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Your Q4–Q1 Sprint: Ontario Pay Transparency and Policy Prep

  • jrezvani
  • Nov 5
  • 2 min read
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Why Now

Ontario’s new job posting disclosure rules take effect on January 1, 2026. That

means this is the perfect time to review your job ads, clean up policies and refresh compliance training before the new year rush.


Year-end HR planning is not just about wrapping up performance reviews: it is your opportunity to make sure every posting, policy and training program is compliant before January.



What’s Changing in Ontario Job Postings

If you publicly advertise roles and have 25 or more employees on the day you post, you will need to meet new legal requirements under Ontario’s Working for Workers Five Act, 2024:


  • Show expected compensation or a pay range

    • If you post a range, the spread cannot exceed $50,000. Roles with expected pay over $200,000 are exempt from this requirement.


  • Disclose AI use in hiring

    • If artificial intelligence is used to screen, assess or select applicants, this must be stated in the posting.


  • Indicate whether the posting is for an existing vacancy


  • Remove "Canadian experience required"

    • This requirement is now prohibited in postings and application forms.


  • Notify interviewed applicants of outcomes

    • Employers must inform candidates whether a hiring decision has been made within 45 days of their interview.

    • You must also keep copies of job postings, applications and interview decision information for three years.


These changes reflect a growing push for transparency, fairness and accountability in hiring and employers should ensure their recruitment practices, templates and policies align before January.



Policy and Training Refreshers to Schedule Now

A compliance-ready workplace starts with updated policies and clear training. Before year-end, review and refresh:


  • Harassment and Sexual Harassment Prevention

    • The Occupational Health and Safety Act (OHSA) now explicitly includes virtual conduct. Update your definitions, examples and investigation steps to cover Teams/Zoom, email and chat.


  • Health and Safety for Hybrid Work

    • OHSA obligations extend to telework performed in a private residence. Required postings can be provided in an easily accessible electronic format, but employees must know exactly where to find them.


  • Pay Transparency Policy

    • Update internal policies to match the new posting rules, including who is responsible for salary range approvals, disclosure language and tracking compliance.


  • AI in Recruitment

    • Train hiring managers and HR teams on how to disclose and document AI use in screening or selection processes.



Ready for 2026?

Compliance updates can be complex, but they do not have to be overwhelming. Click here to book a complimentary 15-minute compliance call to review your job postings, pay transparency requirements and year-end policy updates.

 
 
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