Author: Michelle Kelsey

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For Nannies For Parents

The Nanny Annual Review: What It Is & Why It’s Important

 

If your nanny has worked with you for more than a year, it’s time to seriously consider scheduling an annual review with them.

Over the course of the year, your nanny has had time to settle into her role and develop a routine to accomplish her responsibilities and meld into the daily schedule of the family.

Although they may feel like a part of the family by now, they’re still a professional who deserves to hear your input as their employer on how they’re performing their job.

1. Schedule the Annual Review

While some families choose to hold the annual review on their nanny’s anniversary, other families decide that the beginning of the year is a good time to schedule this conversation.

After the holidays, the excitement has worn down, and there’s a fresh new feeling that people get about the New Year. Resolutions are made, and people seem more open to new ideas, so it seems like a good time for many families for reviewing the past year and thinking about how to approach the New Year with their nanny.

2. Talk to Your Nanny Before the Meeting

Tell your nanny that you would like to reflect on the past year with them, and try not to make them feel like they’re in trouble.

Tell them that they can bring a list of their own thoughts about the past year, including what has worked and what hasn’t. They can also write down things they have struggled with and their possible ideas for solutions.

Also, be sure to let them know that if they have any ideas about moving forward in the future that could be useful, to write them down, too. Explain briefly that you feel like they deserve, as an employee, to have an annual review; this will help them understand that they are not being reviewed as a family member or friend.

3. Write Down Your Ideas

Before the meeting, you are going to want to write similar lists, too. This is a wonderful opportunity for you and your nanny to discuss her performance, starting with praise for their accomplishments and effort throughout the past year.

You can highlight some of the moments when their helping hand really made a positive impact on the family. This is also a great time for you to let your nanny know where you think they could make improvements or restructure their position.

4. The Review

Be sure to set aside enough time to discuss ideas at length and iron out any issues that you talk about with your nanny – at least an hour should be marked on your schedule. The review should be held at a time when the children are at school or not at liberty to be a distraction.

Start by saying something positive at the beginning of the review, and give your nanny the compliments that she deserves.

Then, progress to constructive criticism for the areas where you think they need to improve. Allow your nanny to provide her feedback about your concerns and discuss her concerns as well at this point in time. Air out all of the issues, even the little bitty issues, and iron the details out so that you can both approach the future with common goals.

This is also a good time to ask your nanny if they have any concerns or suggestions for the year ahead. How can things run more smoothly? Nannies can be super-creative – you may be surprised at their ideas.

5. Compensation for a Good Year

There are mixed feelings about attaching raises or changes to compensation packages to the annual review. Some families feel like their nanny shouldn’t expect to receive a raise at the annual review, while others feel like their nanny deserves one due to the rise in the cost of living. Only you can decide which is right for you and your nanny; you are not obligated to raise their salary.

Of course, if you feel like your nanny goes above and beyond for you and your family, and they would be irreplaceable, giving them a raise would be a great way to say “thank you”. If you want to thank your nanny in the form of compensation, but cannot squeeze another penny out of the budget at the time, you can add more vacation time to their package or offer a stipend for health care.

Establishing an annual review will set the stage for future reviews and your nanny will keep in the back of her mind that they are performing a job and want to look forward to positive and promising reviews in the future.

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For Parents

How much does a nanny cost in Toronto?

 

Quality nannies in Toronto are typically earning $25-35+ gross per hour.  This rate will depend on what qualifications and experience the nanny has and what the job entails. Do you require a lot of flexibility from the nanny?  Do you require the nanny to have any specific skills (ex. an educational background, driving, language skills, any specific training etc)?

On top of the nanny’s gross wage, the employer must factor in an additional fee to cover the employer’s portion of Canada Pension Plan (CPP) and Employment Insurance (EI) and Workers Compensation.   This is roughly an additional 10%.

A few other expenses to keep in mind are:

  • overtime – if you hire a nanny for 44+ hours per week, the nanny is entitled to time and half.
  • a payroll company if you choose to hire one to take care of the payroll.  This is not a requirement but it’s a huge stress reliever!
  • an agency fee if you choose to use an agency to help you with the search.

