(CAN) Generating a Canadian Record of Employment

This chapter provides an overview of Record of Employments (ROEs) and discusses how to:

Define earnings for translation to the ROE form.
Create ROE data.
Review and update ROEs online.
Review and adjust ROE balances.
Print ROEs.
Generate the ROE Summary report.
Delete ROE data records.

See Also

(CAN) Converting ROE Data

Understanding ROEs

This section discusses:

The Record of Employment.
Tips and techniques for ROE processing.
ROE data sources.

The Record of Employment

Payroll for North America supports legislated Canadian payroll reporting requirements, including the ROE form. The ROE reports an employee’s record of earnings as a result of an interruption of earnings to Human Resources and Skills Development Canada (HRSDC). HRSDC uses the employment history provided on the ROE to:

Determine whether an applicant qualifies for Employment Insurance (EI) benefits.
Calculate the EI benefit rate.
Establish the duration of eligibility for benefits.
Detect fraud and abuse of the EI program.

Note. The accuracy of the data on the ROE form depends on the integrity and timeliness of the information in the system. You must enter manual cheques that you issued to the employee and final earnings payable before generating a ROE.

Tips and Techniques for ROE Processing

This section provides some tips and techniques to help you in processing ROEs.

Processing Job Status Changes

You must process the human resources data describing returns from leaves of absence and rehires in a timely manner to avoid creating a ROE for an employee who returns to active status without an interruption of earnings (as interpreted by HRSDC).

Moving ROE Balance Amounts

Adjust EI insurable earnings and hours online using the ROE component (ADJ_UI_BAL_CAN). Use the Adjust ROE Balance page to move ROE balance amounts from one period to another. To protect the integrity of the EI earnings and hours balance details, the system does not allow one-sided adjustments that result in the addition or deletion of insurable earnings amounts or hours. For example, you cannot add 50.00 CAD or 5 hours to an EI period on this page. You must enter this type of adjustment by processing manual cheques. The system marks the INS_EARNS_BAL record as amended when it processes an online adjustment, which causes the ROE Mass Create Structured Query Report (SQR) Report process (PAY124CN) to generate a ROE amendment.

Managing Concurrent Multiple Jobs

If an employee has concurrent multiple jobs, the ROE Mass Create process generates a ROE reflecting the first date worked (original hire date) and last date worked (termination date minus one day) for the job that you are terminating. The system processes the ROE, although some concurrent jobs might continue to remain active. The system reports the total insurable earnings and hours accumulated during the required ROE reporting period for all jobs combined. This information assists HRSDC in determining whether the reduction to the employee’s work schedule entitles the applicant to receive EI benefits.

When creating ROE data for an employee with multiple jobs, the ROE Mass Create process generates an exception report to identify the situation. Review the first date worked and update it to correctly reflect either:

The hire date of the earliest job.
The termination date of the most recent job that required the issuance of a ROE.

Reallocating Insurable Earnings and Hours to Prior Pay Periods

Use the EI Period Correction (Employment Insurance period correction) check box on the paysheet to:

Allocate pay corrections (as defined by HRSDC) to the pay periods for which they are earned.
Allocate earnings to the last pay period in which you paid regular wages upon termination, layoff, or leave.

If you select this check box, the system allocates insurable earnings and hours to the prior EI periods for which they were earned, according to the dates that you specify in the Earnings Begin and End Dates fields on the paysheet. When allocating the earnings to a prior EI period, the earnings begin and end dates on the paysheet must correspond exactly with the beginning and ending dates of the EI period that you’re correcting.

When you use off-cycle payroll transactions to issue final payments or monies that you owe to employees upon an interruption of earnings, the earnings begin and end dates on the off-cycle paysheet must correspond exactly with the beginning and ending dates of the employee’s final EI period. If the paysheet reflects earnings beginning and ending dates later than the interruption of earnings date, the system does not include those earnings for reporting on the ROE. The ROE process selects only Insurable Earnings Balance records with a period end date that is equal to, or prior to, the job interruption date.

Reporting Earnings When Pay Frequencies Change

If an employee changed pay frequencies during the ROE reporting period, you must complete the entire ROE form manually. The system’s ROE automatic and manual creation processes cannot accommodate this situation. To identify the situation for special handling, the ROE Mass Create process creates an exception report containing the message: ROE not created due to Pay Frequency change. If you used the manual online data entry method to create the ROE, a message appears in the Comments box of the form to identify this situation.

Recreating ROE Data

Because of updates and corrections to ROE-related information, you might need to re-create the ROE Data pages before you print a ROE (for example, when a termination date is changed or corrected). This situation is different from the ROE amendment process, which occurs when you make changes after you print the ROE in Final Print mode and assign a ROE number.

