Generating the Record of Employment (ROE)

Before you start

To produce the ROE

1. From Government Reports, select Record of Employment.
2. In the Select Employees By field, specify one of the following:
   • Employee. To produce ROEs for employees included in a range that you specify.
   • Selection List. To produce ROEs for employees included in a selection list.

   Note: Selected employees with a status of Inactive ROE Pending or Terminated ROE Pending are automatically included as candidates for producing the ROE.

3. If you also want to include employees with a status of Active, select the Include Active Status option.
4. If you are selecting employees by Selection List, choose the selection list.
5. Click the Go button to generate an ROE batch.

   The system produces a batch of ROE data for the employees you have selected.

   • If you are processing ROEs for a large number of employees, a dialog box displays the names of employees being processed and a Cancel button.

     Note: If you click Cancel, all employee data processed in the ROE batch is deleted. To produce another ROE batch, you must click the Go button again.

   • The information in the ROE batch does not change if you subsequently post a payroll or reverse a check for a selected employee.

   To include subsequent information in the ROE batch, you must click the Go button again. When you do so, the system recompiles the ROE information, including the results of the latest processing.

   By clicking the Go button again, however, you lose any edits you made to the ROE window.

   Important! If another user has generated ROE data, the system may warn you that it will delete the existing data. Before you continue, determine whether the other user still needs the existing ROE data, and then click:

   • Cancel. If the other user still needs the existing ROE data.
   • OK. If the other user does not need the existing ROE data. ROE data will be regenerated.

   The window displays information for the first employee in the range. You can:

   • Use the Finder or the navigation buttons for the Employee field to display other employees in the range.
   • Use the Delete button to remove employees in the selected range or list if you do not want to include them.

   The numbers on the tabs correspond to the box numbers on the government ROE printed form.

   For details about a field or requirements, see the ROE publications from Service Canada.

6. Verify the information on tab 2–7 and tab 8–14.

   These tabs contain the employer and employee’s name and address, and other information.

   Any corrections you make are valid for the current ROE only. Saved changes are kept until you enter a new employee selection and click the Go button.

7. On tab 15:
   1. Verify the insurable hours (15A) and earnings (15B).

   2. Check the information in the table in section 15C, and make changes, if necessary.

      • If an employee is paid on an irregular schedule (Daily, Ten per Year, or Twenty-two per Year), you must manually calculate and enter their insurable earnings based on a weekly average.
      • If you change information in the table, the Total insurable hours and Total insurable earnings fields are not automatically updated. To update these fields, you must click the Calculate button.

        You can manually change the total insurable hours, but not the total insurable earnings.

   The table starts with the most recent pay period, and lists the pay periods in descending date order.

   The 15B Total Insurable Earnings field contains the amount that meets the requirements of Service Canada.

   If you change the insurable earnings of a pay period line in the 15C table that affects the total, Payroll will automatically update and store the total. If you want to see the updated total in the 15B field, click the Calculate button adjacent to the 15B field.

   If you change a pay period line that should not be included in the 15B total, the 15B total will remain unchanged, even if you click Calculate.

8. On tab 16, enter the reason for issuing the ROE. Also enter the contact person's name and phone number.

   Note: If you specify K00 or K15 as the reason for issuing the ROE, you must enter a comment on tab 18.

9. On tab 17, enter information required for reporting vacation, holiday, or other payments or benefits paid in the final pay period or payable at a later date.

   Note: Depending on the types of payment you specify on this tab, information you enter for 17A and 17C may be used in the calculation on tab 15.

10. On tab 18, enter comments. To start a new line when you enter information in the Comments box, press the Ctrl and Enter keys on the keyboard.

11. On tab 19, enter information for special payments. You can enter payment details for each of the following types of special payment:

    • Paid Sick Leave
    • Wage Loss Indemnity (Not EI Insurable)
    • Wage Loss Indemnity (EI Insurable)
    • Paid Maternity/Parental/Compassionate Care/Parents of Critically Ill Children Leave
12. Complete lines 20-22 on the last tab.
13. Click Save to save the information you have entered for the displayed employee on the ROE window.
14. If you want to print all the pay periods in the 15C table, load your printer with blank paper, and then click the Print 15C button.
15. Produce the ROEs by generating a file for electronic submission to Service Canada's ROE web application. For more information, see Electronic Filing for Record of Employment.
16. When the ROE file is generated, indicate whether the ROEs were produced successfully.
    • If you produced ROEs for employees with a status of Inactive ROE Pending and Terminated ROE Pending, a message prompts you with the option to change the employees' status.
    • If you want to change employee status manually, click Close.
    • If you choose Proceed, Inactive ROE Pending is changed to Inactive and Terminated ROE Pending is changed to Terminated.
    • If you produced ROEs for employees with a status of Active, you can change their status to Inactive or Terminated. You must also enter the inactive (or termination) date.
    • If you approve an ROE and then find you need to generate it again, use the Employee Payroll window to change the employee’s status back to Inactive-ROE Pending (or Terminated-ROE Pending). You can then generate the ROE again.
17. When finished, click Close.

Published: May 17, 2017
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