 
The pandemic has really changed the nanny industry and the demand for in-home childcare has risen dramatically.  And, as in all industries, it is currently really hard to find quality employees with the labour shortage.  As such, the rates for the nannies have skyrocketed.  Our recommendation is to be prepared to pay a competitive rate, advertise with the top of your budget in mind and act quickly if you meet a nanny you like.

Need help hiring a nanny? Contact us today!

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For Nannies

Hiring a Nanny? How to legally pay a nanny in Canada

When you hire a nanny in Canada, you become their employer and that is a huge responsibility with a steep learning curve. Employees are dependent on their employers to be able to pay their bills and put food on the table for their family, as well as to have future pensions, E.I., apply for loans, etc. As such, it is crucial that you understand your responsibility as an employer. The information below is very general. Please refer to the Employment Standards in your province to get the most recent information.

Payslips, pay frequency, deductions

You must provide set pay periods, wage statements, and withhold and remit deductions to Revenue Canada. The most common pay periods bare every 2nd Friday, or the 15th and last day of the month). We recommend hiring a payroll company; they are the experts in the field and can save you a lot of time, stress, and money.

Vacation pay

Nannies accrue vacation pay and are entitled to paid time off. It does not matter if they are short-term or permanent, full-time or part-time.

Sick days

As an employer, you will absolutely have to deal with a sick nanny at some point. Try to be as understanding and accommodating as possible, and have a plan B for childcare in mind.

Statutory holidays

Nannies may or may not be entitled to have a paid day off on statutory holidays. This is dependent on the rules laid out by Employment Standards in your province.

Overtime

Overtime rates may apply, dependent on your provincial employment rules. It may be a daily overtime rate or a weekly overtime rate.

Quitting or letting your nanny go

Employees can quit their job at any time. Giving notice is the norm but it is not a requirement. You, as the employer, can terminate the nanny’s employment; however, you must provide them with the required notice or pay in lieu of notice.

When employment ends

Regardless of whether the employee quit or is let go, the employer must pay their outstanding wages, including any outstanding vacation pay within a specific time period. No other deductions can be taken off the paycheque (i.e. you can’t deduct pay because too much vacation was taken). A record of employment (ROE) must be issued once employment has ended and filed with Service Canada. It must be issued within a specific number of days.

Tax statements

As the employer, you must issue the nanny a T4 slip before the tax deadline each year.

Employment Standards in each province have call centres and very informative websites.

Websites:
Employment Standards of Ontario
Employment Standards of Alberta
Employment Standards of BC
Service Canada

The key points above are not simply recommendations. The Canada Revenue Agency requires you to hire your nanny as an employee. Paying under the table is illegal and hiring as a contractor is not permitted. We advise all families who are in the process of hiring a nanny to familiarize themselves with the Employment Standards in their province and have a thorough understanding of the responsibilities that come along with being an employer.

Interested in finding a nanny with The Nanny Solution? Start Here

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For Nannies

How to become an Au Pair in Canada

 

If you are planning on working in Canada as a nanny from overseas it is important to understand the differences between applying as a Nanny or an Au Pair. Canada does not have an official Au Pair program. To work in Canada as an Au Pair or a Nanny you will need a working holiday visa.

What is a live out nanny?

  • Nannies have several years of experience.
  • Often this is the nanny’s chosen career.
  • Nannies often have certification such as teaching degrees, nursing degrees or Early Childhood Training certificates. 
  • Nannies goes to the family’s home each day and leaves at the end of the day.
  • Nannies are responsible for the children during a set weekly schedule. 
  • In Canada nannies are paid between $25 – 35+ per hour depending on experience and the job responsibilities. The rate will vary depending on which city in Canada you are working. 
  • Nannies must have a working holiday visa if they are not a citizen or permanent resident of Canada.

 

What is an au pair?

  • Au pairs usually have limited to no childcare experience.
  • Au pairs are often younger and looking for a cultural experience in exchange.
  • Au pairs live with the family.
  • Au pairs provide help with childcare and light housekeeping.
  • Au pairs gain cultural and childcare experience though the family.
  • Often au pairs are looking to learn another language while in the family’s home.
  • Au pairs are generally not looking for a career in childcare.
  • The au pair must have a working holiday visa.