You can re-create ROE Data pages repeatedly before printing a ROE in Final Print mode and updating it as completed.

ROE Data Sources

The following table describes the sources of all the data that Payroll for North America uses during the ROE Mass Create process and ROE Print SQR Report process (PAY101CN):

ROE Block Number	Description	Data Source
1	Serial number	This number is preprinted on the ROE form, and the system stamps it on the Insurable Earnings Balance record (PS_INS_EARNS_BAL) when you print the ROE in Final Print mode. The number comes from either a run parameter in the ROE Print process or the Last ROE # (last Record of Employment number) field (ROE_NBR_LAST), in the Installation table.
2	Serial number of ROE amended or replaced	Applies to amended ROEs only. The ROE Mass Create process retrieves the ROE number of the original ROE record from the ROE_NBR_REPL field in the PS_ROE record.
3	Employer’s payroll reference number	The ROE Print process links the ROE payroll reference number on the Report Parameters page in the Pay Group table (PS_PAYGROUP_TBL) with the ROE number for reporting into this block. This block is intended solely for your internal reference purposes.
4	Employer’s name and address	Originates from the Company table (PS_COMPANY_TBL).
5	Canada Revenue Agency business number	Originates from the Business Number field in the Wage Loss Plan table (PS_WAGELS_PLAN_TBL), which is derived from the Wage Loss Plan field in the ROE record. The employment record number on the Canadian Income Tax Data page defines the employee’s wage loss plan.
6	Pay period type	Originates from the Frequency table (PS_FREQUENCY_TBL).
7	Postal code	Originates from the Company table (PS_COMPANY_TBL).
8	Social insurance number	Originates from the National ID field in the Personal NID table (PS_PERS_NID). Define this field on the Personal Information Biographical Details page.
9	Employee’s name and address	Employee's name originates from the Personal Data table (PS_PERSONAL_DT_FST) table and the address originates from the Person table (PS_PERSON_ADDRESS).
10	First day worked	The system determines this date by retrieving the Insurable Earnings Balance records and identifying the earliest period earnings end date that has not been previously reported on a ROE. The system inspects the Job Data records for the Hire, Rehire, Recall, Return from Leave, or Return from Disability action record with an effective date closest to, but not after, the earliest period earnings end date. It uses the effective date of that action, if found. If no such action is found, the system retrieves the employee’s First Start Date field (HIRE_DT) from the Employment Data record (PS_EMPLOYMENT).
11	Last day for which paid	The system determines this date by retrieving the effective date of the Job Data action that caused the ROE and subtracting one day.
12	Final pay period ending date	Originates from the ROE Print process. It is the EI period date of the latest Insurable Earnings Balance record (PS_INS_EARNS_BAL) reported on the ROE.
13	Occupation	Originates from the Job Title field in the Job Code table (PS_JOBCODE_TBL), derived from the job code in the employee’s Job record.
14	Expected date of recall	The Expected Return Date field (EXPECTED_RETURN_DT) is entered into the Job Data component and retrieved from the Employment Data record (PS_EMPLOYMENT) if the employee’s status is: L: Leave of absence. P: Leave with pay. S: Suspended.
14	Not returning	The system selects the Not Returning check box if the employee’s status is: Q: Retired with pay. R: Retired. T: Terminated. U: Terminated with pay. V: Terminated pension payout. X: Retired-pension administration.
14	Unknown	If the Not Returning check box is cleared and the system cannot retrieve information for the expected date of recall, it selects the Unknown check box.
15A	Total insurable hours	Total number of insurable hours accumulated in the Insurable Earnings Balance record (PS_INS_EARNS_BAL) for the reporting period, as specified by HRSDC. For example, for a biweekly pay period, the system reports the total insurable hours for the last consecutive 27 pay periods (or fewer, if the period of employment is shorter).
15B	Total insurable earnings	Total insurable earnings accumulated in the Insurable Earnings Balance History record (PS_INS_EARNS_BAL) for the reporting period, as specified by HRSDC. For example, for a biweekly pay period, the system reports the total insurable earnings for the last 14 consecutive pay periods (or fewer, if the period of employment is shorter). All vacation pay and other monies that you pay in the final pay period are included in boxes 15B, 15C, and 17. Statutory holiday pay that you pay in the final pay period appears only in boxes 15B and 15C. See Entering Additional Employment-Related Information.
15C	Insurable earnings by pay period	The system reports a breakdown of the insurable earnings from the Insurable Earnings Balance record (PS_INS_EARNS_BAL) by pay period. For example, for a biweekly pay period, the insurable earnings appear for the last 14 consecutive pay periods (or fewer, if the period of employment is shorter). If the pay period has zero or no insurable earnings, NIL appears. When block 15C is populated, block 15B is also populated.
16	Reason for issuing this ROE	The system retrieves the reason from the Action and Reason fields in the Job Data record that caused the ROE, then translates it to the ROE reason codes that are provided by HRSDC.
16	For further information contact	The system retrieves the contact from the Contact ID field on the Report Parameters page in the Pay Group table that is associated with the employee’s pay group.
16	Telephone number	The system retrieves the telephone number of the contact from the employee’s Employment Data record (PS_EMPLOYMENT).
17	Payments or benefits (other than regular pay) paid in, or in anticipation of, the final pay period, or payable at a later date	These boxes (17A, B, and C) require data if you pay benefits (other than regular pay) in, or in anticipation of, the final pay period, or for benefits payable at a later date. The system retrieves this information from the Box 17 (Future Pays Only) group box on the ROE Data 2 page. All vacation pay and other monies that you pay in the final pay period are automatically included in boxes 17, 15B and 15C. For example, if you paid an employee 500 CAD of vacation pay in the final pay period, plus another 200 CAD of vacation pay after the final pay period, box 17A should report a total amount of 700 CAD. To correctly report 700 CAD, you must manually enter the 200 CAD paid at a later date on the ROE Data 2 page. Statutory holiday pay that you pay in the final pay period is not automatically included in box 17, although it is automatically reported in boxes 15B and 15C. Consequently, you must manually enter all statutory holiday pay that you pay or owe to the employee upon the interruption of earnings on the ROE Data 2 page. For example, if you paid an employee 200 CAD of statutory holiday pay in the final pay period, plus another 100 CAD of statutory holiday pay after the final pay period, box 17B should report a total amount of 300 CAD. To correctly report 300 CAD, you must manually enter both the 200 CAD entry plus the 100 CAD entry on the ROE Data 2 page. See Entering Additional Employment-Related Information.
17A	Vacation pay	Originates from the Box 17 (Future Pays Only) group box on the ROE Data 2 page (see the preceding notes).
17B	Statutory holidays: Holiday date Amount	Originates from the Box 17 (Future Pays Only) group box on the ROE Data 2 page (see the preceding notes).
17C	Other monies: Earnings description Amount	Originates from the Box 17 (Future Pays Only) group box on the ROE Data 2 page (see the preceding notes).
18	Comments	Manually enter on the ROE Data 2 page. Document information that might prevent a phone call from HRSDC.
19	Paid sick/maternity/parental leave or group wage loss indemnity payment (after the last day worked)	Complete this box if you pay the employee sick, maternity, parental leave, or a group wage loss indemnity payment after the last day worked. The system retrieves this information from the Box 19 (Paid Leave Payments) group box on the ROE Data 2 page.
19	Payment start date	Manually enter on the ROE Data 2 page.
19	Amount	Manually enter on the ROE Data 2 page. This is printed only if the payment start date has been altered.
19	Per day Per week	Select the daily or weekly Frequency on the ROE Data 2 page. This is printed only if the payment start date has been entered.
20	Communication preferred in: English French	From the Language Code field in the Personal Data table (PS_PERSONAL_DT_FST) that is associated with the issuer who is defined on the Report Parameters page in the Pay Group table for this employee’s pay group.
21	Telephone number	The system retrieves the telephone number of the issuer from the employee’s Employment Data record (PS_EMPLOYMENT).
22	Signature of issuer	Left blank for signature.
22	Name of issuer	The system retrieves the issuer from the Issuer ID field on the Report Parameters page in the Pay Group table for the employee’s pay group.
22	Date	Left blank for the issuer to complete.

