Overview: Holiday Pay

Navigating statutory holiday pay can be tricky for employers, especially with the specific rules and calculations required under Ontario’s Employment Standards Act (ESA). However, it's crucial to stay compliant and ensure your employees are compensated fairly and correctly on statutory holidays. In this post, we'll break down requirements for statutory holiday pay in Ontario so you can meet your obligations with confidence.

Definitions:

  • Public holiday

    • Also known as a “stat holiday”, a public holiday is a day designated by the provincial government where most workers are given a day off with pay. These holidays are meant to celebrate or commemorate important cultural, historical, or religious events.

  • Premium Pay

    • Pay rate of 1.5x the employee’s regular hourly rate

  • Public Holiday Pay

    • The compensation an employee is entitled to receive if they are eligible to take time off on a public holiday

    • The formula to calculate public holiday pay in Ontario is: 

      • Regular wages earned by the employee in the four weeks prior to the week with the public holiday + all vacation pay payable with respect to the four weeks before the work week with the public holiday ÷ 20

  • Substitute holiday

    • An alternate day off that an employee can take if they work on a public holiday

What are employees entitled to in Ontario?

Any time there is a provincially legislated public holiday in Ontario, eligible employees are entitled to one of following:

1. If the employee gets the day off work, the employee…

  • Receives public holiday pay

2. If the employee works on the public holiday, the employee receives either

  • Premium pay for all hours worked on the public holiday and public holiday pay, or;

  • Regular wages for all hours worked on the public holiday and a substitute holiday with public holiday pay

In other words…

This means that each time there is a public holiday, all eligible employees in Ontario are entitled to:

  1. Public Holiday Pay and;

  2. One of the following:

    1. Pay at time and a half for all hours worked on the holiday**

    2. The holiday as a day off work

    3. A substitute holiday

While the timing of when the above entitlements are received is situation-dependant, the crucial point is that each time there is a stat holiday, your organization has these obligations to each eligible employee. 

**Note: The employee must agree to this option in writing as a record that they have waived their option to take a day off work for the public holiday. 

What holidays are considered public holidays in Ontario?

The Ontario ESA stipulates the following nine public holidays:

  1. New Year's Day

  2. Family Day

  3. Good Friday

  4. Victoria Day

  5. Canada Day

  6. Labour Day

  7. Thanksgiving Day

  8. Christmas Day

  9. Boxing Day (December 26)

Additionally, many employers also treat the Civic Holiday (first Friday in August) and National Truth and Reconciliation Day (September 30) like public holidays, but this is not mandatory.

What are the eligibility requirements for public holidays in Ontario?

Most employees who are eligible under the ESA are entitled to statutory holiday pay in Ontario unless:

  • They have failed without reasonable cause to work all of their last regularly scheduled shift before the holiday or all of their first regularly scheduled shift after the holiday (this is called the “last and first rule”)

  • They were required to or agreed to work on the public holiday and have subsequently refused to work their entire shift on the holiday

    •  In this case, they are still entitled to premium pay for hours worked on the public holiday, but not to an additional paid day off

Note: While most employees are covered by the ESA, there are specific employment categories which are either not covered or have special rules that apply to them. Some examples are health care, transportation, and hospitality services. If you are usure if your employees are covered by the ESA, you can find out more via the Government of Ontario’s website here.

What do public holidays look like for salaried employees?

  • If a salaried employee gets the day off work for the public holiday, they receive public holiday pay

  • If a salaried employee works on the holiday, they will receive either:

    • Premium pay (i.e., pay at 1.5x their regular hourly rate) for all hours worked on the holiday + public holiday pay, but no days off**

    • Regular wages for working on the public holiday + a substitute holiday where the employee receives public holiday pay 

**This must be agreed to in writing.

What do public holidays look like for hourly employees?

Technically speaking, the rules are exactly the same as for hourly employees as they are for salaried employees. 

  • If an hourly employee gets the day off work for the public holiday, they receive public holiday pay 

  • If an hourly employee works on the holiday, they will receive either:

    • Premium pay (i.e., 1.5x their regular rate) for all hours worked on the public holiday + public holiday pay, but no days off**

    • Regular wages for all hours worked on the holiday + a substitute holiday for which they receive public holiday pay

**This must be agreed to in writing. 

However, the rules can be a bit more confusing when applied to hourly employees with varying schedules due to both fluctuations in their hours and the possibility that the holiday will fall on a non-working day. 