 

Au pairs must earn the minimum wage for the province that they will be working in
Employers must follow Employment Standards Laws including but not limited to paying minimum wage, paying overtime, holidays, sick days and being paid legally. See the Federal Labour Standards for more information.

Although the jobs have many similarities, having two years of childcare experience, you will be compensated much better if you apply as a nanny in Canada. If you are interested in becoming a nanny in Canada apply with The Nanny Solution.

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For Parents

Do I have to give my nanny vacation time?

There are many questions surrounding employing a nanny and vacation allowance.  Kate McGeachin, a Placement Manager at Nannies on Call answers 5 of the most commonly asked questions.

Do I have to allow my nanny to take vacation?

Yes.  Nannies have the same rights as employees in any other industry. Employees are entitled to a minimum of 4% vacation per year (4% is the equivalent to 2 weeks vacation). Most Nannies get anywhere from 2 – 6 weeks paid vacation. 

If my Nanny only works part time, is she entitled to vacation?

As employees, Nannies are entitled to paid vacation whether or not they are full time or part time employees and whether or not they are permanent or temporary.  They are entitled to a minimum of 4% of their gross earnings for the year which is the equivalent to 2 weeks.  

If your Nanny works for you 3 days per week, in this case one week is the equivalent to 3 days (not 5) and therefore your Nanny can take a minimum of 6 days of paid vacation per year (not 10).

Our family is going away for 3 weeks over the summer and 2 weeks at Christmas and we won’t need the Nanny to work.  Do we have to pay our nanny for this time?

Employment Standards does not require you to pay her for hours not worked, but we strongly recommend that you do.  This is the number one complaint we hear from our Nannies.  If the Nanny is willing and able to work, and you can not provide her with work, we feel that she should be paid.  The Nannies rely on a steady income and if they are scrounging to make ends meet at the end of the month, they will be forced to quit and seek a new job that can guarantee a steady paycheque.

Can I decide when my nanny takes her vacation? 

Employers are able to dictate when an employee takes vacation.   However, please remember that things come up in the Nanny’s personal life that are very important to her. You will have a very unhappy Nanny on your hands if she has to miss out on her best friend’s wedding or a family reunion.  As much as possible, allow her to choose her vacation.  If not, you can ask her to take these days as unpaid if you have allotted other times in the year for her vacation. 

My Nanny has asked to take vacation but she has only just started working with us.  What should I do?

If your Nanny has been employed for a short time, she wouldn’t have worked long enough to accrue enough days to cover the amount of days she would like off.  We don’t recommend giving her an advance for her vacation pay.  If she quits or is let go, and if she hasn’t worked long enough to repay her vacation, you are not allowed to deduct it from her final pay. You could either tell her that she isn’t able to take vacation until she has accrued it, or allow her to take as unpaid leave.  

If she has accrued it, we feel that she should be entitled to take it. 

Kate McGeachin has been matching nannies and families for 8 years.  She lives in Vancouver with her husband and her daughter.  When she is not camping, skiing or biking, she is scouring the internet looking for the latest vegetarian gluten free recipes. 

 

 

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For Parents

Eight Steps to Hire the Perfect Nanny

You are about to put the livelihood of your children into the hands of someone that you do not know, and for most parents, hiring a nanny is an overwhelming process. Ultimately, you want to find someone whom you can trust to provide the best care for your children while you are away. If you follow these steps during your nanny search, you can ensure your chances of finding the perfect nanny for your family.

Establish the needs of your family

Make a list of requirements that are important to you. This can include personality traits, specialized skills, amount of experience, age and education and training. You will also want to take into consideration the scheduling requirements, salary and benefits that you are willing to pay, the responsibilities that the nanny will be expected to handle and what types of discipline the nanny will use.

Create a job description

Just like a business would create job descriptions for their employees, you will want to type up a one-page job description that entails all of the nanny’s duties. This will not only be helpful to share with potential candidates and nanny agencies, it can also help you come up with interview questions and lay the foundation for the employment agreement.

Advertise the position

If you are thinking about going through a reputable nanny agency, you will certainly reduce a lot of the legwork of performing the search for that perfect nanny. However, if you want to find a nanny on your own, you can type up a condensed version of your job description and advertise the position in the local newspaper, online and/or on flyers posted at nearby churches, fitness centres and local community centres. In this case, you may get swarmed with applicants and you will have to sift through the applications carefully and make sure that they are qualified before proceeding onto the next steps.

