Canada Compliance forms for remote employee's Province

[Raj_SF]

Greetings Everyone,

We are in the process of implementing ONB 2.0 for Canada. The client has established only one legal entity in Vancouver (Province British Columbia), yet they can hire employees throughout Canada.

Upon reviewing the configuration, I noticed that tax deductions will be based on the location of the company entity rather than the candidate's location.

Is there an alternative method to select the home province forms for the candidate?

For example: A candidate from Quebec (their home province) should be able to trigger Quebec tax forms instead of those from British Columbia (the company's state/location). Do we have any means to develop this logic to fulfill the requirement?

Is this process legally compliant?

Best regards, Rajesh

[WirkKarl]

Hi Rajesh, This is a great question and one we've also encountered during our ONB 2.0 rollout at Phonexa. From our experience, relying solely on the legal entity’s location (in your case, British Columbia) can indeed create compliance issues, especially with provinces like Quebec that have specific tax form requirements. In Canada, income tax is provincially governed, and each province may have different deductions, credits, or filing obligations. To address this, we worked with our implementation partner to design a workaround using business rules within ONB and EC. The logic detects the candidate’s home address (provided during prehire or data collection) and triggers the appropriate forms based on their home province, not the legal entity location. While this may require some customization and validation with SAP support, it can help ensure legal compliance and avoid issues with CRA or Revenu Québec. I would also suggest validating your approach with legal or payroll consultants familiar with Canadian compliance nuances. Let me know if you’d like to discuss how we approached it further. Hope this helps!

[fransvanderme · Accepted solution]

Hi Raj_SF,

You can explore the Meta Data Override functionality under Manage Data. The compliance forms are assigned to the new hire based on the country and state of the work location so the Federal Forms will trigger correctly, but since the workstate value is used for the provincial forms, you will have to confirm if this is correctly maintained for each employee. If work location isn’t available, the country of the legal entity location (organization's location) is considered which will not work for you. If neither of these locations are available, no forms will appear.

For the remote locations you might have to create some mechanism to maintain the correct values for each employee and then guide the system to pull the Work State value from a different field in the system. We have done this via a Primary Work Location (Remote Location) field under Job Information. This can then be filled via business rules or during the Review New Hire Data (RNHD) step. This object contains all the relevant location information. Be cautious when you consider this approach and only use it if the RNHD step is always used. Since Job Information fields are not exposed to Onboardees, the system will have no step to populate the required values if the RNHD step is skipped. Compliance forms are triggered after the Personal Data Collection (PDC) step and if the values aren't available by then, no provincial forms will trigger.

Find below example override code where custom-string12 (Primary Work Location) under Job Information is used to resolve the remote locations. This field references a custom object cust_primaryWorkLocation that contains a province field cust_province. We then asking the system to pull the workstate value from this object.

workcountry	Prepopulated Employee Central Fields Metadata		{ "entityPath": "jobInfoNav", "field": "countryOfCompany" }
workstate	Prepopulated Employee Central Fields Metadata		{ "entityPath":"jobInfoNav/customString12Nav/cust_provinceNav", "field": "externalCode" }

  Also consider permissions. Your OnboardingBpeAdmin user will require access to these fields as this is the system user associated to the compliance processes.

Hope something in here will help you to find a solution that can work for you.

Regards

Frans

[Raj_SF · Accepted solution]

Thank You Frans & Kartick

Instead of workaround I have tried to use the Override with below code under manage Data=>GLOBAL_FILTER_CONFIG.

This is enough to skip the work state Tax Forms to Home state Tax Forms.

{
     "entity": "homeAddress",
    "entityPath": "personNav/homeAddressNavDEFLT",
    "fieldPath": "stateNav",
    "fieldType": "picklist",
    "field": "externalCode",
    "filters": {
     "addressType": "home"
    }
   }

Regards

Rajesh

[karthick_0905]

Hi @Raj_SF ,

I common challenge when implementing SAP SuccessFactors Onboarding 2.0 for a multi-provincial hiring model with a single legal entity. Here's how you can address the issue both functionally and in terms of legal compliance.

Key Objective
Ensure that tax forms and deduction logic reflect the employee's home province, not just the legal entity’s location.

Current Issue
ONB 2.0 by default ties tax form generation to the legal entity (company location).

Since your only legal entity is in BC, it's triggering BC-specific forms for all new hires — which is incorrect for those living in other provinces (e.g., Quebec).

Is This Legally Compliant?
No, it is not compliant to apply the tax forms of British Columbia to employees working and residing in other provinces, such as Quebec. In Canada:

Provincial tax forms (TD1) are based on the employee's primary work or home location, not the legal entity’s location.

For example, a Quebec resident must complete TP-1015.3-V (Revenu Québec) and the federal TD1 form — not the BC provincial TD1.

Workaround/Configuration Options in SuccessFactors
Yes, there are alternatives and configuration changes that can help you achieve compliance:

1. Configure Location-Based Logic via Business Rules
Use business rules during the ONB process to derive the province of employment (based on the candidate’s home or work address) and dynamically assign correct forms:

Create a custom MDF object or field to capture "Province of Residence" or "Province of Employment".

Use that field to drive form selection via a business rule.

This logic must be set in the Data Collection Step of ONB 2.0.

Example:
If Province of Employment = Quebec, trigger:

TD1 Federal

TP1015.3-V (Quebec Provincial)

2. Update Form Mapping via ONB Configuration
You can customize which tax forms are shown based on a lookup table or business rule that references the province value captured during onboarding.

This might include:

Creating different form groups for each province.

Using form trigger rules based on the selected province.

3. Custom Panels for Province-Specific TD1 Forms
Build province-specific panels for tax forms and surface them using the rules above. For example:

Panel A: Federal + BC TD1

Panel B: Federal + Quebec TP1015

This allows you to dynamically show correct forms based on user input.

4. Job Information Sync with EC (If EC is enabled)
If you're using Employee Central, ensure the location/work address reflects the correct province to align taxation post-onboarding.

Summary:

Action	Description
Define "Province of Employment" field	Add this to onboarding or pre-hire data collection
Use business rules	Dynamically assign forms based on province
Validate compliance	Make sure legal forms (TD1 + provincial) are properly assigned
Test for edge cases	Quebec has unique needs (language, form differences)

Hope this helps!!

Please let me know if you need any help on design the business rule or a sample data model for this logic?

Thanks,

kr,

karthick.

[Raj_SF]

Hi Karthick,

First accept my kudos, wonderful narration, but there is a challenge If I made a Look up table or upload the forms in "Maintain Onboarding and Offboarding Document Templates" it will be a manual yearend activity or whenever the forms get changed these need to be update, I couldn't use the standard forms because we do not have any access which will be updated by SAP.

If i write a logic to pick the Province from PDC (Home address) through scenario "Assign Forms" may work, I am trying but not sure.

Is there any way that we can pick up the Tax form from SAP?

Regards

Rajesh