Important Tax Information for Clinics

Fairly Staffing is a technology platform that connects dental clinics with qualified temporary professionals. We are not an employment agency and do not operate as a party to any employment agreement between a clinic and a temp.

Understanding your responsibilities as a clinic is essential for ensuring proper legal and tax compliance when hiring temporary dental staff.

What Fairly Staffing Doesn’t Do

To clarify the scope of our role, Fairly Staffing does not:

• Assign or dispatch temps to shifts

• Guarantee that a temp will book or attend a shift

• Act as an employer or intermediary in your employment processes

• Determine employment classification unless Fairly Payroll is explicitly used

• Provide legal or tax advice

Outside of Fairly Payroll for Temps, Fairly Staffing does not issue T4s, ROEs, or maintain tax records for temp payments.

We generate invoices on behalf of the temp that can be accessed by both parties, but these invoices belong to the temp—not to Fairly Staffing.

We do not charge temporary dental professionals fees to access work. The platform is free for dental professionals to use.

Your Employment Relationship with Temps

When your clinic books a temp through Fairly Staffing, the temp is working for your office, not for Fairly Staffing. This means:

• The employment relationship is between your clinic and the temp

• How the temp is classified depends on how the shift is paid

Paying Temps Outside of Fairly Payroll (Contractor Pay)

Clinics may choose to engage temporary staff as independent contractors. In this arrangement:

• You pay the temp directly based on their invoice

• The full invoice amount is paid to the temp

• No payroll deductions are withheld by Fairly Payroll for Temps

• The temp is responsible for their own tax reporting

• Your clinic does not issue a T4

Payment methods are entirely up to your clinic and may include:

• Fairly Payments

• e-Transfer

• Cheque

• Direct deposit

• Any other method of your choice

Paying Temps Through Fairly Payroll (Employee Pay)

Fairly Payroll allows clinics to pay temps as employees, in alignment with CRA requirements, which generally require temps to be treated as employees.

When you create a shift using Fairly Payroll for Temps:

• The temp is treated as an employee for that shift

• Payroll taxes and statutory deductions are calculated automatically

• Fairly Payroll handles source deduction calculations and remittances

• A T4 is issued at year end

• A Record of Employment (ROE) is issued 30 days after the shift ends

• We issue pay stubs to temps by email, and they can also be accessed anytime through the Fairly Staffing – For Staff app
• Temps are paid on the Friday following the week in which their shifts are worked, provided the clinic approves hours on the day of the shift. Delays in approval may result in delayed payment

• If Fairly Payroll for Temp hours remain unapproved at the end of the day, you’ll receive an email reminder to approve them.

• When approving hours for a shift, you’ll see a Pay Stub Preview showing the gross payroll cost. Once the pay run is automatically approved by our system on the Monday following the shift, deductions and net pay will be reflected.

• You’ll receive an email before payroll is approved outlining the total amount to be debited, the debit date, and which temps are being paid, and a second email after the payroll is automatically approved confirming those same details.

After each shift:

• You’ll receive two invoices for that shift:

  • Invoice A - the temp's fee, generated by us on behalf of the temp but owned by the temp
  • Invoice B - our placement fee
• These invoices can be accessed via the platform at anytime

• Payment arrangements are made between your clinic and the temp and are not dictated by Fairly Staffing

Summary

• Fairly Staffing connects clinics and temps but is not the employer by default

• Employment classification depends on whether Fairly Payroll is used

• Outside of Fairly Payroll, clinics and temps manage their own tax responsibilities

• With Fairly Payroll, employee payroll obligations are handled through the system

• Clinics remain responsible for choosing the correct payment and compliance approach