Scenarios:

What if the public holiday falls on a day my hourly employee doesn’t normally work? For example, if the holiday falls on a Monday, but my employee works Tuesday-Friday.

In this case, you should give your employee a substitute holiday with public holiday pay. You also have the option to provide public holiday pay without providing a substitute day off, but the employee must agree to this in writing. 

If my hourly employee would normally be scheduled to work on a public holiday and are provided the day off work, may I give them give lieu time to use on a later date instead of paying public holiday pay?

Technically speaking, yes. However, this is not quite as straight forward as it seems because:

  • You should be careful to ensure that amount of paid time off they receive is of equal or higher monetary value in comparison to what their public holiday pay would have been

  • You must carefully track the employee’s entitlement and have record of providing them the paid lieu time off of work 

It is more administratively straightforward to pay the public holiday pay in the pay period that the public holiday falls in. 

Conclusion:

Public holiday pay doesn’t have to be complicated, as long as you know the requirements and how to apply them. By understanding time off and pay entitlements for public holidays, you can make sure that your team is paid fairly and that your organization stays compliant. Taking the time to get it right not only helps you avoid issues down the road, but also shows your employees that you value their time and contributions. Here’s to keeping your payroll compliant and your employees happy - one stat holiday at a time.

Additional Resources:

Your Guide to the Employment Standards Act – Public Holidays

Industries and jobs with exemptions or special rules


This tip sheet was created by the Young Associates team based on the best information available to us as of the date of posting.

Although every effort has been made to provide complete and accurate information, Young Associates makes no warranties, express or implied, or representations as to the accuracy of content in this tip sheet. Young Associates assumes no liability or responsibility for any error or omissions in the information contained in the tip sheet. 

Founded in 1993, Young Associates provides bookkeeping and financial management services in the charitable sector, with a focus on arts and culture. Young Associates also provides consulting services in the areas of data management, business planning and strategic planning. Heather Young published Finance for the Arts in Canada, a textbook and self-study guide on accounting and financial management for not-for-profit arts organizations.

Interview: What Finance for the Arts in Canada can do for you!

This past summer, Heather Young attended the PACT conference in Nova Scotia, and ran into arts administrator Alan Wrenshall, who shared how much they enjoyed Heather's Finance for the Arts in Canada books! Alan was kind of enough to answer some questions we sent their way - enjoy!


Tell us a bit about yourself, and your arts administration role!

Alan Wrenshaw (left) and Heather Young at the 2025 PACT conference

My name is Alan Wrenshall (they/them) and I am a Queer, neurodivergent arts administrator for theatre, currently working as the Managing Director of Playwrights' Workshop Montréal. Founded in 1963, PWM is a nationally-mandated play development centre devoted to exploring and advancing artistic practices that support the creation of new works. To give you a sense of scale, in an average year, PWM collaborates with 250 artists and supports the development of more than 70 new works or translations.

Like many arts admin before me, I began my career in theatre as a Stage Manager, working behind the scenes on productions across Ontario. I gained invaluable experience and skills as an SM and loved being part of the creation process, but when Covid hit I briefly left the arts. Theatre kept calling me back though, and I moved to Montéal to join PWM’s administration team as a Coordinator. The previous MD left shortly after I started, and with the support of the rest of the team, I was able to take on the role. I'm incredibly grateful for the whirlwind opportunity that brought me here and the projects and artists we've been able to collaborate with.

Why did you purchase "Finance for the Arts in Canada," and how has the book met that initial need? Do you think it might be of use to others?

As a Stage Manager turned arts admin, my experience with budgets and finances before getting into arts admin was limited to say the least. Despite taking (most of) an accounting course in University, I did not have training in business. I knew the basics, but, in reality, the biggest budget I'd had to manage up to that point was for one production at a time. If Stage Managing taught me anything, though, it was how to be resourceful in finding information. The toughest part for me was sorting through all of the information that doesn't quite apply to arts nonprofits in Canada. Heather Young's Finance for the Arts in Canada was recommended to me by someone who had worked in my role previously to help me round out my knowledge and skills. 

Which section or concept in the book did you find most valuable or impactful?

