMS: employee.txt (detailed records of all employees) term.txt (term contract records of temporary and casual employees) promo.txt (promotion records) NOTE: To successfully import data into WEIMS, the files must be named employee.txt, term.txt and promo.txt.

2. Creating an employee.txt file Ensure file contains one record or row for every employee. If your organization has 200 employees, you must have 200 records or rows. Sample NOTE: Working with spreadsheets (for example, Excel) makes it easier to manipulate data. However, WEIMS will only allow you to import Text Tab Delimited (.txt) files. Spreadsheets can easily be saved as .txt files. This process will be explained later. Employee # CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 1: Employee Number Maximum 20 characters. Can be letters or numbers or a combination of both. Must be unique (no duplicates).

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 2: Census Metropolitan Area (CMA) Code Must be exactly 2 digits. Ensure zeros are included (if applicable). Must correspond to the values in the Province and CMA codes under the WEIMS Help page.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 3: Province Code Must be exactly 2 digits. CMA and Province codes must correspond to one another. Must correspond to the values in the Province and CMA codes under the WEIMS Help page.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 4: National Occupational Classification (NOC) Code Must be exactly 4 digits. Must be a valid 4-digit NOC code. Use NOC 2011 version codes available at: http://www5.hrsdc.gc.ca/NOC/English/NOC/2011/Welcome.aspx.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 5: North American Industry Classification System (NAICS) Code Must be exactly 4 digits. Must be a valid 4-digit NAICS code. Use NAICS 2007 codes available at: http://www.statcan.gc.ca/eng/subjects/standard/naics/2007/list.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 6: Employee Status Code Must be exactly 2 digits. Must correspond to the values in the Employee Status codes under the WEIMS Help page.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 7: Comments Column is required, but data is optional. Column is necessary for WEIMS to read data correctly.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 8: Gender Must be exactly 1 letter. Must be M (male) or F (female). If you leave the cell blank, it will cause an error.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 9: Salary No decimals, no dollar signs, no commas and no spaces. Minimum salary is 0. If necessary, salaries must be annualized.

2. a. Salary and annualization Salary is the remuneration paid for work performed by an employee in the form of salary, wages, commissions, tips, bonuses and piece rate payments, rounded to the nearest dollar, but does not include overtime wages. There are some cases when employees’ salaries need to be annualized to reflect yearly earnings. Annualization Annualization is the process whereby an employee’s salary is calculated to represent what their salary would have been had they been paid for the entire year even though they only worked part of the year.

2. b. Why annualize? This is sometimes necessary when the use of the actual salary would misrepresent occupational earnings and distort the employer’s salary ranges. Generally, an employee’s salary should be annualized when the employee has not worked the full reporting year or has been hired or promoted part way through the reporting year.

2. c. When do you annualize salaries? Permanent employees were hired, promoted or demoted during the reporting year Permanent employees experienced a temporary change in employment status Temporary employees experienced a change in employment status to permanent full-time or part-time – these employees are considered newly hired as of the status change date Seasonal employees worked part of a complete season or term (e.g., if an employee worked only for 4 months of a 6 month season, the salary must be annualized to reflect the earnings of the 6 months period)

2. c. When do you annualize salaries? (continued) Permanent employees were on paid or unpaid leave of absence granted at the employee’s request (e.g., maternity, parental, personal or educational leave, on loan or secondment) who returned to work on or before December 31 of the reporting year – exclude the taxable benefit/compensation Permanent employees with a salary that includes commission – add salary and commission, and then annualize the total Transferred permanent employees as a result of a corporate transaction – these employees are considered new hires as of the transaction change date Permanent employees who were suspended without pay

