How to complete a Record of Employment

How to complete a Record of Employment

Preparations

Before reviewing the ROE for accuracy, you will need to complete the following steps.

1. Terminate the employee within the system. For more details, check out our article on How to update an employee employment status.

2. Complete their last payment.

3. Generate the ROE.

Employee and contact information

The simplest way to ensure all information on the ROE is accurate is to review the data as you go down the page.

1. The demographic information will pull from the employee's profile. Here you'll see the selected RP account for the employee. Review the entries for SIN, Address, City, Region, and Postal Code

3. For Expected Recall choose the appropriate selection from the drop down.

  1. Date of recall - choose this if you know when the employee will return to work. If you choose this option, you must fill out the "Expected Date of Recall" directly underneath.

  2. Not returning - choose this if the employee will never return to work for your business.

  3. Unknown - choose this if the employee's future with your company is unknown (e.g. seasonal layoff, unpaid leave).

4. In the Reason for issuing this ROE enter the reason as per Service Canada's reason code guide.

5. There is a comment box, but Service Canada requests that you only enter comments in exceptional circumstances. Do not include comments that only confirm the information you have already entered.

6. The Contact and Issuer information will auto-populate your companies primary contact. If you need to change them for the ROE only, enter the correct data.

Vacation payments

This section of the ROE is also known as Box 17A. Select the Vacation Payment Type that describes how this employee was paid vacation. 

  • Included in each pay - this is used when an employee receives vacation pay with every paycheque. If selected, no further information is required. 

  • Anniversary - select this option if you are going to pay an employee a vacation amount at a future date (a vacation anniversary). Enter the "Start Date" as the date upon which it will be paid. Enter the "Vacation Pay" as the total paid. If you are paying the employee for an anniversary vacation amount at the time of their termination, use "Paid because no longer working" instead. 

  • None - select this option if you are not paying out any vacation payments.

Stat Holiday Pay, Other Monies, and Special Payments

This section of the ROE is also known as Box 17B and Box 17C. For more information about these payments please reference Service Canada's guide here.

  • Add Statutory Holiday Payment - this section is for payments connected to a statutory holiday payment that the employee is eligible for that happens after the last day worked. 

  • Other Monies - this section is used for payments such as bonuses or severance. Information should auto-populate into this section from your Payroll. If you are adding information manually, there is a long list of available payment types in the pop-up window. 

  • Special Payments  - this section is only to be filled out if the employee received paid sick leave before their last day worked or to record group wage loss payments.

Insured earnings & hours by pay period

This section is the bulk of the information on the ROE. All pay periods that were generated for the organization on the selected RP account through Rise will auto-populate into this section for you.

  1. The Pay Period Type automatically pulls from your pay schedule. If you have a non-standard schedule, you can click the Edit button to identify this.

  2. The First Day Worked will pull the most recent "Active" status effective date from the employee's history.

  3. The Last Day for which Paid will pull from the effective date of their Terminated status. This should be double-checked!

  4. All the insurable earnings and insurable hours for this employee will auto-populate into a table with a number of entries equal to one year plus one pay period or the employee's full history (whichever has less data). The end date for the most recent pay period must be the same day as or after the Last Day for which Paid. The limit of the total Insured Earnings is $9,999,999.

    • Related Articles

    • What is a Record of Employment (ROE)?

      What is a ROE? A Record of Employment (ROE) is a form that employers complete and file to Service Canada at the end of an employee's service. This is for the employee in the event that they stop working and experience an interruption in earnings. ...
    • Why do I get the ROE error: "last day for which paid must be within final pay period"

      What does it mean?  Commonly this is pointing to the fact that the final day that the employee worked (and should be paid for) is after their last payment. Sometimes this happens when an employee is paid their final pay a few days before their last ...
    • How to issue an ROE

      There are two ways you can generate an ROE for your staff. Both work equally well, so feel free to use whichever is easiest for you! Creating an ROE through the ROE tab 1. In Payroll, Select the ROE option in the side menu. 2. In the dropdown that ...
    • Why are my ROE totals not balanced?

      Block 15B (total insurable earnings) looks like it should be calculated the same way as the total insurable hours (Block 15A) next to it. The total insurable hours represent a full year plus one pay period, which means it is a sum of all the values ...
    • How to Issue ROEs from Your Old Provider

      When you switch over to Rise it is helpful to issue ROEs through your old payroll provider, so that you don't need to manually add old payroll history in order to meet Service Canada's required number of pay periods ('one year plus one pay period'). ...