As August rolls in, there’s still plenty of time to soak up the best of our all-too-short Canadian summers. But for many families, this month also marks the beginning of a seasonal shift—gearing up for back-to-school routines, busier work schedules, and a return to structure.
If you’re in the process of hiring a new nanny or caregiver, you’re not alone. Whether your previous caregiver has moved on, your family’s needs have evolved, or your child is entering school and you need more consistent support at home, September is a natural time to welcome someone new into your household.
But hiring is just the first step.
To help your new caregiver succeed and ensure you remain compliant as a household employer in Canada, it’s important to have a clear, thoughtful onboarding process. Below is a step-by-step guide tailored specifically for families welcoming a new nanny or caregiver this fall.
Step 1: Finalize the Employment Agreement
Before your nanny’s first day, have a written contract in place. This protects both you and your caregiver and sets clear expectations.
Include:
- Start date and schedule
- Wage and pay frequency
- Vacation pay method (included in regular pay vs. banked)
- Sick leave and stat holiday policy
- Responsibilities and expectations (e.g., school pickups, light housekeeping)
- Termination and notice terms
Read our past blog for more information on what to include in an employment contract.
Step 2: Set Up Your Payroll Correctly
In Canada, most nannies and caregivers are considered employees (not independent contractors). This means you’re responsible for deducting and remitting CPP, EI, and income tax.
You’ll need to:
- Register for a CRA payroll account
- Determine your remittance frequency (monthly or quarterly)
- Track vacation pay
- Calculate and pay statutory holiday pay if eligible
- Issue a T4 at year-end
With NannyTax, we handle all of the above for you. But even if you’re DIY-ing it, make sure you stay compliant with provincial and federal rules. Unsure if your caregiver is an employee or independent contractor? Read more here.
Step 3: Prepare for the First Day
Treat your caregiver’s first day like any new hire.
Have ready:
- A tour of your home, emergency exits, and supplies
- Family routines, allergies, and preferences
- Emergency contacts and health cards
- Clear instructions for school pickups, meals, or household tasks
Set aside time for introductions to your children, pets, or anyone else your caregiver will interact with. A warm welcome goes a long way in building a positive relationship. Read more about managing a pet with your nanny here.
Step 4: Share Your Household Manual
Even if it’s a simple Google Doc, having key household information in one place helps caregivers feel confident and empowered.
What to include:
- Daily routines and meal preferences
- Contact info and backup plans
- School and extracurricular schedules
- House rules and screen time guidelines
You can update this document over time, but having something ready up front makes onboarding smoother.
Step 5: Schedule a Check-In Early On
After the first week or two, set aside time to talk with your nanny about how things are going.
Ask about:
- What’s working well
- What could be improved
- Any questions they still have
- Scheduling or communication issues
This helps build trust, improves retention, and ensures your caregiver feels supported from the start. Keep in mind that different cultures may have different communication styles and beliefs. Read more here.
Step 6: Keep Records from Day One
As an employer, you’re required to maintain accurate records for each employee.
Make sure you track:
- Hours worked and wages paid
- Vacation accrual
- Stat holiday eligibility
- CRA remittance confirmations
Having good records now will save time and stress during tax season and protect you in the event of a CRA audit.
Final Thoughts
Bringing a new caregiver into your home is a big transition for your family and your employee. By having a clear onboarding process, you not only support a smoother adjustment for your nanny, but also set yourself up for long-term success as a household employer.
And remember: you don’t have to do it alone. NannyTax offers full-service payroll support, including pay calculations, vacation tracking, ROEs, and T4s.
Need help getting started? Reach out to us at taxquestions@nannytax.ca or call us toll-free at 1-877-626-6982. Let’s make this September your smoothest transition yet!