See Also

Creating a ROE Manually

Entering Additional Employment-Related Information

Defining Earnings for Translation to the ROE Form

This section provides an overview of how to define earnings for translation to the ROE form and lists the page used to define earnings for translation to the ROE form.

Understanding How to Define Earnings for Translation to the ROE Form

Define earnings for translation to the ROE form by using the Tax Form Definition page. The system uses this information to determine how to distribute the following information to the boxes in block 17 on the ROE form:

Earnings information that you enter manually on the ROE Data 2 page.
Vacation pay and other monies that you pay in the final pay period using the Pay Calculation COBOL SQL process (PSPPYRUN).

The following table describes the earnings information to enter for each ROE box on the Tax Form Definition page:

Box	Earnings Description	Explanation
17A	Vacation pay	Specify the earnings code(s) that you use to pay vacation pay owing to an employee, on an interruption of earnings.
17B	Statutory holiday pay	Specify the earnings code(s) that you use to pay statutory holiday pay for holiday dates occurring after the date in block 11 of the ROE form.
17C	Other monies	Specify the earnings codes for other payments that you might owe to an employee after an interruption of earnings. Earnings that you must report in this box include pension payments, both lump sum and ongoing severance payments or retiring allowances, wages in lieu of notice, and retroactive wage increases.