For me, the sections that Heather included on understanding more about Accounting principles and financial documents were the most helpful. Sections such as detailing what a trial balance is, or how the purpose of the balance sheet differs from that of the income statement, or what information you get from a statement of cash flow. Coming into the role I felt comfortable with budget tracking and planning, but having a resource that helped me understand the context for why the accounting processes are the way they are, and the different information they are collecting or intended to explain gave me a much more fulsome ability to engage with that part of my job. 

Who would you recommend read this book, and find it useful?

I recommend this book to anyone who has taken on an arts leadership role and is stepping out of their comfort-zone working with running a business, or finances and accounting. I know that there are other new arts leaders out there that come from an artistic background with minimal finance experience, but want to learn. Concepts are explained clearly and thoughtfully. Even for topics you feel comfortable with, it's a great resource to be able to refer back to. It felt like being able to ask my bookkeeper questions without flooding her inbox, and gave me a better vocabulary for speaking with the auditor and my Board. I think it's useful information for anyone!


Many thanks to Alan for sharing their perspective with us!

You can learn more about Finance for the Arts in Canada here: youngassociates.ca/explore-book

New Report: Arts Across Ontario

Ontario's arts and culture sector is a powerhouse, generating nearly half of Canada's cultural GDP and employment. The Ontario Arts Council (OAC) is launching "Arts Across Ontario," a groundbreaking report.

This new tool provides municipalities and regions with robust data on their culture sector's economic output, empowering local decision-makers with the insights they need. The report is the first-ever complete economic assessment of Ontario's arts, showcasing how a $1 OAC investment generates $25 in other revenue and that the sector creates more jobs than real estate, auto manufacturing, forestry, and mining combined. We’re proud to be supporting an industry with so much impact!

If you're an arts or culture organization looking to leverage this new data for your financial planning or strategic development, Young Associates can help you navigate these insights. You can also explore more about financial management in the arts by purchasing Finance for the Arts in Canada.

Annual Fundraising report from ONN

The Ontario Nonprofit Network's (ONN) Status of Canadian Fundraising 2025 report is out, offering a deep dive into the evolving world of fundraising amidst economic challenges and the rise of artificial intelligence.

This year's report highlights that while economic pressures remain a top concern, many organizations are seeing income growth driven by major gifts and innovative strategies. A key takeaway is the increasing importance of "digital maturity" – how well an organization integrates technology – and how it directly impacts fundraising success. Plus, AI adoption is on the rise, with most nonprofits now using AI tools, though challenges around accuracy and data security mean clear AI policies are more crucial than ever.

For arts and culture organizations navigating these complex trends, Young Associates can help you interpret these findings and develop tailored strategies for financial resilience and growth.

The CanadaHelps Giving Report is Here!

The wait is over! The CanadaHelps annual giving report is finally here, and it's packed with crucial insights into the Canadian charitable landscape.

You'll discover that while Canadians gave a jaw-dropping $12.8 billion in 2023, the number of folks donating is actually shrinking. We've also seen how things like the 2024 Canada Post strike pushed more giving online, making digital readiness a must-have for every charity. Plus, there are fascinating shifts in donor priorities, with a big boost for local and Indigenous causes (though there's still a long way to go there).

This report dives deep into who's giving and offers up some very practical strategies to help your organization grow its donor base, get tech-savvy, and tell your amazing story more effectively.

If you'd like to chat about how these trends specifically impact your charity and what you can do about it, don't hesitate to reach out to Young Associates – we're here to help with all your arts and culture financial needs! You can also grab a copy of Finance for the Arts in Canada to develop your own financial literacy skills.

Please note: You'll need to pop in your name and email to download the full report, which you can do through this link.

Insights from the CICP on Charity Spending, Priorities, and Pressures

A report from Carleton University on charity spending, priorities, and pressures was recently brought to our attention by Imagine Canada. In it, the following points seem to have stood out:

  • Respondents estimated that 47% of their budgets go to salaries and benefits on average

  • 44% of respondents indicated that they anticipate needing to increase salaries and benefits more than any other spending in the coming year

  • 59% say salaries and benefits are underfunded

  • Given extra funds, 44% would boost staff pay

You can read the full report from the Charity Insights Canada Project (CICP) here.

Does the report provide any information that stands out to you? Drop us a line and we'd love to chat more about it!