Record of Employment (ROE)

The Canadian government requires that Canadian employers issue an ROE each time an employee experiences an interruption of earnings. Refer to https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/roe-guide/understand.html for more information.

 

To generate a Record of Employment, perform the following steps:

• Click Employee, then Record of Employment in the main menu.
• Click New in the button bar and fill in the fields on the ROE and Form Setup Tabs. See the table below for field descriptions.
• Click Save in the button bar to save your changes or click Cancel to discard the changes.

Once the Record of Employment is completed, generated and reviewed,

• Click the Form drop-down button in the button bar and then click eFile.
• If you are a full-service payroll customer:
  • You will see a pop-up message confirming the ROE has been automatically submitted to Service Canada.
• If you are not a full-service payroll customer:
  • An XML file will be downloaded.
  • Then log into Service Canada ROE Web and upload the XML file to submit the completed ROE to Service Canada.

 

ROE Tab FIELD DESCRIPTION Employee Select the employee you want to issue an ROE for, from the drop-down box. Status Tracks whether a ROE has been filed with Service Canada. TYPE DESCRIPTION Pending To mark if an ROE has not yet been filed with Service Canada. Submitted Select when an ROE has been filed with Service Canada via Paper/ROE WEB/TimeTrex Full Service Payroll. When using electronic formats such as ROE WEB or TimeTrex, once eFile is clicked the status will automatically switch to "submitted".   Reason Select a predefined code from the drop-down box for the reason for issuing the ROE . These codes are set by Service Canada. Refer to https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/roe-secure-transfer.html#h2.5. TYPE / CODE DESCRIPTION (A) Shortage of Work /End of Contract or Season Use this code when the employee is laid off, since a "shortage of work" occurs when an employer has to lay off staff. (A) Employer bankruptcy or Receivership   (B) Strike or Lockout   (D) Illness or Injury Use Code D when the employee is leaving work temporarily because he or she is ill or injured. (E) Quit Use Code E when the employee initiates the separation from employment. (E) Quit / Follow Spouse   (E) Quit / Return to School   (E) Quit / Health Reasons   (E) Quit / Voluntary Retirement Use this reason for voluntary retirement, otherwise refer to Code G. (E) Quit / Take Another Job   (E) Quit / Employer Relocation   (E) Quit / Care for Dependent   (E) Quit / To Become Self-Employed   (F) Maternity Use Code F only when a birth mother is leaving the workplace to take maternity leave. It does not apply to adoptive parents or birth fathers. Notes: If the birth mother is experiencing an interruption of earnings first because of illness and then because of maternity leave, use Code D - Illness or injury, since you should use the code that applies first. In this case, there is no need to amend the ROE once the employee begins her maternity leave. If the employee is a birth father or adoptive parent, see Code P - Parental. (G) Retirement Use Code G when the employee is leaving the workplace because of mandatory retirement. Note: If the employee is voluntarily retiring, see Code E - Quit / Voluntary Retirement. (G) Retirement / Approved Workforce Reduction Use this code for Work Force Reduction approved by Service Canada. (H) Work Sharing Use Code H when the employee is participating in the Service Canada Work-Sharing Program. (J) Apprentice Training Use Code J if the employee is leaving the workplace temporarily to participate in a government-approved apprenticeship training program. (K) Other The vast majority of reasons for issuing an ROE are covered by other codes. Use only if no other code applies. When using "(K) Other" a Comment is required. See Service Canada ROE Block 18. (K) Other / Change of Payroll Frequency Use this reason if an employee changes the payroll frequency. For example, from semi-monthly to bi-weekly. (K) Other / Change of Ownership Use when the business changes ownership. (K) Other / Requested by Employment Insurance   (K) Other / Canadian Forces - Queens Regulation /Orders A Comment is required when using this Code. See Service Canada ROE Block 18. (K) Other / At Employee's Request   (K) Other / Change of Service Provider   (M) Dismissal Use Code M when the employer initiates the separation from employment for any reason other than layoff or mandatory retirement (that is, the employee is leaving the workplace because he or she has been dismissed by the employer). (M) Dismissal / Terminated with Probationary Period Use this code when the employment is terminated within a probationary period because the employee was not well suited for the position (that is, the employee was not able to satisfactorily perform the duties of the position). (N) Leave of Absence Use Code N when the employee is leaving the workplace temporarily to take a leave of absence. For example, if the employee is taking any period of unpaid leave, use Code N. Note: A leave of absence does not include illness or injury, maternity leave, parental leave, compassionate care leave, or leave for parents to care for a critically ill child —instead, use Code D - Illness or injury, Code F – Maternity, Code P – Parental, or Code Z - Compassionate care/ Parents of Critically Ill Children, respectively. (P) Parental Use Code P if the employee is leaving the workplace temporarily to take parental or adoption leave. Note: If the employee is a birth mother, see Code F - Maternity. (Z) Compassionate Care/ Parents of Critically Ill Children Code Z - Compassionate Care/ Parents of Critically Ill Children Use Code Z if the employee is leaving the workplace temporarily to claim compassionate care benefits, or benefits for parents of critically ill children. Pay Period Type Select the pay period for this specific employee from the drop-down box. TYPE DESCRIPTION Weekly (52/year) 52 pay periods per year. Weekly (53/year) 53 pay periods per year for the years that actually have 53 weeks in the year. Bi-Weekly (26/year) 26 pay periods per year. Bi-Weekly (27/year) 27 pay periods per year for the years that actually have 27 bi-weekly periods in the year. Semi-Monthly (24/year) 24 pay periods per year. Monthly (12/year) 12 pay periods per year. First Day Worked Or first day since last ROE. This date will automatically be filled in from the hire date on the employee tab, however you can change it if necessary. Last Day for Which Paid Last day worked or received insurable earnings. This date will automatically be filled in, however it can be changed if necessary. Final Pay Period Ending Date Pay period end date after "Last Day for Which Paid". This date will automatically be filled in, however it can be changed if necessary. Expected Date of Recall If you expect to recall the employee to work after an absence, select the expected date of the recall from the calendar. Serial No: (Optional) If using a serial number from a paper form, enter the number here. Comments Enter any specific details about exceptional circumstances you would like to communicate to Service Canada to help clarify the information on the ROE. It is not necessary to reiterate information you have already provided on the form. For example, if you entered Reason for ROE is Code A there is no need to enter a comment, such as "temporary shutdown of operations" or "employee layoff." Release All Accruals The default is to release all dollar accruals. If you are not releasing all dollar accruals, uncheck the box. Generate Final Pay Stub The default is to generate the final pay stub at the time the ROE is issued. Uncheck this box, if you don't want to generate a final pay stub at this time. Final Pay Stub End Date This date will automatically be filled in but may be changed to a later date if for example, the vacation/severence is paid separately. Final Pay Stub Transaction Date This date will automatically be filled in as the next scheduled transaction date, however it can be changed if necessary.