Page Used to Define Earnings for Translation to the ROE Form

Page Name	Object Name	Navigation	Usage
Tax Form Definitions	TAXFORM_DEFN_TBL	Payroll for North America, Year-End Processing CAN, Define Annual Tax Reporting, Tax Form Definitions, Tax Form Definitions	Define earnings for translation to the ROE form.

Creating ROE Data

This section provides overviews of automatic ROE data creation and manual ROE data creation and discusses how to:

Create ROE data automatically.
Create a ROE manually.
Enter additional employment-related information.

Note. Payroll for North America provides the capability to manually enter ROE information directly in the Update ROE Data component (ROE_DATA) to manage exception circumstances. For normal creation of ROE data, use the electronic ROE Mass Create process.

Understanding Automatic ROE Data Creation

Create ROEs automatically for a range of dates using the ROE Mass Create process. This process creates ROE data for all employees who had a change in status requiring a ROE during the date range that you specify. The system uses this data to populate the ROE Data 1 and ROE Data 2 pages.

Selecting Amended ROE Records

Through the Pay Calculation process and Pay Confirmation COBOL SQL process (PSPCNFRM), the system:

Identifies previously reported employee EI Insurable Earnings Balance records (PS_INS_EARNS_BAL) that you have updated with earnings or hours adjustments.
Updates these records to an amended status for reporting by the ROE Mass Create process.

The ROE Mass Create process scans the employee EI Insurable Earnings Balance records for records that reflect an amended status. If the system finds any that are within the reporting period, it creates a ROE Amendment record.

Selecting New ROE Records

The date range that you specify on the ROE Mass Create (Record of Employment mass create) page defines the activity period from which the system selects employees qualifying for a ROE. The ROE Mass Create process inspects the database for employees who have nonactive Job records (based on the EMPL_STATUS field in the PS_JOB record) and an effective date within the specified date range. The system identifies a record for ROE creation if it has one of the following statuses:

L: Leave of absence
P: Leave with pay
Q: Retired with pay
R: Retired
S: Suspended
T: Terminated
U: Terminated with pay
V: Terminated pension payout
X: Retired-pension administration

Even if the system identifies an employee using the preceding criteria, it suppresses the ROE under either of the following conditions:

A subsequent, effective-dated Job record becomes active within seven consecutive calendar days of the earnings interruption.
The Insurable Earnings Balance records do not contain insurable earnings for the period being reported.

Note. The system generates ROE records for all interruptions of employment with or without pay. Examine these ROE records and identify to the system those employees for whom it should issue a ROE. To print and issue a ROE, update the ROE Process (Record of Employment process) field on the ROE Data 1 page from Hold to Generate.

Calculating Insurable Earnings and Hours

The system calculates insurable earnings and hours during the Pay Calculation process, and it updates the Insurable Earnings Balance records during the Pay Confirmation process. The system determines insurable earnings and their associated hours by the following fields in the Earnings table:

Subject EI Earn (subject to Employment Insurance earnings).
Subject EI Hrs (subject to Employment Insurance hours).

Although the EI premium deduction stops when one reaches the annual maximum insurable earnings amount (for example, 39,000 CAD in 2006), the insurable earnings and hours balances continue to accumulate for ROE reporting.

Processing Amended ROE Records

If earnings meet the criteria for amended ROE records processing, the system identifies the earnings that are associated with the original ROE to indicate that they must be reported again, and the ROE Mass Create process creates a ROE Amendment record (PS_ROE).

The ROE Amendment record contains data from the original ROE, plus the amended information about insurable earnings and hours. Review and update the original employment data using the Update ROE Data component.

Note. The ROE Mass Create process automatically causes the creation of ROE Amendment records. The manual ROE creation process does not support the creation and printing of amended ROEs.

For tracking purposes, the system populates the ROE# Amended (Record of Employment number amended) field in the ROE Amendment record with the original ROE number. The system also populates the Sequence # (sequence number) field in sequential order, starting with the first amendment created. The ROE Process field status is Hold.

Processing New ROE Records

If records meet the criteria for new ROE records processing, the ROE Mass Create process creates a ROE record with a status of Hold. This process uses data from the following records:

PS_JOB
PS_EMPLOYMENT
PS_PAYGROUP_TBL
PS_PERSON
PS_PERSON_NAME
PS_INS_EARNS_BAL

Understanding Manual ROE Data Creation

Payroll for North America provides the capability to manually create ROE data online using the Update ROE Data component for managing exception circumstances. This process requires that you manually enter all employment-related ROE reporting details into the system.

