Generating a record of employment (ROE)

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Generating a record of employment (ROE)

Access: Employee file > Record of employment > Generate a record of employment

Be sure to modify the Employee status before producing their record of employment; see Terminating an employee.

To generate ROE massively, see Generating records of employment (ROE) massively. It is 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.).  

Things to remember

To view salary information (Insurable periods section), a user must have Complete access to Display salary (User management > User profile > Access to functions > Confidential data section), to Generate a record of employment – insurable periods section and to the Generate a record of employment function.

 

hmtoggle_plus1Producing a ROE SAT

Things to remember

The box numbers displayed to the right of the headings or labels correspond to the box numbers in the original ROE SAT form from Service Canada.

1Under Addresses, make sure the employee information is correct.

▪The postal code is mandatory. If it is not entered, a field is automatically displayed to allow its immediate entry. The postal code will then be automatically entered in the employee’s file.

2Under Record, leave the Modified or replaced record's serial no. blank. If you are modifying or replacing a ROE produced at an earlier date, click hmtoggle_plus1 here.

Use the liste_blanc icon to select the ROE number.

Things to remember

▪The ROE number is the serial number indicated in Box 1 of the government form. For the ROE SAT, the serial number always starts with an “S”.

▪The account number is the business number that Revenue Canada gave to your company. The ROE cannot be produced if there is no account number.

3To produce the ROE along with the payroll, leave Produce with payroll checked. To produce a ROE between pay periods, click hmtoggle_plus1 here.

a)Uncheck Produce with payroll.

b)Check Modify the quantities and insurable amounts.

c)Enter the amount of the last pay and/or the termination pay in the Insurable periods history.  

▪This step is required because the amount of the regular pay, the remaining vacation entitlement and the termination pay are generally added to the ROE after the payroll has been submitted.  

d)Do not forget to submit your ROE by selecting “Record of employment only” (Payroll > Validate and process payroll > Process payroll).

4Under General information, validate:

▪The Social Insurance Number ;

▪That the First day of work matches the Employment date (or Date of rehire) ;

▪That the Last day paid matches the Last day paid in the Employment profile.

Important

The Social Insurance Number is mandatory and must be valid.

5Validate the End of last pay period and the Function.

▪The job title matches the value of the Function in the employee file (Employee file > Employee > Profile > Employment and compensation).

6Validate the Reason for current record of employment.

7If needed, check Rehiring not recommended and enter the information in the Reason text box.  

Things to remember

If you reactivate a terminated employee for whom the Rehiring not recommended box was checked, a warning message will appear describing why rehiring this former employee is not recommended.

8If you changed the First day of work or the End of last pay period date (step 4 and 5), click on Recalculate as the total insurable hours and income have to be recalculated.

9Under Insurable periods history, the system automatically fills in the Total insurable hours, Total insurable income and the insurable earnings per pay period in table 15c. If you need to modify the data, check Modify the quantities and insurable amounts.

▪If Modify the quantities and insurable amounts is checked, the Total insurable hours and Total insurable income cannot be modified. These fields will be updated according to the data entered in the Ins. earning and Number of hours fields in Table 15c.

10Under Vacation pay, Other sums (specify) and Special payments, no amount appears before the payroll indicated in End of last pay period is processed. The system will automatically populate the fields of these headings according to the payroll data entry and the configuration of your company file. No other action is required on your part unless your company file is not configured or you handle these payments yourself. To add or adjust amounts, click hmtoggle_plus1 here.

a)Check Modify displayed amounts to modify or adjust the amounts showing, then select the Code or Description.

Important

Once Modify displayed amounts is checked, the system will no longer populate the fields automatically. Thus, the data under the heading where the box is checked will have to be entered manually.

b)Enter the new Amount.

c)Depending on the code or the selected description, the Start date and End date fields will be editable. Enter or select a date using the icon.

d)If you modify or add an amount under the Special payments heading, you will also have to select the Frequency.

Things to remember

From the Earnings linked to ROE boxes (Configuration > Pay > Basic parameters per company) function, you can view the list of earnings that automatically populates the 17a (Vacation pay), 17c (Other sums) and 19 (Special payments) boxes of the ROE. See Viewing earnings linked to ROE boxes (ROE SAT).

11Under Statutory holidays, you can enter or select a date using the icon. Then enter the Amount of the statutory holiday.

12Under Recall, for a temporary termination (“Inactive” employee status), when the return date is known, enter a Restart date and select “Reminder scheduled” under Return. If there is no return date, select “Not planned” or “Unknown date”.

13Under Comments, only if you selected the reason code “K00” or “K15” (step 6), enter the necessary details in the first two lines. The last two lines will be automatically populated by the system.

▪The last two lines will be automatically populated by the system (once the payroll indicated in the field End of last pay period is processed) for the additional amounts related to Vacation pay and Other sums (specify).

Things to remember

▪If your company file is not configured or if you handle the vacation payments and other amounts yourself, check Modify displayed amount, available in Vacation pay and Other sums (specify), for the last two lines to become editable.

▪The third line is used only for vacation pay and the fourth line is used only for the other sums. These lines are used only when there are not enough fields available under the headings.

14Under For more information, enter the Last name, First name and Telephone number of the person responsible for your company’s ROEs.

15Under Signed by, enter the Name, the Telephone number and the language of Communication preferred of the person responsible for your company’s ROEs.

16Under Modification history, select a Modification reason if needed.

▪To add an item to the drop-down list, select “Add item” and complete the field.

17Click on Save.

