Planning a business trip to Toronto or a workation in Vancouver? Here’s essential information to help you and your employees work safely and compliantly while traveling in Canada, including working conditions, safety, health regulations, tax treaties, social security, and more.
Capital city
Ottawa
Telephone code
+1
Official language
English, French
Currency
Canadian Dollar (CAD)
Time zone
UTC -3.5 to UTC -8
Social security compliance
When working remotely abroad, your employees may become subject to the social security scheme of the destination country, which means you, as an employer, would need to pay social security premiums accordingly. Canada has entered into numerous social security treaties with various countries to prevent the payment of double social security premiums or non-insurance, access the list of countries here.
To ensure your employees remain compliant with these treaties, they must possess a valid Certificate of Coverage (CoC) obtained from the relevant local authorities. For WorkFlex users, the CoC is issued automatically after a trip request is submitted. Discover our solution for efficient social security risk mitigation here.
Tax compliance
As a member of the OECD, many of Canadian tax treaties are based on the OECD Model Tax Convention. This framework provides guidelines for structuring tax treaties and covers various types of income, including dividends, interest, royalties, and employment income. In addition to these guidelines, Canada has signed bilateral tax treaties with numerous countries, available here, that specifies the steps to take to avoid double taxation.
Despite the existence of many tax treaties and the adoption of the OECD Model Tax Convention, the issue of Permanent Establishment remains a significant compliance concern for employers with employees temporarily working in Canada, whether for a workation or a business trip. If a traveling employee is deemed to constitute a Permanent Establishment in the destination country, the employer may be required to register the company locally, allocate profits to the local business (branch), and file corporate taxes, leading to substantial administrative burdens.
To avoid this scenario, here are some key strategies:
If your employees are traveling for a workation, they should refrain from negotiating or signing sales contracts during the trip. Additionally, they should avoid visiting clients or any office, including the employer's local office in the destination country. Following these guidelines will help mitigate the important compliance risk for the employer related to permanent establishment.
If your employees travel for business, it may be impossible to refrain from the activities above. In this case, please make sure to inform your (tax) compliance department of this matter. If you and your organization are a WorkFlex user, this topic is covered through the WorkFlex platform.
Overriding local employment provisions
Employees traveling to Canada are expected to comply with some basic local employment provisions that may be qualified as overriding, such as minimum salary standards. See the recent information on minimum wage in Canada here.
Visa
To work legally while in another country, employees generally need a valid work title. It's important to keep in mind that the consequences of entering without the proper documentation can be significant for both the employee and the employer.
For those planning work-from-anywhere trips to Canada, here's a quick overview:
- eTA (Electronic Travel Authorization): Required for visa-exempt foreign nationals
- Temporary Resident Visa: Required for non visa-exempt nationals
- Digital Nomad Visa: Canada offers specific work permits for remote workers under various programs
Need trip-specific visa information? Check out WorkFlex Visa Navigator.
For those planning business trips to Canada:
- Business Visitor Visa: Required for specific business activities
- ETA: Needed for visa-exempt nationals conducting business visits
- Temporary Resident Visa: Required for non visa-exempt nationals
Need trip-specific visa information? Check out WorkFlex Visa Navigator.
Working hours
In Canada, the typical workweek is 40 hours, with working hours generally running from 9 AM to 5 PM, Monday to Friday.
- Standard working hours: 9:00 AM to 5:00 PM, with breaks as required by the employer.
- Overtime: Employees working more than 40 hours a week are typically entitled to overtime pay at 1.5 times their regular hourly rate.
To remain compliant during your trip abroad, here are some suggestions to follow:
- Avoid working overtime: Regulations regarding overtime can differ significantly and may be much stricter compared to those in your home country.
- Refrain from working outside regular hours: The rules surrounding working outside regular hours may vary and could be stricter than in your home country.
- Do not work on weekends: If the weekend days differ from those in your home country, please avoid working on both your regular weekend days and the local weekend days.
Public holidays
- January 1 - New Year's Day
- Date varies - Good Friday
- Date varies - Easter Monday
- Date varies - Victoria Day
- July 1 - Canada Day
- Date varies - Labour Day
- September 30 - National Day for Truth and Reconciliation
- Date varies - Thanksgiving Day
- November 11 - Remembrance Day
- December 25 - Christmas Day
- December 26 - Boxing Day
Depending on the region you're visiting, there may be additional region-specific public holidays. For more information about these holidays, please check here.
To comply with labor laws, please refrain from working on national or regional holidays during your trip. These days hold significant importance for locals and provide a great opportunity for you to blend in and celebrate with the community.
Working activities
When considering travel for work purposes—whether for a workation or a business trip—it is crucial to understand the implications of Permanent Establishment (PE) and associated tax risks. PE is a significant compliance concern for companies and can become costly due to the administrative burden if the compliance requirements for employees working abroad are not properly managed. To help mitigate these risks, here are a few guidelines to follow.
If you are traveling for a workation, please:
- Refrain from negotiating or signing sales contracts during your trip.
- Avoid visiting clients or any office, including your employer's local office in the destination country.
Following these guidelines will help mitigate the important compliance risks related to Permanent Establishment for your employer.