As you load information manually into the Update ROE Data component, be aware that there is no online editing feature to validate your entries. In other words, the data entry fields in the ROE process are free-form edit boxes into which you can enter any valid value. Enter information into these fields carefully.

After reviewing your entries for accuracy, select Generate in the ROE Process field to indicate that you want to print this ROE when you run the ROE Print process.

Note. The manual ROE creation process does not support the creation and printing of amended ROEs or ROEs for employees who changed pay frequencies during the reporting period.

Reporting of Earnings when Pay Frequencies Change

If an employee changed pay frequencies within the ROE reporting period, you’ll need to complete the entire ROE form manually. The system’s ROE creation processes, both automated (ROE Mass Create process) and manual (online data entry into the Update ROE data component) are unable to accommodate this situation. To identify the situation for special handling, the ROE Mass Create process will create an exception report containing the following message: ROE not created due to Pay Frequency change.

If the manual online data entry method was used to create the ROE, a message will be printed in the Comments box of the form to identify the situation.

Pages Used to Create ROE Data

Page Name	Object Name	Navigation	Usage
ROE Mass Create (Record of Employment mass create)	RUNCTL_FRMTHRU_PAY	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, Create Mass ROE Data, ROE Mass Create	Run PAY124CN, which creates ROE data automatically for a range of dates.
ROE Data 1 (Record of Employment data 1)	ROE_DATA1	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, Update ROE Data, ROE Data 1	Manually create a ROE and enter employment-related details.
ROE Data 2 (Record of Employment data 2)	ROE_DATA2	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, Update ROE Data, ROE Data 2	Enter more employment-related details, after you finish entering data on the ROE Data 1 page.

Creating ROE Data Automatically

Access the ROE Mass Create page.

Enter the date range that defines the activity period from which the system selects employees qualifying for a ROE.

Creating a ROE Manually

Access the ROE Data 1 page.

Company

Enter the company as entered in the Job record.

ROE Date (Record of Employment date)

This date is for internal reference only. The default is the current date. During automated ROE creation, the default is the system date.

ROE# (Record of Employment number)

The system adds this number when it prints the final ROE and stamps it onto relevant Insurable Earnings Balance records.

Wage Loss Plan

Enter the wage loss plan as entered in the employee’s Canadian Income Tax Data record.

Date EI Payable (date Employment Insurance payable)

Enter the last date to which the EI premium is paid.

During manual ROE creation, the default comes from the Add − ROE Data dialog box. During automated ROE creation, the default is the end date of the last Insurable Earnings Balance record or the last date worked, whichever is earlier.

ROE# Amended (Record of Employment number amended)

Leave this field empty because the manual ROE creation process does not support amended ROEs. During automated ROE creation, the system generates the original ROE number if the record is an amendment or replacement to an existing ROE.

Sequence # (sequence number)

Leave this field empty because the manual ROE creation process does not support amended ROEs. During automated ROE creation, the system assigns a sequential number to identify different versions of an amended ROE.

ROE Process (Record of Employment process)

Displays the status of the ROE:

Delete: The ROE is ready to be deleted.

Hold: The ROE has been created but is not yet ready for printing.

Generate: The ROE is ready to be printed.

Complete: The final ROE has been printed.

Note. After confirming that all information is correct, change the status from Hold to Generate so that the ROE Print process reports this record. After the ROE has a status of Complete, the ROE Process field disappears and a ROE Msg (Record of Employment message) field appears with a value of Complete.

Business Unit and Job

Enter this information as entered in the Job record.

Age

The system calculates this value.

Multi-Job (multiple jobs)

Select this check box if the employee has multiple jobs.

Pay Freq (pay frequency)

The system populates this entry according to the pay group.

Pay Group, Action, and Reason Code

Enter this information as entered in the Job record.

Note. You must make a selection for the Reason Code field. It populates block 16 on the ROE form.

ROE Issuer ID (Record of Employment issuer ID)

Select the employee ID of the person who issued the ROE.

ROE Contact ID (Record of Employment contact ID)

Select the employee ID of the person who can be contacted for additional information.

First Date Worked

This date appears in block 10 of the ROE form.

Last Date Worked

This date appears in block 11 of the ROE form.

See Also

Understanding Manual ROE Data Creation

Entering Additional Employment-Related Information

Access the ROE Data 2 page.

Box 14 (Recall)

Recall Date

Enter the expected return date as entered in the Employment Data record.

Not Returning

Select this check box if the employee is not returning to work (for example, the employee is retired or terminated).