Conduct initial screenings with phone interviews

This step can be reduced tremendously if you choose to utilize a nanny agency – they will perform the initial screenings and send you only candidates who match your requirements. If you are performing the search on your own, you will want to discuss the criteria that you listed in Step #1 first. Of course, personality and chemistry are vital for a perfect fit and you will get a good feel for this over the phone. You will want to narrow your applicant pool down with the initial screenings over the phone.

Start the face-to-face interviews

Once you have narrowed the applicant pool down to several serious potential candidates, make arrangements for them to come to your home, one at a time. You may want to interview each candidate alone, without the children first, just in case the candidate is not the perfect one. If the interview goes well, there is a great chemistry between you and the candidate and your gut feeling is good, go ahead and invite the children into the room to see how the candidate interacts with them. Remember, your children will also have to like the nanny in order for her to suit your family perfectly.

Hold working interviews/trial time

This is an observation period that will allow you to watch potential candidates in action. Set up 3-5 days that are similar to a “regular” day for the nanny so that you can accurately assess their performance. During this time, you will be able to pick up on any problems or issues, such as lateness or inability to handle the tasks at hand…or it will strengthen your decision about who would be best for the job. If you are utilizing a nanny agency, they should provide you with a period of time within which they will send a replacement if the nanny is not working out, which is typically 90 days, so be sure to use your trial time wisely.

Perform background and reference checks

A good nanny agency will handle this step for you comprehensively. They have the know-how to obtain this information and may even provide monitoring services throughout the term of employment. If you are conducting the search on your own, contacting references and checking for any bruises in the candidate’s backgrounds can certainly provide you with enough information to make a final decision. (A background check is absolutely vital to provide you with the peace of mind that you want.) Be sure to ask previous employers about timeliness, attitude and behaviour, and if they think the candidate will be suitable for the duties on your job description – as well as handling the amount of children that you have.

Present the job offer and employment agreement

You’ve finally found your perfect nanny! Smart businesses present their employees with written employment agreements to promote clear expectations and minimize the potential of misunderstandings. This can also be a crucial step for you and your nanny. A good nanny agency will assist you with creating an employment agreement that works for you and the nanny, presenting the job offer and mediating during the negotiations. If you are hiring without a nanny agency, you will want to create an employment agreement that is extensive and all-inclusive. In addition, you will want to type up a job offer and be prepared for negotiations and to alter the job offer as necessary.

Once an agreement has been made, it’s time to enter into the relationship by signing the employment agreement and setting the start date for your new nanny. You should build on your relationship by setting up monthly evaluation meetings with your nanny. These meetings can be the perfect time to discuss any issues or problems that the nanny is encountering and come up with solutions as a team. In addition, this is a great time to provide her with both positive feedback and constructive criticism. In addition, you will want to set up a meeting that marks the yearly anniversary for your family and the nanny to discuss the possibility of a bonus or a raise.

We hope that these steps help you find that perfect nanny for your family. If you find that you do not have the time that is required to do the footwork of searching for that perfect match, we are here to provide you with our expertise and experience! Feel free to contact us any time.

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For Parents

How to Spot a Fake Reference

When hiring childcare staff, outstanding references are extremely vital to the process. We get thousands of applicants every day here at The Nanny Solution and sometimes; we do get individuals who list friends or family as references. So how do we spot a fake reference? Here are four ways in which we can make sure we have nothing but real references.

Sherlock Them! 

Put on your Sherlock hat and baffle them with carefully selected questions. For example, if you feel that the reference is giving very vague and generic answers to your questions, you could probe further by bringing up specific situations like “How did you handle sick days? Or “Which payroll service did you use?” and so on. And believe me, if the reference is a fake they will not be able to answer these correctly! 

Age Check

At the very beginning of the reference call, ask how old the person’s children were when the applicant started working with them and after your follow-up questions, ask again how old the children are now. A fake reference will be stumped, whereas a parent usually will not take too long to remember the ages of their children. 

