How Do Ontario’s New Job Posting and Pay Transparency Rules Affect Your Business?

Ontario’s Employment Standards Act has been updated, effective January 1, 2026. The new regulation, O. Reg. 476/24, affects the rules and exemptions companies must follow regarding job postings. These new rules do not apply to businesses that employ fewer than 25 people.

In this update, “publicly advertised” generally means an external job posting for a specific position that an employer or a person acting on behalf of an employer advertises to the public. It does not include:

• General recruitment campaigns that do not advertise a specific position,

• A general help-wanted sign that does not advertise a specific position,

• Postings for a position that is restricted to existing employees,

• Postings for a position where work is performed outside of Ontario, or

• Postings for a position where work is performed outside of Ontario and in Ontario, if the work performed outside of Ontario is not a continuation of the work performed in Ontario

The New Rules and How They Apply

If your business employs 25 people or more, here are the new rules that apply to public job postings:

1. Disclosing Annual Compensation/Annual Compensation Range: If a position’s expected compensation is under $250,000, or the expected compensation range ends lower than $200,000, the employer must include the amount of compensation or the range in any publicly advertised posting. Employers that choose to provide the compensation range must not use a range exceeding $50,000 (e.g., $105,000-$155,000). “Compensation” means the same as “wages” as defined in the Employment Standards Act, meaning it would include any salary, bonus, commission and other non-discretionary compensation.
   

2. Disclosing Use of Artificial Intelligence (AI): If the employer will be using AI during the hiring process to screen, assess or select applicants, it is mandatory to disclose in the job posting.
   

3. Requiring Canadian Experience: Employers cannot include requirements relating to Canadian experience on job postings or applications.
   

4. Existing Job Vacancy: Job postings must indicate whether they are for an existing vacancy.
   

5. Providing Information to Interviewed Applicants: Employers must ensure all applicants interviewed for publicly advertised jobs are notified within 45 days of interview whether a hiring decision has been made. The 45 days begin from the date of the applicant’s most recent interview. Notification can be provided in person, in writing, or using technology (phone, email, etc.).
   

6. Recordkeeping: Employers must ensure copies of every publicly advertised job posting and application are retained for 3 years after access to the posting has been removed.

What This Means for Ontario Employers

While these updates don’t change who you can hire, they do change how job postings must be presented and managed.

For employers with 25 or more employees, compliance now goes beyond simply filling a role, it also requires transparency, consistency, and proper documentation throughout the hiring process.

Reviewing your job posting templates, hiring workflows, and recordkeeping practices can help reduce risk and ensure your business is prepared for the new employment rules.

Supporting a Culture of Compliance and Safety

At Correct Compliance, we work with Ontario employers to support safer, more compliant workplaces through practical safety training and education. Staying informed, investing in training, and fostering a culture of accountability can help businesses navigate regulatory changes with confidence.