If the Not Returning check box is cleared and the Recall Date field is empty, the system selects the Unknown check box in block 14 on the ROE form.

Box 19 (Paid Leave Payments)

This group box corresponds to block 19 on the ROE form. Complete these fields only if the employee receives paid sick, maternity, parental leave, or group wage loss indemnity payments after the last day worked. These fields appear on the ROE form as you enter them here. The system does not validate them.

Box 15A (Insurable Hours)

ROE Override Hours (Record of Employment override hours)

Enter the ROE override hours if you must correct the ROE insurable hours.

Box 18 (Comments)

These comments appear in block 18 on the ROE form.

Box 17 (Future Pays Only)

Enter earnings paid to the employee after the employee’s final pay period.

Earnings Type

You must define the earnings code on the Tax Form Definition page.

Amount

Enter the amount that you paid to the employee after the final period.

The system does not automatically add this amount to balances for year-end reporting. When you use this field, you are responsible for ensuring that the applicable balance records are updated to reflect these amounts.

Holiday

This field is used for box 17B, Statutory Holiday.

Special Notes About Box 17

Block 17 on the ROE form reports payments or benefits (other than regular pay) paid in, or in anticipation of the final pay period, or payable at a later date.

The following table describes how the system reports these earnings. You must first define all earnings on the Tax Form Definition page:

Box	Earnings Paid in Final Pay Period	Earnings Paid After Final Pay Period
Box 17A Vacation Pay	Earnings are reported in boxes 15B, 15C, and 17A.	You must enter the earnings manually on the ROE Data 2 page, box 17. These earnings are reported in box 17A only.
Box 17B Statutory Holiday Pay	Earnings are reported in boxes 15B and 15C only. For the earnings to be reported in box 17B, you must also enter the same earnings information on the ROE Data 2 page.	You must enter the earnings manually on the ROE Data 2 page, box 17. These earnings are reported in box 17B only.
Box 17C Other Monies	Earnings are reported in boxes 15B, 15C, and 17C.	You must enter the earnings manually on the ROE Data 2 page, box 17. These earnings are reported in box 17C only.

See Also

Creating ROE Data

Reviewing and Updating ROEs Online

This section discusses how to review and update ROEs online and lists the pages used to review and update ROEs online.

Understanding How to Review and Update ROEs Online

After you create ROE records, use the ROE Data 1 and ROE Data 2 pages to:

Review the data.
Add or update data to complete the ROE—for example, the Box 17 (Future Pays Only) and Box 18 (Comments) group boxes.
Update all acceptable records from hold to generate status by selecting Generate in the ROE Process field on the ROE Data 2 page and saving the records.

See Also

Creating a ROE Manually

Entering Additional Employment-Related Information

Pages Used to Review and Update ROEs Online

Page Name	Object Name	Navigation	Usage
ROE Data 1 (Record of Employment data 1)	ROE_DATA1	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, Update ROE Data, ROE Data 1	Review a ROE and update employment-related details.
ROE Data 2 (Record of Employment data 2)	ROE_DATA2	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, Update ROE Data, ROE Data 2	Review and update more employment-related details, after you finish reviewing and updating data on the ROE Data 1 page.
ROE Insurable Earnings	ROE_INS_EARNS	Payroll for North America, Payroll Processing CAN, Produce Payroll, Review ROE Insurable Earnings, ROE Insurable Earnings	Review ROE Insurable Earnings and Hours Information.

Reviewing and Adjusting ROE Balances

This section provides an overview of ROE balances and discusses how to:

Identify ROE balances.
Change ROE balances.

Understanding ROE Balances

The system maintains EI insurable earnings and hours balances by pay period and reports those figures during the ROE Mass Create process. We refer to these balances as ROE balances.

The ROE component enables you to process online adjustments to ROE balances. This process adjusts balances and moves or reallocates ROE balances from one period to another, from one wage loss plan to another, or a combination of both. It does not allow for the creation of new balances.

See Also

Balance Adjustment Component

Pages Used to Review and Adjust ROE Balances

Page Name	Object Name	Navigation	Usage
ROE Balances (Record of Employment balances)	BALANCES_UI1_CAN	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, ROE, ROE Balances	Review an employee’s ROE balances.
ROE Balance Adjustments (Record of Employment balance adjustments)	BALANCES_UI2_CAN	Payroll for North America, Periodic Payroll Events CAN, Balance Reviews, ROE, ROE Balance Adjustments	Review online adjustments of an employee’s ROE balance.
Adjust ROE Balance 1 (adjust Record of Employment balance 1)	ADJ_UI_BAL1_CAN	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, ROE, Adjust ROE Balance 1	Identify the wage loss plan, the EI period, and the earnings end date for both the FROM and TO records.
Adjust ROE Balance 2 (adjust Record of Employment balance 2)	ADJ_UI_BAL2_CAN	Payroll for North America, Periodic Payroll Events CAN, Balance Adjustments, ROE, Adjust ROE Balance 2	Change earnings and hours balances for the EI periods.