18A warning message appears, informing you that during the employee’s payroll data entry, if no amount or hour are entered in Period 1 (being equivalent to the period entered in End of last pay period), the ROE SAT will not be included in the transmission, because it does not comply with Service Canada’s requirements. Check the box, and then click once more on Save.

Things to remember

▪If, in spite of the above warning message (Step 18), you neglect to enter the required data in the payroll, and that, as a consequence, the P.P.1 of box 15c of the ROE SAT does not contain an amount and/or quantity, a warning message will appear at the top of the Process payroll screen during processing (Payroll > Validate and process payroll).  

oThis message will invite you to refer to the Verify payroll transactions screen (Payroll > Verification), and then to the Additional information section to know which ROE SATs will not be transmitted (click on the hyperlink at the right of Number of records of employment in error to view the erroneous ROE SATs).

oYou can return to the employee’s payroll and make the necessary modifications to avoid rejection by Service Canada.

oWhen Box 17a contains a negative value, a warning message is also displayed in the Process payroll screen (during transmission process).

oTake a moment to verify the records of employment you produced before submitting your data.

▪A report will automatically be generated to inform you of the list of employees for whom you have not processed a payroll for at least 30 consecutive days. Thus, according to the legislative standards in effect, a ROE should be issued for these employees.

 

hmtoggle_plus1Producing a ROE Web

Things to remember

The box numbers displayed to the right of the headings or labels correspond to the box numbers in the original ROE Web form from Service Canada.

1Under Addresses, make sure the employee information is correct.

▪The postal code is mandatory. If it is not entered, a field is automatically displayed to allow its immediate entry. The postal code will then be automatically entered in the employee’s file.

2Under Record, leave the Modified or replaced record's serial no. blank. If you are modifying or replacing a ROE produced at an earlier date, click hmtoggle_plus1 here.

Use the liste_blanc icon to select the ROE number.

Things to remember

▪The ROE number is the serial number indicated in Box 1 of the government form. For the ROE Web, the serial number always starts with a “W”.

▪The account number is the business number that Revenue Canada gives every company. The ROE cannot be produced if there is no account number.

3To produce the ROE along with the payroll, leave Produce with payroll checked. To produce a ROE between pay periods, click hmtoggle_plus1 here.

a)Uncheck Produce with payroll.

b)Check Modify the quantities and insurable amounts.

c)Enter the amount of the last pay and/or the termination pay in the Insurable periods history.  

▪This step is required because the amount of the regular pay, the remaining vacation entitlement and the termination pay are generally added to the ROE after your payroll has been submitted.  

d)Do not forget to submit your ROE by selecting “Record of employment only” (Payroll > Validate and process payroll > Process payroll).

4Under General information, validate:

▪The Social Insurance Number ;

▪That the First day of work matches the Employment date (or Date of rehire) ;

▪That the Last day paid matches the Last day paid in the Employment profile.

Important

The Social Insurance Number is mandatory and must be valid.

5Validate the End of last pay period and the Function.

▪The job title matches the value of the Function in the employee file (Employee file > Employee > Profile > Employment and compensation).

6Validate the Reason for current record of employment.

7If needed, check Rehiring not recommended and enter the information in the Reason text box.  

Things to remember

If you reactivate a terminated employee for whom the box Rehiring not recommended was checked, a warning message will appear describing why rehiring this former employee is not recommended.

8If you changed the First day of work or the End of last pay period date (steps 4 and 5), click on Recalculate as the total insurable hours and income have to be recalculated.

9Under Insurable periods history, the system automatically populates the Total insurable hours, Total insurable income and the insurable earnings per pay period in Table 15c. If you need to modify the data, check Modify the quantities and insurable amounts.

▪If Modify the quantities and insurable amounts is checked, Total insurable hours and the Total insurable income cannot be modified. These fields will be updated according to the data entered in the Ins. earning and Number of hours fields in Table 15c.

10Under Vacation pay, the Amount displays automatically. To add or adjust the amount, click hmtoggle_plus1 here.

a)Check Modify displayed amount to modify or adjust the amounts showing, then select the Code or Description.

Important

Once Modify displayed amount is checked, the system will no longer populate the fields automatically. Thus, the data under the heading will have to be entered manually.

b)Select the Code.

Important

By default, the code is “Paid because no longer working.” If your employee is on their vacation, the code should be changed to “Paid for a vacation leave period.”

c)Depending on the selected Code, enter or select the Start date and End date using the icon.

d)Enter a new Amount.

11Under Statutory holidays, you can enter or select a date using the icon. Then enter the Amount of the statutory holiday.

12Under Other sums (specify) and Special payments, declare any other applicable amount. To add an amount, click hmtoggle_plus1here.

a)Select the Description.

b)Depending on the selected Description, enter or select the Start date and End date using the icon.

c)Enter the Amount.

d)If you modify or add an amount under Special payments, you will also need to select the Frequency.

13Under Recall, for a temporary termination (“Inactive” employee status), when the return date is known, enter a Restart date and select “Reminder scheduled” in the Return. If there is no return date, select “Not planned” or “Unknown date”.

14Under Comments, only if you selected the reason code “K00” or “K15” (Step 6), enter the necessary details in the first two lines.

15Under For more information, enter the Last name, First name and Telephone number of the person responsible for your company’s ROEs.

16Under Signed by, “PRODUCED BY ROE WEB” and your company’s telephone number appear by default.

17Under Modification history, select a Modification reason if needed.

▪To add an item to the drop-down list, select “Add item” and complete the field.

18Click on Save to complete the procedure.

Important

Take a moment to verify the ROEs you produced before submitting your data.