Guide

Temp worker compliance documents in Ontario

Ontario temporary help agencies must document each assignment — including assignment details, hour records kept at least three years, joint OHSA safety orientation with the host employer, and supporting compliance records inspectors can request. Since July 1, 2024, agencies must also hold a provincial THA/recruiter licence ($1,500 fee, $25,000 surety bond). Hivi-X helps licensed agencies organize and track these documents in exportable placement files on Canadian servers — it is not legal advice or a compliance guarantee.

Bill 27 licensing and why records matter now

Since July 1, 2024, every Ontario temporary help agency and recruiter must hold a provincial licence under the Employment Standards Act (Bill 27, Working for Workers Act, 2021). The licence fee is $1,500 for a two-year term (as of January 1, 2026), and agencies must post a $25,000 surety bond. ESA inspectors can request records — and tiered penalties for repeat offences reach $15,000, $25,000, and $50,000 within three years.

Licensing created a practical shift: document collection is no longer "nice to have" admin. Assignment files must be retrievable, legible, and organized — email folders and ad-hoc SharePoint links are a weak audit strategy.

What a temporary help agency must document per assignment

Exact requirements depend on the assignment and current ESA guidance, but inspectors and host employers commonly expect:

Assignment details — role, host employer, start date, and agreed terms.
Assignment-employee hour records — kept at least three years under the ESA.
Joint OHSA safety orientation acknowledgment between THA and host employer.
Host-employer compliance packet — WSIB, workplace safety requirements, billing terms.
Candidate screening documents tied to the placement (work authorization, certifications, consent).

Retention periods recruiters should plan for

Record-keeping timelines stack up quickly across ESA, EPFNA, and agency operations. The statutory floors most Ontario staffing agencies plan around include three-year general assignment records, five-year vacation records, and seven-year foreign-national recruiter records under EPFNA.

Electronic records must be producible on request. A checklist-driven placement file — with timestamped uploads, approve/reject workflow, and exportable PDF packages — makes retrieval routine instead of a scramble through inboxes.

How Hivi-X fits a Bill 27–licensed agency workflow (honest v1)

Hivi-X is a document-collection layer alongside your ATS — not a replacement and not a compliance certification. Build reusable checklists for candidate screening and temp-worker assignment files, attach them to candidate records, and collect uploads via secure guest link (no account needed) or the my-id.ca portal. Your coordinators approve or reject each item and export a PDF package for the placement record or ESA inspection prep.

Hivi-X does not verify licences against the public THA registry, automate hour-record payroll, or guarantee ESA compliance. This page is general operational information, not legal advice; consult qualified counsel and the Ontario Ministry of Labour for current requirements.

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FAQ

Typically assignment details, hour records (kept at least three years), safety orientation acknowledgment under OHSA joint duties, host-employer documentation, and the candidate screening file supporting the placement. Exact requirements depend on the role and current ESA guidance.

As of January 1, 2026, the THA/recruiter licence fee is $1,500 for a two-year term, with a $25,000 surety bond required. Licensing has been mandatory since July 1, 2024.

No. Hivi-X helps organize and track documents in exportable placement files on Canadian servers. It does not replace legal counsel, payroll systems, or ESA compliance guarantees.

General information for Ontario recruiters and staffing agencies only. Not employment law, immigration, or HR compliance advice. Hivi-X is document-collection software — not a licensed recruiter, employment agency, immigration consultant, or paralegal. Not affiliated with the Ontario Ministry of Labour, IRCC, or CICC. Checklists organize candidate uploads; you remain responsible for ESA, AODA, Human Rights Code, PIPEDA, and immigration obligations per current law and qualified counsel. Hivi-X does not verify work authorization, screen or rank candidates, or guarantee regulatory compliance.

Last updated 2026-07-09.