How to complete a Record of Employment

How to complete a Record of Employment


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

1. Terminate the employee within the system.

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.
  1. Not returning - choose this if the employee will never return to work for your business.
  1. 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 field, 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 fields will auto-populate your companies primary contact. If you need to change them for the ROE only, enter the correct data.

Vacation payments

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

  1. Paid because no longer working - this is the most common reason, and should be used in any situation where you are paying the employee a vacation amount because of their departure from the company. Enter the total dollar value in Vacation Pay
  1. Included in each pay - this is used when an employee receives vacation pay with every paycheque. If selected, no further information is required. 
  1. Paid for a vacation leave period - this is used if the employee will experience an interruption of earnings, then take a paid vacation leave. If the employee is taking a paid vacation leave prior to the interruption of earnings that would still be considered employment and the ROE should not be issued until after the vacation is complete. Enter the "Start Date" and the "End Date" of the paid vacation leave, as well as the total paid in "Vacation Pay". 
  1. 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. 
  1. None - select this option if you are not paying out any vacation payments.

Stat Holiday Pay, Other Monies, and Special Payments

8. 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.

  1. 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. 
  1. 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. 
  1. 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

9. 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. The following should be confirmed before finalizing the ROE:

  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.
  1. The First Day Worked will pull the most recent Active status effective date from the employee's history.
  1. The Last Day for which Paid will pull from the effective date of their Terminated status. This should be double-checked!
  1. 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.

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