Record of Employment (ROE) Overview
eNETEmployer allows you to create electronic and paper-based versions of an employee's Record Of Employment (ROE). An ROE contains the relevant employee details and payment history that is needed to determine an employee's Employment Insurance (EI) benefits. ROEs must be filed when an employee leaves a job or an interruption of earning occurs. ROE are used to determine an employee's eligibility for Employment Insurance (EI) benefits.
When to Issue ROE's - You must issue an ROE for an employee each time they experience an interruption of earnings; or when Service Canada requests one. Generally speaking, you would issue ROE's under any of the following circumstances:
- An employee is going on leave, or is ceasing work entirely.
- You are changing payroll providers.
- You are changing the payroll frequency.
- You are changing your company's Business Number.
In each of these cases, you would set each employee's status to Terminated so that you can issue the ROE accordingly. In cases where the employees will continue working at the same company (like a Business Number or pay frequency change), you would set each employee's status back to Active for the subsequent pay cycle.
Note: Some of the above examples provide exceptions that may negate having to create an ROE. Please refer to the Government of Canada's website page on ROE's for detailed information.
- Requirements - There is only one requirement to create an ROE for an employee; their Status setting must be changed from "Active", to a status that matches their reason for their interruption in earnings. For example:
- If they are leaving temporarily (maternity leave, long-term illness, etc.), set the employee's Status to "On Leave".
- If they are leaving the company entirely (terminated, laid off permanently, etc.), set the employee's Status to "Terminated".
- In cases where the employees will continue working at the same company (like a Business Number or pay frequency change), you would set each employee's status to "Terminated" while you produce the ROE, and then you would set them back to "Active" for the subsequent pay cycle
- ROE Report Types - eNETEmployer provides two types of ROE reports:
- Electronic File Format (XML)- The electronic ROE file is formatted in the XML (Extensible Markup Language) file format and is designated with a .BLK extension. This file format is required for electronic uploads to the Service Canada website. The ROE file created here is used as a draft - certain details can be further modified once the draft is uploaded to Service Canada. Note: eNETEmployer does not include a serial number for this ROE Web draft - Service Canada assigns a serial number during the ROE Web upload process.
- Printable (PDF) - eNETEmployer also allows you to create printable version of the ROE for your employees. This printable report does not contain a serial number, therefore cannot be submitted to Service Canada as part of the ROE process. However, you can use it for basic record keeping, as a template if you plan to manually enter the details into ROEWeb, or to preview the data before creating the ROEWeb file.
- Multiple Employee ROEs - You can create ROEs on an individual basis, or as a group.