What is the SIN?

The Social Insurance Number, or SIN, is a document that you need in order to work in Canada. It also gives you access to programs and benefits such as Employment Insurance (EI) and the Canada Pension Plan (CPP).

Employers must request each new employee’s SIN within three days of the start of their employment.

According to the government, employers play a role in protecting their employees’ personal information and detecting theft or fraud. Information about a person’s SIN should never be shared with anyone and should stay confidential within a secure area or password-protected file.

Note that employees cannot use their SIN card as personal identification. The SIN card has no photograph attached to it, so make sure that the name on the card is the same as another piece of personal identification.

Related: Employer’s Guide to the T4 Slip

Who needs a SIN card?

Anyone who is a Canadian citizen, permanent resident or temporary resident needs to get a SIN. You need to get a SIN if you want to work, receive benefits from the government, or need to access social service programs. People as young as 12 can apply for a SIN if they need to access government assistance.

How to apply for a SIN card

All SIN applications can be done online, through the mail, or in person. The forms need to be filled out in full, and you will need to submit supporting documents in order to get a SIN. The application can be used to:

• Request a SIN for the first time
• Obtain a confirmation of your or your child’s SIN
• Correct an error on a SIN record
• Update a legal change of name
• Update your status
• Update your immigration document’s expiry date on your SIN card

It is helpful to know where to turn to complete these actions in case you have difficulty registering one of your employees. This is especially useful if you have employees who are in Canada as temporary workers or under a work visa. The SIN card only expires for those who are not Canadian citizens or permanent residents, so the expiry date may be a helpful indicator for you to check all documentation of these workers is up to date.

Documents needed to apply for SIN card

The following are the documents that need to be submitted in order to obtain a SIN card:

• Primary identity document: This is an official document that proves your identity and status in Canada. For citizens, this can be your birth certificate or certificate of Canadian Citizenship. For permanent residents, you will need to provide your permanent resident card. Temporary residents will need to provide their work or study permit information.
• Secondary document: An official document that confirms your identity. In order for this document to be considered a secondary document, it must have your legal name and date of birth on it. This could be a passport, a provincial or territorial ID card or driver’s license, or any other Canadian government-issued ID.
• Proof of address: This is a document that’s needed if you’re applying online and proves that you live at the address you put on your online application.

Once the employee has all of these documents, they should be able to go online or in person to apply for a SIN card.  

Employer responsibilities for employees’ SIN

There are some key responsibilities that employers need to know when collecting employees’ SIN details. These are:

1. Request the new employee’s SIN within three days of hiring them

You are responsible for collecting the SIN of every employee, especially newly hired employees. This request has to be done within three days of hiring the person.

Once you’ve collected the SIN, double-check to make sure it is valid. They will need their SIN to register for income tax, the Canada Pension Plan and Employment Insurance. If a new employee doesn’t have a SIN and is eligible to work in Canada,they must apply for a SIN within the first three days of their employment and inform you of their SIN within three days of receiving their SIN confirmation letter.

If you are unsure of the status of an employee’s SIN, you can check with Service Canada at 1-866-274-6627. To check someone’s information, you’ll need your business number issued by Canada Revenue Agency along with the information needed to verify the identity of your company and the employee.

2. Make sure any employees whose SIN starts with “9” are authorized to work in Canada

Any SIN card that starts with the number nine is a temporary card that will have an expiry date. The SIN is valid until the expiry date shown on their immigration documentation that allows them to work in Canada.

If you notice that one of your employees has a SIN that starts with nine, ask to see their existing immigration document that allows them to work in Canada and verify that it has not expired. If it has expired, ask them to contact Immigration, Refugees and Citizenship Canada (IRCC) to obtain a valid document and to provide it to Service Canada to have the new expiry date entered into their SIN record. Take the necessary steps to renew or rehire the employee.

If they do not have proper documentation, then they may not be eligible to work in Canada.

3. Protect Your Employees’ Personal Information

Remember to store any personal information you have about your employees in a secure area or on an encrypted area on your computer.  You might choose to store this type of information on a secure online storage site to prevent the information from being lost.

If you become aware that an employee’s SIN has been stolen or used inappropriately, the Government of Canada website outlines the steps you need to take.

If you suspect that a SIN is being used fraudulently, contact Service Canada right away.

By following the rules and regulations surrounding the use and collection of SIN information, you will be in a better position to operate your business in Canada.

Related: How to Open a CRA Payroll Account