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Manage Primary Worksite and Primary Position

Geneviève Fournier
Updated

Available for the following plans: Employment Lite, Employment Plus, Employment Unlimited
Available for the following HR plans: Standard, Premium, Platinum
Available for the following user access levels: Manager

Primary Worksite and Primary Position fields allow you to clearly designate an employee's main assignment. In the Employment Hero platform, the Primary Worksite you select during onboarding is the direct source of truth for Box 10 (Province of Employment) on the T4 slip. If this is set incorrectly, the employee will have the wrong provincial taxes deducted, which usually requires a complex "Year-End Adjustment" to fix.

Overview

These fields serve as the legal and operational "anchor" for your Canadian workforce:

  • Tax Compliance: Automatically triggers provincial tax logic (CPP/QPP, EI/QPIP) and corrects provincial income tax brackets.
  • Workers' Comp: Ensures premiums are paid to the correct board (WSIB, CNESST, WCB, etc.).
  • Finance Automation: Links the Primary Position to your General Ledger (GL) for automated labour cost mapping.
  • Reporting: Populates the Province of Employment code required for Records of Employment (ROE).

Getting Started

1. Add Primary Worksite and Position During Onboarding
  1. Click the Home menu Employee Onboarding Add.
  2. Complete Basic Information and click Continue to Employment Details.
  3. On the Employment Details, you can select the Location and the Province of employment (For tax purposes).
  4. Complete the rest of the details and click Continue to Pay Details.
  5. On the Pay Details page, locate the Worksite and Position section.
  6. Select a Primary Worksite from the drop-down menu.
Note for Remote Workers: For 100% remote staff, select the Canadian office location where they report or from which they receive instructions. This choice determines their T4 province.
  1. Select a Primary Position. (The drop-down filters are based on your chosen worksite).
  2. Click Finish.
2. Update Primary Worksite and Position in an Employee's Profile
  1. Click the People menu.
  2. Click the Employees List submenu.
  3. Select the employee whose primary worksite or position you want to update.
  4. Click the Employment Details tab.
  5. Click the Edit button.
  6. Locate the Worksite and Position section.
  7. Update the Primary Worksite and/or Primary Position as needed.
Helpful Hint: When you change the Primary Worksite, the Primary Position drop-down will update to show only positions available at the selected worksite.
  1. Click the Save button.
3. Change which position is marked as primary in Position Details

If an employee has multiple positions, you can change which position is marked as primary directly from the Position Details panel.

  1. Click the People menu Employees List Select the employee.
  2. Navigate via Pay details under Pay & Compensation and click on Position & Pay Rates.
  3. A window will pop up; locate the position you want to make primary.
  4. Click Save.
4. Import Primary Worksite and Position via CSV (Bulk Update)

You can bulk assign these fields when importing employee data, which is ideal for regional transfers or organizational restructures.

  1. Click the People menu.
  2. Click the Import employees submenu.
  3. Select Update Employee Employment Details from the CSV import options.
  4. Download the CSV template. The template includes two columns:
    • Primary Worksite and Position: Format as Worksite Name Position Name
    • Additional Worksites and Positions: Format as Worksite Name Position Name (multiple entries separated by commas).
  5. Complete the CSV file and upload it.
Helpful Hint: The system validates your data during import. Both the worksite and position must already exist in your system to avoid errors.

Frequently Asked Questions

Common Questions (FAQs)

What happens if I deactivate a Primary Position?
The system will issue a warning. Once deactivated, the "Primary" badge is removed. You must assign a new Primary Position immediately to maintain accurate Workers' Comp (WSIB/WCB) coverage and General Ledger reporting.

Do I need to fill in both fields?
Yes. For Canadian compliance, every position must be tied to a physical or "deemed" location to determine which provincial labour standards (like overtime and holiday pay) apply.

 

 

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