Turn to the Web

Everyone and anyone has a digital footprint these days and the references are no different. Look for them on social media or professional sites like LinkedIn and see if their information matches the information that the nanny has provided during the interview. This may sound like a lot of work, but we’d rather do the extra work than let a fake reference slip by us unnoticed.

Ask for multiple references

We always ask for a minimum of 2 childcare references here at The Nanny Solution. We also make sure that we speak with all of the references provided by the nanny. We do this, in order to verify the information shared with us during the interview sessions and to gain a better understanding of the nanny’s work ethics. 

People often ask us our secret to finding these extraordinary nannies, but the secret is that there is no secret! We believe in an extensive and rigorous screening and screening process and we don’t move forward with an application unless we are satisfied at every level of the organization that the nanny is extraordinary!

Looking for a nanny? Let us help you! Get started HERE

 

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For Nannies

Top 10 Reasons Nannies Should Use a Nanny Agency

Have you ever wondered why you should use a full service, professional nanny agency when you can easily find a job on your own? If you haven’t used an agency before the benefits might not be clear to you. Here are 10 reasons why finding a job through an agency might just land you the best nanny job you have ever had.

It’s free! 

Nanny agencies charge the families a fee to find them a nanny. There is no charge for nannies to find a job. In fact, it is illegal for agencies to charge someone to find a job. If anyone asks you to pay a fee to find a job you should find another agency to work with. 

Pre-screened families

If you have ever tried to find a job through an online site you know it is often like finding a needle in a haystack. The families who work with the agencies have been pre-screened and only those who are serious make the cut. Some of the families may be repeat clients and the agency will have the previous nanny’s feedback and tips on making the new placement successful. You won’t have to waste your time with families who want to pay minimum wage, pay you under the table or have you do heavy housekeeping, household management, and every other task under the sun.

Access to jobs that are not public

Agencies often have jobs that are not even posted online. These jobs are saved for the top nannies who are registered with the agency. They are usually with repeat clients who have top paying jobs and trust the agency to find them the most qualified nannies.

Fair wage

Are you tired of interviewing with families that you love only to find out that they are only offering to pay a fraction of the going rate?!  Discussing wage expectations and advocating for yourself can be tricky, even when you’ve found a family with whom you really connect.  Since agencies pre-screen their families, they make sure that the families are able to pay a competitive and fair wage. The agency also spends time educating the families about what is an acceptable rate for a professional, educated nanny and negotiating on your behalf.

Extended Medical and Dental Benefits

With The Nanny Solution parents can opt to purchase a benefit plan for health and dental benefits for the nanny they employ.  Coverage includes: Prescription Drugs, Hospital, Medical Equipment & Supplies, Travel Insurance, Dental Care & more. Plans range from $100-300 per month depending on the province and whether or not the nanny has dependents.

Feedback

Agencies will provide you with after-interview feedback that is important to your professional development. How many times have you interviewed with a family and you just never hear back? That will never happen with a nanny agency as they are in constant contact with the families and will provide feedback if there were any issues at the interview.

Professional Presentation

Agencies make sure that your file is complete and professional before sending your documents to a family. This means the family is left with the best first impression.  Half the battle is just getting a family to interview you!

Best Nannies and Families

Professional agencies have a reputation for having the best nannies and families. When you work with an agency, families are trusting you based on the agency’s reputation for finding and placing great nannies. Agencies often have high end clients who don’t trust the internet to find them a professional nanny.

Support

After getting placed in your fantastic position the agency is always there to help with any issues or questions that come up. Nannies often work alone without any co-workers and the support of agency staff is worth its weight in gold. Sometimes you just need somebody to lend an ear or to help get everyone back on the same page should any issues arise. 

Employment Standards and Revenue Canada 

The agency staff is extremely knowledgeable about your rights as an employee and will ensure that you are well protected and treated fairly.  Some agencies even offer a free payroll service to the families to ensure that the nannies’ deductions and pay calculations are correct. It is tough to advocate for yourself if you are not aware of the rules and your rights.  

A solid contract

Agencies have templates of contracts that have been tweaked numerous times over the years.  The contracts have been constructed to protect both parties from incidents that may have arisen in the past. Also, there are some practices that are standard in the nanny industry that may not be in other industries and these have been added to the contract as well. 

