This chapter contains these topics:
To create Records of Employment (ROE) so that employees can receive the correct employment insurance benefits
To create and maintain a history of ROEs that meets governmental requirements
The Canadian government requires that you provide an ROE for each interruption of earnings to the government within a mandated time frame. If you are providing paper copies of the ROE, you must provide them to both the employee and the government. The government uses the ROE to determine if the employee qualifies for Employment Insurance benefits (EI) and to calculate EI benefits for the employee.
Interruption of earnings occurs when an employee has had or is anticipated to have seven consecutive calendar days without both work and insurable earnings or when insurable earnings fall below 60% of normal weekly earnings. It can occur for a variety of reasons, including:
Termination (by the company or the employee quits)
Layoff
Leave of absence
Maternity leave
Retirement
Strike or lockout
Work sharing
Apprentice training
Illness or injury
Return to school
The ROE that the system generates meets all the reporting requirements of the government.
You can generate paper copies of the ROE or use ROE Web to submit electronic ROEs to the government, you cannot use both. The Canadian government does not accept laser ROEs.
Using the paper ROE forms, that you acquire from the Canadian government, enables you to submit ROE's in two ways:
Print them using a line printer.
Fill out the forms manually.
Less information is required for a paper ROE than for an electronic ROE. For example, a paper ROE:
Does not include specific boxes for:
Start/stop dates for vacation pay.
Start/stop dates for other monies.
Ending dates for special payments.
Only allows for:
Up to 3 statutory holidays.
Up to 27 pay periods of insurable earnings.
One special payment type.
Once you complete the form, you must distribute the three copies as follows:
Part 1 to the employee, which they use to apply for EI benefits.
Part 2 (blue copy) to the Canadian government.
Part 3 for your records.
After you setup your system to print paper ROEs, the paper ROE process includes the following steps:
Create single or multiple ROEs.
Process ROEs and update history.
Print and provide copies of the ROE to the employee and the Canadian government.
You create ROEs and then submit, print, and amend them using ROE Web via the Internet. ROE Web gives you the flexibility to issue ROE's according to your pay cycle.
You do not have to provide the employee with a paper copy of the electronic ROE when you use ROE Web, therefore the system does not generate a paper copy.
Using ROE Web enables employers to submit ROE information electronically in two ways:
Manually enter ROE information online. For information about this method, refer to the Canadian government website.
Upload XML files that you create for ROE Web. This method is referred to as electronic ROES throughout this section of the guide.
When you create XML files, you can store them in folders that include batches of ROE information. You can either upload the folders or the individual XML files via the internet using ROE Web.
Contact your taxing authority to obtain the correct website, login credentials, and online entry instructions.
After you set up your system for electronic ROEs, the process includes the following steps:
Create single or multiple ROEs.
Process ROEs and update history.
Build ROE Web XML file.
Upload the XML files via the internet using ROE Web on the Canadian government's website.