 

Form Setup Tab FIELD DESCRIPTION Insurable Absence Policies Select all absence policies that contribute towards insurable hours based on the government employment insurance regulations. Refer to the hours column on the summary chart at https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/roe-guide/information.html#annex1. Insurable Earnings (Box 15B) Select all the pay stub accounts that make up the total amount of Insurable Earnings that will be entered into Box 15B. Refer to the earnings column on the summary chart at https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/roe-guide/information.html#annex1 Vacation Pay (Box 17A) Select all the pay stub accounts that make up the total amount of Vacation Pay that will be entered into Box 17A. Refer to https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/roe-guide/instructions.html#block17a. Other Monies (Box 17C) Select all the pay stub accounts that make up the total amount of separation payments or benefits (other than vacation pay or statutory holiday pay) that will be entered into Box 17C. Refer to https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/roe-guide/instructions.html#block17c. Earliest First Day Since Last ROE When migrating from another payroll system to TimeTrex, if all employees were issued an ROE in a different system outside of TimeTrex, this would be the first day any employee could work after you issued those ROE's. For example, if you were transitioning to TimeTrex for January 1st and you issued all employees an ROE up to December 31st, this would be January 1st. See also Initial Setup, Record of Employment.

 

Paying an employee after an ROE has been generated and submitted to Service Canada

The following are situations when you need to pay an employee after an ROE has been generated and submitted to Service Canada:

• When an employee goes on maternity leave and their vacation accrual was not released, if that employee does not return to work the vacation accrual needs to be released.

• If a Severance / Judgment needs to be paid.

• If an employee was paid incorrectly prior to their termination.

To amend an employee's pay after an ROE has been submitted to Service Canada, follow the steps below:

• Perform any necessary corrections by creating a pay stub amendment or post-adjustment carry forward for the vacation release, severance/judgment or correction to pay.

• Generate the pay stub that contains these corrections using the Payroll Processing Wizard.

• Process the transaction to pay the employee.

• From the main menu, click Employee, and Record of Employment.

• Select the employees last ROE, click Edit in the button bar and edit the Final Pay Stub End Date and the Final Pay Stub Transaction Date to match the end date and transaction date of the pay stub that you just generated.

• View the amended ROE and submit the necessary data to Service Canada.