Nanny agencies have the nannies’ best interests in mind and they will treat you well.  Agencies are grateful and appreciative of nannies who do great work!   Do yourself a favour and call one today – they will be happy to hear from you!

Apply to work with us HERE

 

Categories
For Nannies For Parents

Extended Medical and Dental Benefits for Nannies!

 

The Nanny Solution is excited to announce a new partnership with Livelihood Payroll. At The Nanny Solution we pride ourselves on leading the industry with our standards in childcare. This partnership will allow us to attract the best nannies and have the most successful long term nanny placements by offering extended medical and dental benefits to nannies.

Recent studies show that offering health insurance is one of the most powerful factors to attract and retain key people. More than 90% of Canadian employers offer a Benefit Plan to supplement the Government health insurance coverage for employees.

The Livelihood Benefit Plan is available now to The Nanny Solution clients with caregivers working 20 or more hours per week, with premiums more than 25% lower than similar plans, and no lengthy health questionnaires required to apply.

Coverage includes:

Prescription Drugs, Hospital, Medical Equipment& Supplies, Travel Insurance, Dental Care & more.

Access to the Discount Marketplace – the largest employee discount program in the world – providing online shopping and helping employees save thousands of dollars on deals from top brands. Paid for monthly by employer, with no cost passed onto your caregiver.

We partnered with Livelihood with you and your household caregivers in mind. It is paid monthly for your employee with no cost passed onto them. The Livelihood Benefit Plan is comprehensive, cost effective, and protects and rewards Livelihood families and their household caregivers. Helping you and your caregivers worry less and live more.

To find out more contact us today!

Categories
For Parents

Responsibilities When Hiring a Nanny

 

Hiring a nanny is more than just having someone come into your home to care for your children. When you hire a nanny, you become their employer and that is a huge responsibility with a steep learning curve. Employees are dependent on their employers to be able to pay their bills and put food on the table for their family, as well as to have future pensions, E.I., apply for loans, etc. As such, it is crucial that you understand your responsibility as an employer.

The information below is very general. The rules and information differ by province and are constantly being updated. Please refer to the Employment Standards in your province to get the most recent information.

1. Payslips, pay frequency, deductions

You must provide set pay periods, wage statements, and withhold and remit deductions to Revenue Canada. The most common pay periods being every 2nd Friday, or the 15th and last day of the month). We recommend hiring a payroll company; they are the experts in the field and can save you a lot of time, stress, and money.

2. Vacation pay

Nannies accrue vacation pay and are entitled to paid time off. It does not matter if they are short-term or permanent, full-time or part-time.

3. Sick days

At the time of writing this, employers are not required to pay for sick days; however, it is strongly encouraged. As an employer, you will absolutely have to deal with a sick nanny at some point. Try to be as understanding and accommodating as possible, and have a plan B for childcare in mind.

4. Statutory holidays

Nannies may or may not be entitled to have a paid day off on statutory holidays. This is dependent on the rules laid out by Employment Standards in your province.

5. Overtime

Overtime rates may apply, dependent on your provincial employment rules. It may be a daily overtime rate or a weekly overtime rate.

6. Quitting or letting your nanny go

Employees can quit their job at any time. Giving notice is the norm and is respectful to the employer, but it is not a requirement. You, as the employer, can terminate the nanny’s employment; however, you must provide them with the required notice or pay in lieu of notice.

7. When employment ends

Regardless of whether the employee quits or is let go, the employer must pay their outstanding wages, including any outstanding vacation pay within a specific time period. No other deductions can be taken off the paycheque (i.e. you can’t deduct pay because too much vacation was taken). A record of employment (ROE) must be issued once employment has ended and filed with Service Canada. It must be issued within a specific number of days.

8. Tax statements

As the employer, you must issue the nanny a T4 slip before the tax deadline each year.

Employment Standards in each province have call centres and very informative websites.

Websites:
Employment Standards of Ontario
Employment Standards of Alberta
Employment Standards of BC

Service Canada

The key points above are not simply recommendations. The Canada Revenue Agency requires you to hire your nanny as an employee. It is illegal to pay a nanny under the table as is hiring as a contractor. We advise all families who are in the process of hiring a nanny to familiarize themselves with the Employment Standards in their province and have a thorough understanding of the responsibilities that come along with being an employer.