Available for the following plans: Standard, Premium, Platinum, Unlimited
Available for the following user access levels: Admin
Learn how to issue, edit, and submit a Record of Employment (ROE) to Service Canada using this step-by-step guide.
This article covers how to select reason codes, validate insurable earnings, and manage ROE XML file downloads for payroll compliance.
Getting started
- Navigate to the Employee Profile. (Go to People > Employee List > Add Filter: Terminated > Click on employee)
- Locate and click the Issue ROE button in the top right corner of the profile header of a terminated employee. The Issue ROE button is located under the Onboarding List of an active employee.
- In the "Dates needed to generate ROE" pop-up:
- Select the First day worked (block 10).
- Select the Last day worked for which paid (block 11).
- Click Generate ROE.
Once the ROE is generated, you will be taken to the draft page. If information is missing or needs correction:
- Click the Edit button at the top right.
- ROE Details: Select the Reason for issuing ROE (block 16) from the dropdown (e.g., Shortage of Work/Layoff).
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Insurable Earnings: Ensure the Total insurable earnings (block 15B) is greater than $0. If it is $0, manually enter the correct amount.
Note: The insurable earnings and hours only show up in one ROE at a time to avoid overlapping or duplication of calculations. -
Separation Payments: If applicable, add details for Vacation Pay (block 17A), Statutory Holiday Pay (block 17B), or other monies.
Note: If you add rows to this section, they must contain values. If any rows are empty, you won't be able to save. - If any other fields are mandatory, they'll be highlighted in red and must be completed before you can save it.
- Click Save to update the draft.
- On the ROE Management page, find the employee and click View.
- From here, click the Download XML file button to save a copy for your records and for the manual upload to Service Canada.
- After downloading the XML file, you must manually submit the ROE to Service Canada. Click here for a step-by-step guide on how to submit it.
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To finalize the process within the platform, you can click Mark as submitted.
Warning
Only when the ROE is submitted to Service Canada, should it be marked as submitted. After being marked as submitted, the ROE can NOT be edited or deleted. If you need to edit the ROE, you must amend the ROE on Service Canada.
- To view all records, navigate to ROE Management (Pay > Payroll: ROE Management).
- Here you can see a list of all employees, their ROE status (Open or Submitted), and the date created.
- Use the three-dot action menu (...) next to an entry to:
- View the ROE.
- Download the file.
- Delete a draft (Open status only).