Create the Reporting Information Calculation Card

This example demonstrates how to create the Reporting Information calculation card. You must capture the Record of Employment (ROE) details pertaining to an employee on the Reporting Information calculation card.

While processing the ROE card details, the application takes into account employee assignments, terms, and payrolls within the same payroll relationship. Create the card within the employee's final pay period.

Use the Calculation Cards task in the Payroll area to create the Reporting Information calculation card for an employee.

Creating the Reporting Information card involves:

• Creating the calculation card

• Defining ROE Information for ROE Blocks 14 and 16 - ROE Data

• Defining ROE Information for ROE Block 17A - Vacation Pay

• Defining ROE Information for ROE Block 17B - Statutory Holiday Pay

• Defining ROE Information for ROE Block 17C - Other Monies

• Defining ROE Block 18 - Comments

• Defining ROE Information for ROE Block 19 - Special Payments

• Creating an association for the Reporting Information card

Before You Begin

Before you create the card, ensure that:

1. The new hire process for the employee is complete.

2. The employee has a payroll relationship and is assigned to a payroll.

How to Create the Reporting Information Calculation Card

To create the Reporting Information card:

1. Select Calculation Cards from the Payroll area in My Client Groups on the Home page.

2. On the Person Search page, enter these details.

   Field	Value
   Name	The name of the employee for whom you're defining the ROE details.
   Legislative Data Group	The Legislative Data Group of the employee.
   Effective As-of Date	The effective date of the card.

   Create the Reporting Information card with an effective date prior to the day the payroll is processed.

3. Click Search to display a list of matching payroll relationships.

4. Select the row for the person you entered in the Search section. This opens the Person Details page. Any available calculation cards appear in the Search Results.

5. Click Create to open the Create Calculation Card window.

6. In the Name field, select Reporting Information as the calculation card name.

7. Click Continue to display the Calculation Cards page.

   Create appropriate components as required. The various blocks on the ROE display the data captured within the application.

Define Block 16 Information - ROE Data

To define the ROE Data:

1. Click Create in the Calculation Components section.

2. On the Create Calculation Component window, select the ROE Data.

3. Select the Payroll. This is a required field. This is the payroll associated with the employee's assignment.

4. Select the Tax Reporting Unit. This is a required field. This is the Tax Reporting Unit associated with the employee's assignment on the tax card.

5. Click OK

   The component details are enabled by default for the related calculation component.

6. Click Expand in the ROE Data Calculation Component Details row.

7. Enter the following details in the ROE Data: Details window:

   1. Select the Reason for Issuing ROE. This is a required field. These values are defined by Service Canada and can't be revised.

   2. Select the Expected Recall Code. The options are:

      • Not returning

      • Unknown (default)

      • Expected date of recall

   3. Enter the Expected Recall Date, if applicable. This field is mandatory if the Expected Recall Code is Yes.

   The Expected Recall Date is the expected date of return to work, if the date is known.

8. Enter the Override First Day Worked, if applicable. This date is reported as the first day worked instead of the derived date.

9. Enter the Override Last Day for Which Paid, if applicable. This date is reported as the last day for which paid instead of the derived date.

10. Click Save.

Define Block 17A Information - Vacation Pay

To define the vacation pay details:

1. Click Create in the Calculation Components section.

2. On the Create Calculation Component window, select the ROE Vacation Pay.

3. Select the Payroll. This is a required field. This is the payroll associated with the employee's assignment.

4. Select the Tax Reporting Unit. This is a required field. This is the Tax Reporting Unit associated with the employee's assignment on the tax card.

5. Click OK.

   The component details are enabled by default for the related calculation component.

6. Click Expand in the ROE Data Calculation Component Details row.

7. Enter the following details in the ROE Vacation Pay: Details window:

   1. Select the Pay Type. The default is Balance. If 'Amount' is selected, all ROE Vacation Pay balances are ignored.

      If multiple codes are paid on the final pay period, 'Paid because no longer working' is reported.

   2. Select one of the following Pay Codes:

      • Included with each pay

      • Paid because no longer working

      • Paid for a vacation leave period

      • Anniversary paid on a specific date each year

   3. Enter the Start Date and the End Date, if applicable.

   These dates pertain to Vacation Pay dates being reported if applicable.

8. Enter the vacation pay amount in the Amount field. An entry is mandatory if the Pay Type is Amount. This field is left blank if the Pay Code is 'Included with each pay' or if the Pay Type is 'Balance'.