2. d. When do you not annualize salaries? Temporary employees Permanent employees who experienced a change in employment status part-way through the year (e.g., from full-time to part-time or vice versa) Seasonal employees who worked a full season Permanent employees on paid leave of absence who received salary or income replacement benefits for the entire year or on December 31 – add salary earned and income replacement benefits Permanent employees on unpaid leave of absence who did not receive any salary or income replacement benefits for the entire year or on December 31 – if the employee retained the right to return to work, classify as “other”, employee status code 04 and use $0 salary

2. d. When do you not annualize salaries? (continued) Commission-only salaried employees Permanent employees with a fluctuating base salary plus commission Temporarily laid off employees who returned to work before December 31 – if temporarily laid-off on December 31 and the employee retained the right to return to work, classify as “other”, employee status code 04 and use $0 salary Employees recalled in accordance with a collective agreement part way through the reporting year Employees on strike or lock-out Employees in an acting assignment (not a permanent change)

2. d. When do you not annualize salaries? (continued) Salary protected or red circled employees Employees doing community service Moving employees from a provincially-regulated division to a federally-regulated division within the same organization – not considered new hires Employees who do not have regular pay per pay period (e.g., work fluctuating hours or paid by the mile)

2. e. How to annualize salaries? Number of pay periods per year X Salary per pay period = Annualized salary Example #1: A clerk earns $1,592 bi-weekly and was absent for 3 months on unpaid personal leave. Since the pay is bi-weekly, there are 26 pay periods per year. The salary recorded for the reporting year would be: 26 X $1,592 = $41,392

2. e. How to annualize salaries? (continued) Number of pay periods per year X Salary per pay period = Annualized salary Example #2: An agent was hired on June 1st of the reporting year and earns $463 per week. Since the pay is weekly, there are 52 pay periods per year. The salary recorded for the reporting year would be: 52 X $463 = $24,076

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 10: Aboriginal Peoples Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error. NOTE: Employers reporting for the first time should use N, if they have not collected the data for this designated group. All employers who are not reporting for the first time are expected to have collected this data and to report it.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 11: Members of Visible Minorities Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error. NOTE: Employers reporting for the first time should use N, if they have not collected the data for this designated group. All employers who are not reporting for the first time are expected to have collected this data and to report it.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 12: Persons with Disabilities Must be exactly 1 letter. Must be Y (yes) or N (no). If employee did not self-identify, N must be used as the default answer. If you leave the cell blank, it will cause an error. NOTE: Employers reporting for the first time should use N, if they have not collected the data for this designated group. All employers who are not reporting for the first time are expected to have collected this data and to report it.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 13: Hire Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes). Must always be blank for Temporary or Casual employees.

2. Creating an employee.txt file (continued) CMA Province NOC NAICS Status Comments Sex Salary Aboriginal Peoples Visible Minorities Persons with Disabilities Hire Date Termination Date 111 06 10 0112 5179 02   M 39944 N Y 1998-01-01 222 04 11 0015 01 F 38405 2000-05-04 333 03 12 1111 31588 444 18 1222 33184 555 07 15 0213 05 36868 666 0111 Mat. Leave 33784 2015-10-12 2016-05-16 Column 14: Termination Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes). Must always be blank for Temporary or Casual employees.

3. Creating a term.txt file Ensure file contains one record or row for every temporary or casual employee’s term contract. Only temporary or casual employees are included in this file. If a temporary or casual employee received two term contracts, there should be two rows, etc. Do not create this file if your organization did not employ temporary or casual employees during the reporting period. Sample Employee # Term # Start Date End Date Termination Date 333 1 2016-03-03 2016-12-03 2016-05-03 444 2016-07-25 2016-10-25   555 2016-04-01 2016-06-30 2 2016-07-14 2016-11-30

3. Creating a term.txt file (continued) Employee # Term # Start Date End Date Termination Date 333 1 2016-03-03 2016-12-03 2016-05-03 444 2016-07-25 2016-10-25   555 2016-04-01 2016-06-30 2 2016-07-14 2016-11-30 Column 1: Employee Number Maximum 20 characters. Can be letters or numbers or a combination of both. Employee number must exist in employee.txt file.

