(CA) Terminate an employee, then create and Submit a Record of Employment (ROE)

This article covers how to terminate an employee, create a Record of Employment, and submit the ROE to Service Canada.

Before you start

Please ensure that you've reviewed the items below before you begin the workflow. This will ensure a smooth ROE process and help you avoid common mistakes.

• If you wish for Wagepoint to submit your ROE to Service Canada, you must sign the ROE SAT registration addendum prior to beginning the Create ROE workflow.

  • If you do not sign the registration addendum before creating an ROE, you will be responsible for submitting the ROE to Service Canada using your ROE Web account – you will need to manually enter the data from your Wagepoint ROE into ROE Web. (Please call 1-800-367-5693 to re-claim your ROE Web account.) Wagepoint can only generate one ROE for a given employee and time frame.

• Did you run an off-cycle payroll? All regular and off-cycle payrolls should be reported on the ROE. 
  • If the off-cycle payroll falls between regular payrolls, the hours and amounts of the off-cycle payroll will be added to the pay period with the regular cycle end date. 
  • If the last payroll is an off-cycle, the hours, amount and cycle end date of the off cycle will be reported in PP1 in Block 15.

• Please ensure that your company information is accurate and up-to-date before you begin.

  • This information is used to pre-populate the Employer Information on your ROE (Blocks 4 and 7). Any changes made after the ROE is started will not be reflected in ROEs that are currently in progress. You can change your company information by navigating to Company > Company Info tab.

• Before terminating the employee, ensure you’ve paid the employee all outstanding wages and only change the employment status after finalizing payroll.

Terminate an employee and create/submit a Record of Employment

1. Navigate to the Employees tab.

2. Scroll down to find the employee you wish to terminate and create an ROE for.

3. Navigate to the Actions column corresponding to the correct employee and select Terminate employment from the drop-down menu.

4. Review the Before you change this employee's status reminder and ensure that you have paid the employee all outstanding wages and only change the employment status after finalizing payroll.

5. Complete the Change Employment Status module:

• Last day worked (Block 11 on ROE) – Select the date. The date must be greater than the cycle start date and less than or equal to the cycle end date of the last pay period processed for this employee.
• Disable access – Set the toggle to Yes  to disable the employee’s access to the Wagepoint portal.
• Eligible for rehire – Set the toggle to Yes to make this employee eligible for rehire.
• Checkbox – Confirm that all outstanding wages, including vacation, commissions, etc. for this employee have been paid.

6. Click Submit.

• If you click Cancel, the workflow will be terminated and the person will not be terminated.

7. Complete the Create ROE module:

• Reason for ROE (Block 16 on the ROE) – Select the correct reason for creating the ROE.
• First day worked (Block 10 on the ROE) – Select the correct date.
  • If this is the first ROE for this employee, the date will automatically default to the hire date. If this is the first ROE for this employee after being brought back into active status through the rehire process, the date will automatically default to the rehire date. You can change this date from the default to select any date greater than the employee’s hire/rehire date.
• Last day worked (Block 11 on the ROE) – The date will be pre-populated based on the information provided from the termination workflow. You can use the date picker to select a different date, if needed. The date must be greater than the cycle start date and less than or equal to the cycle end date of the last pay period processed for this employee.
  • The final pay period end date in Block 12 will automatically be populated based on this date selection by looking at the pay period in which this last working day falls. You can update the final pay period end date by editing the ROE you create through this workflow.
  • You cannot create an ROE for a date range that has already been reported on a previous ROE (manual or automatic).

8. Click Create ROE.

• If you click I’ll do this later, the module will close. You will be able to resume this ROE at a later time by navigating to Employees > Terminated Employees and selecting Resume ROE from the drop-down menu under Actions next to the employee’s name.

9. If you have signed an ROE SAT registration addendum prior to creating the ROE, you will be taken to the terminated employee’s profile, where you will have the option to edit the ROE or submit it to Service Canada.

• To edit the ROE, click Edit. Instructions for editing an ROE can be found here.
• To submit the ROE, click Submit to Service Canada.

Next steps

If you have signed the ROE SAT addendum prior to creating the ROE and submitted to Service Canada:

• You can check on the status by navigating to Reports > More > ROE Files. Immediately after submitting, the status will read, "Submission in progress." 
• You will receive an automatic email from Wagepoint notifying you if Service Canada has processed your file successfully or if there are any issues you need to fix and resubmit.

If you have not signed an ROE SAT registration addendum prior to creating the ROE:

• You will be able to view the ROE by navigating to Reports > More > ROE Files. The submission status will display as ROE Web/Manual. You will need to submit the ROE to Service Canada using your ROE Web account. Please call 1-800-367-5693 to re-claim your ROE Web account.

To undo a termination

You can undo a termination only if the ROE has not been submitted to Service Canada. When you undo a termination, the employee will be placed back into active status, with their original hire date.

1. Navigate to Employees > Terminated Employees.
2. Under Actions next to the terminated employee's name, select Undo termination.