Identifying ROE Balances

Access the Adjust ROE Balance 1 page.

Identify the ROE balance that you want to adjust and enter an adjustment reason.

Adjustment Reason

Text that you enter here becomes part of the adjustment record and your audit trail.

Changing ROE Balances

Access the Adjust ROE Balance 2 page.

Amounts must be entered in the Adjust Balances (FROM) group box representing the source balance.

EI Period Earnings (Employment Insurance period earnings) and EI Period Hours (Employment Insurance period hours)	If you enter a new current balance, the system calculates the adjustment amount for the source balance record and the adjusted after balance amount of the target balance record. If you enter an adjustment, the system calculates the new current balance for the source balance record and the adjusted after balance amount of the target balance record.
Suspend Adjustment	Select to return to the first page to reenter one or more of the fields.

Printing ROEs

This section provides an overview or ROE printing and discusses how to print ROEs.

Understanding ROE Printing

The ROE Print process prints ROEs that conform to the prescribed form that is supplied by HRSDC. This is a multipart, tractor-feed form that requires an impact printer. You can run this process repeatedly until you select the ROE Final Print option, at which time the system assigns ROE numbers.

The ROE Print process utilizes validation rules to identify potential errors detected while processing the data for reporting. Use the ROE Print Exceptions report (PAY126CN.SQR) to output these error messages for review. The potential errors that are identified by the ROE Print process are treated as warnings only and will not prevent the corresponding ROE forms from being processed. The ROE Print Exceptions report should be executed and reviewed each time the ROE Print process is run. Ensure that all errors have been resolved prior to executing the ROE Print process in Final Print mode to produce the forms for distribution to employees.

The ROE Print process prints only the following:

ROE records that have a generate status.
ROE records for employees with no outstanding cheques (that is, all cheques for the employees involved must be calculated and confirmed).

Because the manual ROE creation process is designed for exception circumstances, it bypasses edits that the automatic ROE Mass Create program uses. Therefore, the system might print a manually created ROE for an employee who does not actually have an interruption in service, provided that the two criteria are fulfilled.

The ROE Print process extracts data from the ROE data and the Insurable Earnings Balance records to calculate the insurable earnings amounts and hours to report on the ROE forms.

Important! The ROE Print process reports all earnings during the reporting period that you have paid up to the point at which you run the process. If you create the ROEs and wait several days before running the ROE Print process, the ROE Print process includes earnings paid in the interim, including earnings that you input as future earnings on the ROE Data 2 page and have since paid. You must delete the Future Pays row for amounts that should not be included in box 17 at the time of the final print run.

Important! The ROE Print process is not designed to reprint ROEs after they have been generated. Each employer receives ROEs that have been assigned serial numbers to keep track of the forms. Because of this strict tracking of the forms and the design of the create and print processes, you must issue a ROE amendment instead of reprinting the ROE.

Pages Used to Print ROEs

Page Name	Object Name	Navigation	Usage
ROE Print	RUNCTL_PAY101CN	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, Print ROEs, ROE Print	Run PAY101CN, which prints ROE data onto preprinted forms that are supplied by HRSDC. You must use line printer (LP) format.
ROE Exceptions Report	RUNCTL_PAY126CN	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, ROE Exceptions Report, ROE Exceptions Report	Generate the PAY126CN exception report of ROE errors detected during the ROE Print process.

Printing ROEs

Access the ROE Print page.

ROE Final Print (Record of Employment final print)	Select this option if you intend to distribute these ROEs. During final print, the system assigns ROE numbers to the INS_EARNS_BAL records and marks the ROE records as completed. The system also populates the Last ROE # field in the Installation table.
ROE Start Number (Record of Employment start number)	Used only for final printing. Enter a maximum of eight characters. This number should match the serial number preprinted on the ROE form. The system enters it in the Insurable Earnings Balance History records during the final printing. If you do not enter a ROE start number, the process uses the last ROE number defined in the Installation table to determine the next number.
ROE Form Language (Record of Employment form language)	The system matches this value with the language code in the employee’s Personal Information record for printing purposes only. For example, if you select French, the system prints ROEs for those employees with a language code of French. You must load the French forms to print this batch of ROEs.
Alignment Count	This optional field specifies the number of alignment pages to print before printing the ROE data. Use this in conjunction with impact printers to ensure the proper positioning of the data in the preprinted boxes on the ROE forms.