If you are a business traveler, it may be difficult to avoid the activities mentioned above. In this case, please ensure you inform your employer's compliance department about this matter. If you and your organization are WorkFlex users, this topic is addressed through the WorkFlex platform.
Data protection
Data protection is fundamentally about keeping our information safe from unauthorized access, breaches, theft, or damage. This responsibility is important for everyone, regardless of where they are working.
When employees work temporarily from abroad, data protection involves ensuring continued coverage and compliance with the data protection regulations of both, the home country and the destination country. Canada has implemented Personal Information Protection and Electronic Documents Act. Its level of regulation and enforcement is characterized as heavy. That means Canada enforces strict, comprehensive data protection laws with robust regulatory oversight. These laws cover all aspects of data privacy and impose severe penalties for non-compliance, either adopting or aligning closely with frameworks like the GDPR, learn more about it here.
For WorkFlex users, a comprehensive list of data protection activities is available in the profile, but here are some general data protection guidelines to keep your data safe:
- Adhere to Your Company's Internal Data Policies: Familiarize yourself with and follow your organization’s specific data protection protocols.
- Use Secure Network Connections: Always connect through secure networks, especially when accessing sensitive information.
- Be Aware of Phishing: Stay vigilant against phishing attempts by verifying the authenticity of emails and messages before clicking on any links.
- Utilize Strong Passwords and Multi-Factor Authentication: Create complex passwords and enable multi-factor authentication for an added layer of security.
- Keep Your Devices in a Secure Location: Always store your devices in safe places to prevent unauthorized access.
- Lock Your Screen Whenever Applicable: Ensure your screen is locked when you're away from your device to protect your information.
Travel health insurance
When traveling to Canada for work—whether for a short business trip or an extended workation—it's essential to have comprehensive health insurance coverage to ensure access to medical care.
For business trips, the employer typically arranges the employee's travel health insurance. However, for workations, these responsibilities can be less clear. WorkFlex takes care of travel health insurance for trips worldwide to ensure there are no costly consequences for either the employee or the employer if accidents occur while working abroad.
For travelers using WorkFlex
If you’re traveling with WorkFlex, comprehensive health insurance is automatically included if your employer has activated this feature. For more details, please refer to your trip request on the WorkFlex platform.
For other travelers
Ensure you have travel health insurance with worldwide coverage, whether for a workation or business trip, so that you can receive adequate medical treatment in case of an emergency.
Urgent safety information
For travelers using WorkFlex:
Please refer to your trip's risk assessment under the "Health and Security" dimension to review any urgent security information relevant to your travel.
For other travelers:
Please visit official authority websites to check for any current threats or urgent security advisories:
Terrorism
Canada is generally considered to be a safe destination for travelers. The threat from terrorism is low, and the Canadian government maintains high security standards.
- Major cities like Toronto, Vancouver, and Ottawa are well-secured with strong law enforcement presence.
- Public events or political demonstrations: While rare, protests may occur. It is important to stay informed via local news.
High-risk periods & locations
- Protests may occur in larger cities, especially related to Indigenous rights or environmental causes.
- Public events like election years may see an increase in political rallies or demonstrations.
Crime
- Common crimes: Petty theft, pickpocketing, and scams are more likely in urban areas, particularly around major tourist spots in Toronto, Montreal, and Vancouver.
- Violent crime: The overall violent crime rate in Canada is low, although incidents of gang-related violence and domestic disputes may occur in certain areas.
Stay vigilant:
- Always secure your belongings and avoid isolated areas at night.
- Be cautious when approached by strangers offering unsolicited services or items.
- Take care in tourist-heavy areas, where petty crime may be more common.
The climate in Canada varies widely depending on the region:
- Summers: Temperatures can range from warm and humid in the southern areas (Toronto, Montreal) to cool and mild in the northern regions. Average summer temperatures range from 15°C (59°F) to 30°C (86°F).
- Winters: Canada experiences cold, snowy winters, especially in the northern parts, with temperatures often dropping below -10°C (14°F). Cities like Toronto and Vancouver experience milder winter conditions compared to regions like Ottawa or Winnipeg.
- Spring and Autumn: Typically mild, but conditions can vary. The northern regions will experience cooler temperatures, while the southern regions may enjoy pleasant weather.
Airports
Toronto Pearson International Airport (YYZ)
- Location: Toronto, Ontario.
- When to use: The busiest airport in Canada, offering a wide range of international and domestic flights.
Vancouver International Airport (YVR)
- Location: Vancouver, British Columbia.
- When to use: Major international hub with connections to Asia, Europe, and the US.
Montréal-Pierre Elliott Trudeau International Airport (YUL)
- Location: Montreal, Quebec.
- When to use: Popular for flights to and from Europe and North America.
Train stations
Union Station (Toronto)
Major railway station in Toronto, with connections to Montreal, Ottawa, and other major cities.
Gare Centrale (Montreal)
Central railway station in Montreal, connecting to major Canadian cities and beyond.
Ride-hailing services
- Uber
- Lyft
Public transportation
- Most large cities like Toronto, Vancouver, and Montreal offer extensive public transport systems, including subways, buses, and trams.
- Smaller cities may have limited services, with cars or taxis being the primary mode of transport.