Create and Submit a Record of Employment (ROE)

Navigate to the Create ROE Workflow through the Record of Employment tab

You can also access the ROE workflow through your People list. Locate the relevant individual in your People list, click the drop-down arrow, and select Create an ROE. You'll also see options to Resume an ROE (if you previously abandoned an ROE workflow) or View ROE (if you have previously created an ROE for this individual). These options will only appear for Employees who are subject to EI.

1. Log into your Wagepoint account. In the navigation bar, select Record of Employment.

2. You will need to complete and sign the ROE SAT registration addendum if you would like to submit ROEs within Wagepoint. If you have not completed this step yet, do this now. If you have already signed the registration addendum, you will see a timestamp notice here.

3. When you are ready to enter the ROE workflow, click Create ROE.

4. Acknowledge that any payroll information you change on the ROE will not update payroll reports in Wagepoint, and that you accept responsibility for the accuracy of ROE data, by clicking Okay.

 

Step 1: Employee information

5. Under Select an Employee, choose the relevant employee from the drop-down menu.

If there are any issues with the Employee information, you will get an error message alerting you to the issue so you can correct it. If the Employee belongs to more than one pay group, you will also be able to choose the pay group this ROE will be for.

6. Under Reason for issuing this ROE (Block 16), select the reason you are creating an ROE for this individual.

Note: If you are unsure what reason code to use, please contact Service Canada.

7. Review the Name, SIN, Address, and Pay period type for your Employee. These will auto-populate based on the information in the employee's profile.

8. Review the Occupation (Block 13) for your employee and make any necessary changes.

9. Under Reporting information, enter the First day worked (Block 10), Last paid day (Block 11), Final pay period end date (Block 12) and, optionally, Expected date of recall (Block 14).

If the Employee has not yet been paid the final wages, you will receive a warning message.

10. When you've ensured the information is correct, click Continue.

 

Step 2: Insurable hours & earnings

Note: If the Employee has not been paid via the Wagepoint system, there will be no information populated in the ROE. However, you can create the ROE manually by inputting the information for each section.

11. Review 15a. Total insurable hours. This is a total of the hours worked for the reportable time frame.

12. Review 15b. Total Insurable earnings. This is a total of the insurable earnings for the reportable time frame.

13. Review 16c. Per pay period information. This table can be edited. However, if any changes are made, those changes will not be captured in the payroll reports. You may need to make changes to the T4/RL1 for the Employee.

14. If applicable: To make changes to Insurable earnings, locate the relevant pay period and click the pencil symbol.

15. If applicable: In the slide-out, make any changes to Income and Benefits codes and Insurable earnings Block 17c an 19. Click Save & Close to confirm your changes.

 

Step 3: Additional Payments

Note: Ensure earnings and hours in block 15c. PP 01 accurately reflect separation payments when you add or update amounts in this step. The employer takes responsibility for the accuracy of these changes.

 

16. Under Separation payments (Block 17), review and make changes to A. Vacation pay, B. Statutory holiday pay, and C. Other monies, as relevant.

17. You can add additional separation payments by clicking Add [pay type]. See examples below. Some separation payments will require a start and end date.

18. Under Comments (Block 18), add any other pertinent information. For example, if Bonus (Other) is paid, indicate what the bonus was for here. You can use up to 256 characters.

19. Under Payments toward Paid sick/maternity/parental/compassionate care/Family Caregiver leave or group wage loss indemnity (Block 19), fill out any necessary details.

For each payment, you'll need to include the Start date, End date, Amount, and whether it should be applied Per day or Per week.

20. Under Issuer Information, fill out the Issuer's first name (Block 22), Issuer's last name (Block 22), and Issuer's phone number (Block 21).

21. Click Continue. If any fields are missing or invalid, you will receive an error message. Make the necessary changes, and click Continue again.

 

Step 4: Review & submit

22. Click on Review & submit

23. Review your ROE document.

24. When you've ensured the accuracy of your ROE document, click Create & submit ROE.

25. Woohoo! Your ROE is on its way to Service Canada. Click Okay to return to the ROE page.

FAQ: ROEs

• The short answer is yes, you do need to wait for your payroll to be finalized and the reports generated to create an ROE for your employees.
  
  However, you do not need to wait for them to be paid. Once the reports are generated and you see your payroll is finalized you can begin the ROE.
  
  To check if your payroll has been finalized: In the navigation bar, click Payroll. Select the Finalized tab and review the table to see if the payroll is listed.
  
  
• Vacation payments can be added on the second step of the ROE workflow by following the steps in this video:
  
• If the ROE has been submitted electronically, the employee can obtain a copy by contacting Service Canada. However, you can also provide them with a PDF copy.
  
  To download a copy of an ROE created in Wagepoint: Navigate to Payroll > Record of Employment. Locate the relevant individual in the table, and click View ROE. This will open a PDF copy, which you can download and email or print for your employee.
• This often happens if you created the ROE before you've signed the ROE SAT addendum. Please contact us at [e-mail] so that one of our amazing team members can assist you. Once we receive your request and confirm the details with you we will remove the submitted status on your manual ROE so that you can submit it electronically.

• ROEs require consecutive pay period data to calculate the employee’s total insurable earnings. The number of consecutive pay periods depends on the pay frequency, as stated in Service Canada's ROE guidelines. The pay period data required for ROEs will not be carried over in the upgrade.

  After about 13 months (depending on your pay group frequencies) of using 2.0, you won't need the historical pay period data from 1.0 to create ROEs in 2.0 anymore.

  If an employee requires an ROE before the number of consecutive pay periods has passed in 2.0, you have two options:

  1. Create an ROE in 1.0 and a second ROE in 2.0
     Create and submit an ROE in 1.0 for the portion of the pay period data that was completed before you upgraded. Then, create and submit a second ROE in 2.0 for the potion of the pay period data that was completed after you upgraded.
  2. Manually enter the missing pay period data into 2.0, then create and submit your ROE in 2.0
     If you opt not to process ROEs for the payrolls you’ve run in 1.0, you will need to manually edit ROEs in the 2.0 application to include any missing pay period information if/when you need them.

  After you upgrade, you'll have the ability to create ROEs for your employees, but the rest of the app will only be available with view-only access.