Independent Living Resource Centre (ILRC)

S & FMC Contact:

Terry McIntosh
IL Consultant

Independent Living Resource Centre
311a-393 Portage Ave
Winnipeg, Manitoba, Canada
R3B 3H6

Self and Family Managed Care Quick Tips

  1. Remittances for CRA are due on the 15th of the month following the month that the remittances were made. For example, remittances made in January (both Employer and Employee, are due on February 15th).
  2. Remember to reconcile your bank statement each month. Ensuring that you are “on track” with debits and credits to the account will make the process of balancing your account and providing Semi-Annual Reports ending March and September each year will be much smoother.
  3. Open a separate bank account just for SFMC funds. This is a requirement of the program and contract, to ensure that there is clearer accountability and tracking of funds.
  4. You need to apply for WCB if you have employees that work 24+ hrs a week. Note that they will ask you for averages of hours, number of employees etc. to set up your account. Call them at 204-954-4505 or Toll Free: 1-855-954-4321, ext. 4505 for more information.
  5. Your WCB year-end assessment is due February 28th of each year. This includes both a report of the actual employee’s earnings for the previous calendar year and an estimate for the current year of expenses.
  6. T4’s must be mailed to employees no later than February 28. The Peer Group and the ILRC always holds a meeting in January related to this topic to ensure that all Managers have the information needed. If you have any questions regarding this, please contact the ILRC.
  7. T4 summaries, along with your T4’s must be mailed to CRA no later than the end of February.
  8. Easter Sunday, the August Civic holiday, and Boxing Day are not general holidays, therefore, you are NOT required to pay either Stat Pay (the 5% rule), nor 1.5x wage rate. They are considered regular days of work. However, please remember that if your staff work on these days, and they go into an Overtime (OT) position, you must pay them at a rate of 1.5x wage for all OT hours worked.
  9. Employees who work on Remembrance Day are paid for at least half of a normal work day at 1 1/2 times their regular wages. For example, employees who work two hours on Remembrance Day, but normally work an eight-hour day, are paid four hours at 1 1/2 times their regular wage. In addition, employees also receive a regular day's pay for working on Remembrance Day, or 5% of their gross earnings in the 28 days before Remembrance Day if their hours vary. Employees who work more than half their normal hours on Remembrance Day are paid 1 1/2 times their regular wage for all hours worked, plus a regular day's pay.
  10. Just a reminder that each Self & Family Managed Care Manager must fulfill their obligation and responsibility of completing their Semi-Annual Reports. Due dates are given by WRHA in order to give ample time to gather required documentation.
  11. As a general rule, a new manager must get a business number from CRA. However, if you are contracting your services out to a private company/agency, you are not required to register for a business number, as you will have no remittances to the CRA.
  12. Have your bank statements and cancelled cheques returned to you monthly. These are required documents for each Semi-Annual Report. Keeping records as you go is much easier than trying to catch up when reports are due!
  13. Have a TD1 Form completed by each employee you hire.
  14. All records must be kept for seven (7) years as per CRA recommendations. Note that you can be audited by the CRA at any time during these 7 years.
  15. For safety it may be very worthwhile arranging for photocopies of your latest records every second or third month to be stored in a separate location (not your home).
  16. The Record of Employment (ROE) is the form each employer must complete for every employee who stops working. It is required within 5 working (business) days to be issued.
  17. According to labour law within the Province of Manitoba, if a worker is called in to work, and it has not been scheduled beforehand then that worker is entitled to a minimum of 3 hours pay (although the call could be only one hour). However, you are allowed to schedule an employee for less than 3 hours if the employee agrees beforehand.
  18. Remember the income factors of $21.40 and $14.50 are NOT WAGES, only gross employer income amounts to be used to determine all revenues from Home Care and budget all expenses, including but not limited to; CRA remittances, WCB costs, staff wages, Insurance costs etc.
  19. The ILRC Budget Calculation Sample and Tables provides the Self/Family-Manager with a computerized method for determining your own selected hours, wages, benefits etc. within your available revenues.
  20. Job descriptions and Agreement letters should be developed for each employee. This way, if there is a dispute, all rules can be clearly laid out at the beginning of employment. Items such as probation period, incremental raises, hourly rate, required hours of work, etc. should be included within the document, having the employee sign a copy.
  21. When an employer decides to cancel shifts or to send employees home early, those scheduled to work more than 3 hours, and
    • Work less than 3 hours, must be paid for at least 3 hours
    • Work more than 3 hours, must be paid for all hours worked
    If employees are scheduled to work less than 3 hours, they must be paid for their entire scheduled shift. Employee retention is greater when you have set schedules for your employees.
  22. If an employer's place of business and an employee's residence are located within the boundaries of the same city or town, the employer must provide the employee with adequate transportation between the residence and the workplace when the employee's shift begins or ends after 12 midnight and before 6:00 a.m.
  23. Employees are entitled to a 30 minute unpaid break after every five hours of work.
  24. Employees are also entitled to at least one day of rest per week. There are twelve protected leave options for employees: Maternity Leave, Parental Leave, Family Leave, Compassionate Care Leave, Long Term Leave for Serious Injury or Illness, Domestic Violence Leave, Leave for Organ Donation, Bereavement Leave, Leave for Reservists, Leave for Citizenship Ceremony, Leave Related to the Death or Disappearance of a Child, Leave Related to Critical Illness of a Child.
  25. Remember that the ILRC has a wealth of knowledge and resources available to current and new consumers of the program. Contact either Terry or Jodie at 204-947-0194 for further information on SFMC!