Generating the ROE Summary Report

This section discusses how to generate the ROE Summary report:

Page Used to Generate the ROE Summary Report

Page Name	Object Name	Navigation	Usage
ROE Summary Report	RUNCTL_PAY125CN	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, ROE Summary Report, ROE Summary Report	Produce the PAY125CN summary report of ROE Data records that have a ROE status of hold, complete, delete, or generate. The system deletes all ROE Data records that have a ROE process of delete.

Generating the ROE Summary Report

Access the ROE Summary page.

ROE Process	Select All, Complete, Delete, Generate, or Hold to indicate the status of the data records for which you want to generate the report.
Start Date and End Date	Enter the beginning and ending dates of the payable date range.
Sort By	Sort the report by employee name or employee ID.
Delete ROEs (delete Records of Employment)	Select this check box to delete void ROE Data records that have a ROE process type of Delete.

Deleting ROE Data Records

This section provides an overview of ROE data records deletion and lists the pages used to delete ROE data records.

Understanding ROE Data Records Deletion

You can delete extraneous ROE data records that were created in error, providing that those records do not reflect a ROE process status of complete. To protect the history records of valid ROE Data records, this process cannot be used to delete records that were previously used to produce ROE forms in Final Print mode. The process also cannot be used to delete amended ROE Data records.

Deleting ROE Data records is a two-step process.

Flag the appropriate records for deletion by using the ROE Data 1 page.

Do this by selecting Delete in the ROE Process field.
Run the ROE Summary SQR Report process (PAY125CN) to physically delete the flagged records from the database.

Select Delete as the ROE process status and select the Delete ROEs check box.

ROE data records with EI payable dates that fall within the specified start date and end date will be selected for deletion.

See Also

Creating a ROE Manually

Pages Used to Delete ROE Data Records

Page Name	Object Name	Navigation	Usage
ROE Data 1 (Record of Employment data 1)	ROE_DATA1	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, Update ROE Data, ROE Data 1	Flag ROE data records for deletion.
ROE Summary Report	RUNCTL_PAY125CN	Payroll for North America, Periodic Payroll Events CAN, Record of Employment Forms, ROE Summary Report, ROE Summary Report	Produce the PAY125CN summary report of ROE Data records that have a ROE status of delete. Delete all ROE Data records that have a ROE process of delete.

Company	Enter the company as entered in the Job record.
ROE Date (Record of Employment date)	This date is for internal reference only. The default is the current date. During automated ROE creation, the default is the system date.
ROE# (Record of Employment number)	The system adds this number when it prints the final ROE and stamps it onto relevant Insurable Earnings Balance records.
Wage Loss Plan	Enter the wage loss plan as entered in the employee’s Canadian Income Tax Data record.
Date EI Payable (date Employment Insurance payable)	Enter the last date to which the EI premium is paid. During manual ROE creation, the default comes from the Add − ROE Data dialog box. During automated ROE creation, the default is the end date of the last Insurable Earnings Balance record or the last date worked, whichever is earlier.
ROE# Amended (Record of Employment number amended)	Leave this field empty because the manual ROE creation process does not support amended ROEs. During automated ROE creation, the system generates the original ROE number if the record is an amendment or replacement to an existing ROE.
Sequence # (sequence number)	Leave this field empty because the manual ROE creation process does not support amended ROEs. During automated ROE creation, the system assigns a sequential number to identify different versions of an amended ROE.
ROE Process (Record of Employment process)	Displays the status of the ROE: Delete: The ROE is ready to be deleted. Hold: The ROE has been created but is not yet ready for printing. Generate: The ROE is ready to be printed. Complete: The final ROE has been printed. Note. After confirming that all information is correct, change the status from Hold to Generate so that the ROE Print process reports this record. After the ROE has a status of Complete, the ROE Process field disappears and a ROE Msg (Record of Employment message) field appears with a value of Complete.
Business Unit and Job	Enter this information as entered in the Job record.
Age	The system calculates this value.
Multi-Job (multiple jobs)	Select this check box if the employee has multiple jobs.
Pay Freq (pay frequency)	The system populates this entry according to the pay group.
Pay Group, Action, and Reason Code	Enter this information as entered in the Job record. Note. You must make a selection for the Reason Code field. It populates block 16 on the ROE form.
ROE Issuer ID (Record of Employment issuer ID)	Select the employee ID of the person who issued the ROE.
ROE Contact ID (Record of Employment contact ID)	Select the employee ID of the person who can be contacted for additional information.
First Date Worked	This date appears in block 10 of the ROE form.
Last Date Worked	This date appears in block 11 of the ROE form.