Access: Employee file > Tools > Mass update > Records of employment
This function allows you to produce large quantities of ROEs by entering identical, preselected information for a group of employees.
This function can be quite useful in the following instances: payroll frequency change, business owner change, layoffs due to the closing of a business (temporary or not, or for the vacation period, etc.).
1Under Filters, if you have more than one company, select a Company, then select the search filters.
For job number users, please note that job numbers are displayed according to your business’s configuration. If your business has at least one (1)
company using job numbers, the job numbers will be displayed in the filters.
2If needed, use the Criteria section to obtain a more precise employee list.
▪Select the field to modify from the Selection drop-down list.
▪If you select “Earnings/Deductions (Qty/%/Amt/Rt)”, you must select an earning or deduction code from the Earnings and deductions drop-down list as well as its Status.
▪Identify the Operator, and then enter a Value.
3Specify the Employees sort order under Sort.
4Under Information for the Record of Employment, complete the General information section.
5Select Employee status:
▪“Inactive”: To modify the employee status in the selected employee files ;
▪“Terminated”: To modify the employee status in the selected employee files and to trigger the automatic employee termination tasks, depending on the configuration of your company in the Payroll configuration function (see Configuring automatic employee termination tasks).
▪“Empty”: To make no modifications to the employee status in the selected employee files.
Things to remember ▪Regardless of the employee status selected, the information entered in Last day paid and Reason for current record of employment will be automatically entered in the employee file. ▪The box numbers displayed to the right of the headings or labels correspond to the box numbers in the original form from Service Canada. |
6If you selected “Terminated” in Employee status and your company is configured to pay the termination pay automatically, click 
here. Otherwise, go to the next step.
a)Select an Automatic termination pay option: ▪“With the pay”: to issue the termination pay with the regular pay for the current period. ▪“Separate payment”: to issue the termination pay on a separate payment. ▪“Do not pay”: no termination pay will be issued. b)Go to the next step. |
7Click on the 
icon to enter a date in Last day paid.
8Select the Reason for current record of employment.
Things to remember When one of the fields contains a value, this value is used by default on all the generated ROEs. This value can be modified on the results page when you select Modify by page. This option is detailed in an upcoming step. |
9To produce the records of employment at the same time as the payroll, Produce with payroll should be checked.
10To produce ROEs between two payroll processings, click here.
a)Uncheck Produce with payroll. b)Check Modify amounts displayed and enter the last pay and termination pay amounts in the Insurable periods history section of each ROE. This step is required because the regular pay, vacation balance, and termination pay amounts are generally added to the ROE once the payroll has been submitted. c)Do not forget to submit your ROE by selecting “Record of employment only” (Payroll > Validate and process payroll > Process payroll). |
11In the Recall section, enter the Restart date, if needed.
12Select an item in Return.
13Add your observations in the space provided for that purpose, if needed.
14The next section varies depending on the ROE type used by your business. Click on one of the following links:
a)Under For more information, enter the contact information of the person responsible for your company’s ROEs in Last name, First name and Telephone. b)Under Signed by, the information displayed by default will be “PRODUCED BY ROE WEB” and the telephone number will be your company's. c)Go to the next step. |
a)Under For more information, enter the contact information in Last name, First name and Telephone. b)Under Signed by, enter the Name, Telephone and Communication preferred in language of the person responsible for your company’s ROEs. c)Go to the next step.
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15Under Modification history, select a Modification reason, if needed.
▪To add an item to the drop-down list, select “Add item” and complete the field.
16Click on one of the following three buttons:
▪Modify by page: To display the group of selected employees modification list.
▪Batch simulation: To verify the data and the list of selected employees before massively modifying the information. A report is generated including rejected ROEs and associated error messages, where applicable.
▪Batch save: To directly carry out the mass modification. A report is generated to view the rejected ROEs and associated error messages, where applicable.
Modify by page:
17a In the List of modifications, you can exclude an employee from the mass modification by unchecking the box in front of employee.
17b If necessary, modify the data in the modifiable fields and click on Save to save the modifications and continue with the process.
Important If you modify the Last day paid, and this new date is included in a pay period that is different from the one for the previous date, the system will automatically recalculate the insurable amounts as well as the vacation amount. |
Things to remember ▪If an error occurs, the ▪ If your company has subscribed to ROE WEB or ROE SAT services, the employee postal code is displayed on the right of the Last name, First name. If the postal code is nonexistent or invalid, the |
icon appears at the left of the employee's line and the ROE will not be generated. Slide the mouse over the icon to view the explanatory message. If you still wish to save the page, uncheck the box that corresponds to the employee. Back simulate:
18a Click on Batch simulation.
18b In the Mass modification results screen, select the “Simulation” report type by clicking on the Record of employment hyperlink.
18c If you are satisfied with the result, click on 
. In the displayed window, click on Recover these criteria for a new mass update to execute a mass modification.
Batch save:
19a Click on Batch save to do a mass modification.
19b In the confirmation window, click on OK.
19c In the Mass modification results screen, select the “Execution” report type by clicking on the Record of employment hyperlink.