Overview of Record of Employment
A Record of Employment (ROE) is given to an employee when there is an interruption in their earnings due to termination or leave of absence. The ROE is only issued to employees who work insurable hours and receive insurable earnings.
The ROE information helps Service Canada officials determine if an employee qualifies for Employment Insurance (EI) benefits when not working.
Before you generate the ROE file, consider the following:
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Legal reporting unit (LRU) contacts
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Occupation Reporting
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Reason Code Mapping
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Insurable earnings
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Reporting Information calculation card
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Configure Employee Level Information
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Archiving ROE information
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Generating the ROE file
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ROE Amendments
For more information, refer to Record of Employment Processing (2333848.1) at My Oracle Support.
Insurable Earnings
Insurable earnings are subject to EI premiums and are designated as such in the wage basis rules defined for the secondary classification. Use the Elements task to specify whether the insurable earnings are allocated by date earned or date paid when defining the element. You can also specify if there are insurable hours associated with the element.
Use the Component Group Rules task to view the earnings that are subject to Employment Insurance.
Use the View Person Process Results task to open and view the Statement of Earnings (SOE). You can view insurable earnings and insurable hours calculated for an element within the Run Results section of the SOE. You can also verify the insurable earnings and insurable hours that would be recorded in the ROE process for a pay period.
To exempt an employee from EI premiums, select the EI Exempt check box on the employee's federal tax card. An employee exempted from EI premiums isn't issued an ROE.
Reporting Information Calculation Card
Use the Reporting Information calculation card to capture the following ROE details pertaining to an employee:
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ROE Comments
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ROE Other Monies
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ROE Special Payments
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ROE Statutory Holiday Pay
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ROE Vacation Pay
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ROE Data
To generate a ROE for an active employee, create the Reporting Information calculation card with an effective start date that's on or before the effective date used to run the ROE Archive process. Then, run the ROE archive process by selecting either the Person or Payroll Relationship Group report parameter using the employee's final pay period end date as the effective date. If selecting a Payroll Relationship Group, all employees within the Payroll Relationship Group must share the same final pay period ending date.
After you create an ROE calculation component, create the associated calculation component details and capture the attributes of the component. You must also specify the payroll in which the employee is paid. Multiple ROE calculation components can be created for the same component if multiple payments are being reported.
When adding some calculation components, you must specify the reference code. The reference code is a unique identifier for the payment.
The calculation card must have an association with a tax reporting unit (TRU).
If the employee subsequently has an interruption of earnings, regenerate the Reporting Information card. The First Day Worked reported on a subsequent ROE is the first work day following the Final Pay Period ending date on the previous ROE.
Employees with Multiple Assignments
A single ROE is generated to report insurable hours and earnings from multiple assignments in the same TRU and payroll. The primary assignment is used to report the employee's First Day Worked and the Employee Occupation.
TRU and Payroll Transfers
Generate an ROE when an employee is transferred to a different TRU or to a different payroll. This table details the type of transfers and how the ROE is generated in each case.
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Type of Transfer |
Description |
|---|---|
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Different TRU |
When there is a TRU change for an employee, use the last day paid in the original TRU as the effective date when processing the ROE archive. If the employee is subsequently terminated, the new ROE will only consider payments from the date of TRU transfer to the termination date. The First Day Worked on a subsequent ROE defaults to the effective date of the TRU transfer. Update the TRU association of the Reporting Information card to reflect the new TRU. |
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Different payroll even when the payrolls have the same frequency |
When there is a payroll change for an employee, use the last date paid in the original payroll as the effective date when processing the ROE archive. If the employee is subsequently terminated, then the new ROE will only consider payments from the date of the payroll transfer to the termination date. The First Day Worked on a subsequent ROE defaults to the effective date of the payroll transfer. |
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From one payroll frequency to another |
When an employee transfers from one payroll frequency to another, the First Day Worked on a subsequent ROE defaults to the effective date of the payroll relationship change, which is the first day on the new payroll. |
Archive the ROE Information
Run the Run Record of Employment Archive process for an individual employee or a group of employees. The output of the process is an archive of the ROE information and a Record of Employment Worksheet.
Use the Person Process Results task in the Payroll area to open and view the ROE archive results. Access the Record of Employment Worksheet from the Regulatory and Tax Reporting work area after the archive is run. You can view the ROE Worksheet by searching for the ROE archive payroll flow name within the Regulatory and Tax Reporting work area.
Generate the ROE File
The Run Record of Employment Interface task uses the archived information to generate the ROE file. You can submit the generated file to Service Canada through ROE Web.
ROE Amendments
Generate an amended ROE when you must change, correct, or update the information you entered on an ROE you previously issued. The amended ROE must include the original data, the updated data, and the serial number of the original ROE. Use the following two processes to issue an amended ROE:
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Import Record of Employment Data
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Run Record of Employment Amendment Archive
Service Canada ROE Web assigns the serial numbers, and you must import them into the Oracle Cloud Payroll application in order to report them on the amended ROEs. The ROE Web provides an interface to extract the serial numbers in XML format. The XML file also contains information to identify the employee.