3. Creating a term.txt file (continued) Employee # Term # Start Date End Date Termination Date 333 1 2016-03-03 2016-12-03 2016-05-03 444 2016-07-25 2016-10-25   555 2016-04-01 2016-06-30 2 2016-07-14 2016-11-30 Column 2: Term Number and Number of Contracts Maximum 4 digits. If an employee received two term contracts, there must be two rows, etc. Term numbers must be entered chronologically.

3. Creating a term.txt file (continued) Employee # Term # Start Date End Date Termination Date 333 1 2016-03-03 2016-12-03 2016-05-03 444 2016-07-25 2016-10-25   555 2016-04-01 2016-06-30 2 2016-07-14 2016-11-30 Column 3: Start Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes).

3. Creating a term.txt file (continued) Employee # Term # Start Date End Date Termination Date 333 1 2016-03-03 2016-12-03 2016-05-03 444 2016-07-25 2016-10-25   555 2016-04-01 2016-06-30 2 2016-07-14 2016-11-30 Column 4: End Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes).

3. Creating a term.txt file (continued) Employee # Term # Start Date End Date Termination Date 333 1 2016-03-03 2016-12-03 2016-05-03 444 2016-07-25 2016-10-25   555 2016-04-01 2016-06-30 2 2016-07-14 2016-11-30 Column 5: Termination Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes). Only include a termination date if it is before the End date.

4. Creating a promo.txt file Ensure file contains one record or row for every promotion. If an employee was promoted twice, there should be two rows, etc. If an employee was not promoted, do not create a row for that employee. Do not create this file if your organization did not award any promotions during the reporting period. Sample Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01

4. Creating a promo.txt file (continued) Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01 Column 1: Employee Number Maximum 20 characters. Can be letters or numbers or a combination of both. Employee number must exist in employee.txt file.

4. Creating a promo.txt file (continued) Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01 Column 2: Promotion Number Maximum 4 digits. If an employee received two promotions, there must be two rows, etc. Promotion numbers must be entered chronologically.

4. Creating a promo.txt file (continued) Employee # Promotion # Promotion Date 111 1 2014-03-03 2 2016-07-25 222 2016-04-01 Column 3: Promotion Date Must be 10 characters. Format must be YYYY-MM-DD or YYYY/MM/DD (include dashes or slashes).

5. Before importing your data into WEIMS All columns must be included and be in the order previously specified (employee.txt, term.txt and promo.txt). Column headings must be removed. All rows must contain data except under the comment column.

6. Save files in .txt format Steps to convert an Excel spreadsheet to .txt file format: Go to File or Microsoft Office button, and then click Save As. In the File name box, enter “employee”, “term” or “promo”, depending on which file you are creating. In the Save as type box, use the drop-down arrow, scroll down and select Text (Tab delimited) (*.txt) option. Click the Save button. A dialog box appears, reminding you that you want to save the file as a text file, click Yes button.

7. Import .txt files into WEIMS Steps: On the WEIMS Main Menu page, ensure that the appropriate reporting year is selected (e.g., in 2017, you will be using 2016 reporting year). Under Employees for (Name of Your Organization), select Upload an employee record set. In the Import Employee Data page, under Add New File, next to the File to upload box, click on the Browse button. Go to where you saved your employee.txt file in your computer and select the file. The employee.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button. Go to where you saved your term.txt file in your computer and select the file. The term.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button.

7. Import .txt files into WEIMS (continued) Go to where you saved your promo.txt file in your computer and select the file. The promo.txt file will appear in the File name box. Click on the Open button. Then, click on the Upload button. Under Import Options, select Update employees for YYYY. Select Compile Forms After Data Upload. Click the Import the uploaded files button.

Questions? Please contact the Labour Program’s Employment Equity team by email at ee-eme@hrsdc-rhdcc.gc.ca.