9. Click Save.

Define Block 17B Information - Statutory Holiday Pay

To define the Statutory Holiday Pay:

1. Click Create in the Calculation Components section.

2. On the Create Calculation Component window, select ROE Statutory Holiday Pay.

3. Select the Payroll. This is a required field. This is the payroll associated with the employee's assignment.

4. Select the Tax Reporting Unit. This is a required field. This is the Tax Reporting Unit associated with the employee's assignment on the tax card.

5. Select the Reference Code. The Reference Code is used as a unique description for the payment. This code is not reported on the ROE.

6. Click OK.

   The component details are enabled by default for the related calculation component.

7. Click Expand in the ROE Data Calculation Component Details row.

8. Enter the following details in the ROE Statutory Holiday Pay: Details window:

   1. Enter the Date.

   2. Enter the statutory holiday pay amount in the Amount field.

9. Click Save.

   If multiple statutory holidays are to be reported, a new component must be created for each entry.

Define ROE Block 17C Information - Other Monies

To define the Other Monies details:

1. Click Create in the Calculation Components section.

2. On the Create Calculation Component window, select the ROE Other Monies.

3. Select the Payroll. This is a required field. This is the payroll associated with the employee's assignment.

4. Select the Tax Reporting Unit. This is a required field. This is the Tax Reporting Unit associated with the employee's assignment on the tax card.

5. Select the Reference Code. The Reference Code is used as a unique description for the payment. This code is not reported on the ROE.

6. Click OK.

   The component details are enabled by default for the related calculation component.

7. Click Expand in the ROE Data Calculation Component Details row.

8. Enter the following details in the ROE Other Monies: Details window:

   1. Select the Pay Type. The default is Balance. If 'Amount' is selected, any ROE Other Monies balance that matches the Pay Code is ignored.

   2. Select the Pay Code. These values are defined by Service Canada and can't be updated.

   3. Enter the Start Date and the End Date, if applicable.

   4. Enter the Other Monies amount in the Amount field. An entry is mandatory if the Pay Type is 'Amount'. This field is left blank if the Pay Type is 'Balance'.

   5. Select Yes or No for the question, “Report the amount in the final pay period?”. The default is Yes.

      If the earnings represent insurable earnings, select Yes. This means that Block 17C reports the amount, and Blocks 15B and 15C pay period 1 are adjusted.

      If the earnings represent non-insurable earnings, select No. This means that Block 17C reports the amount, but Blocks 15B and 15C pay period 1 are not adjusted.

9. Click Save.

   If multiple 'Other Monies' are to be reported, a new component must be created for each entry.

   You can report up to three Other Monies balances in the Other Monies section of the worksheet and interface. If there are more than three entries for Other Monies, report them in the Comments section. If data has been entered in Comments, details of the Other Monies are appended to this data up to 150 characters. It is displayed as code:amount. For example, B11:445.90,B06:654.25.

Define Block 18 Information - Comments

To define the ROE Comments details:

1. Click Create in the Calculation Components section.

2. On the Create Calculation Component window, select the ROE Comments.

3. Select the Payroll. This is a required field. This is the payroll associated with the employee's assignment.

4. Select the Tax Reporting Unit. This is a required field. This is the Tax Reporting Unit associated with the employee's assignment on the tax card.

5. Click OK.

   The component details are enabled by default for the related calculation component.

6. Click Expand in the ROE Data Calculation Component Details row.

7. Enter the free-form comments in the ROE Comments: Details window. The field length is limited to 150 characters.

8. Click Save.

Define ROE Block 19 Information - Special Payments

To define the ROE Special Payments details:

1. Click Create in the Calculation Components section.

2. On the Create Calculation Component window, select the ROE Special Payments.

3. Select the Payroll. This is a required field. This is the payroll associated with the employee's assignment.

4. Select the Tax Reporting Unit. This is a required field. This is the Tax Reporting Unit associated with the employee's assignment on the tax card.

5. Select the Reference Code. The Reference Code is used as a unique description for the payment. This code is not reported on the ROE.

6. Click OK.

   The component details are enabled by default for the related calculation component.

7. Click Expand in the ROE Data Calculation Component Details row.

8. Enter the following details in the ROE Special Payments: Details window:

   1. Select from one of the following Pay Codes:

      • Paid Maternity, Parental, Compassionate Care, Ill Children

      • Paid sick leave

      • Not EI insurable wage loss indemnity

      • ROE insurable wage loss indemnity

   2. Enter the Start Date and the End Date.

   3. Enter the ROE special payments amount in the Amount field.

   4. Select a Period, Per Day or Per Week.

9. Click Save.