(CA) Edit a Record of Employment (ROE)

This article outlines the steps for editing a Record of Employment (ROE). To create an ROE, please see:

• (CA) Create and submit a new Record of Employment (ROE) for an active employee
• (CA) Terminate an employee and create, then submit, a Record of Employment (ROE)

Important Notes:

• For a video demo on how to edit an ROE in Wagepoint, please click here. 
• You must have a signed ROE SAT registration addendum on file in order to edit your ROE. Click here for more details. 
• Any edits to the payroll information in the ROE will not update payroll reports within Wagepoint. The employer takes responsibility for the accuracy of any changes to the pre-populated data in this ROE. 
• The workflow for editing an ROE is broken down into four (4) steps. This article walks you through each step. 
• Need some extra help? Consider navigating through this workflow with Service Canada’s “Block-by-Block instructions” open in another browser window. You can also find additional resources, and common mistakes to avoid, in this article.

Edit a Record of Employment (ROE)

1. Navigate to Reports > More > ROE Files. 
   
   
2. Click “View & Submit ROE” next to the correct employee’s name. 
   
   
3. Click “Edit”. 
   
   
4. Click “OK” to confirm that you have read the message in the on-screen module and proceed to edit.
   

    Step 1 – Employer, Employee & Payroll Information 
   

5. Review the “Employer Information” section. All information in this section will be pre-populated from the information saved in the Company > Company Info tab. All fields will be read-only. The information in this section is used to auto-populate Blocks 4 and 7 on the ROE.
   
   Note: Any changes you make to your Company settings will not be reflected in ROEs that are currently in progress. The new company data will be reflected in any ROEs created after the changes were made.
   
   
6. Review the “Employee Information” section. All information in this section will be pre-populated from the information saved in the Employees > Employee Name > The Person tab. If the information in the employee profile is valid, it will display as read-only. Fields that require your input will be open for data entry. The information in this section is used to auto-populate Blocks 8, 9 and 13 on the ROE.
   

   Notes:
   

   • Please ensure that the employee information you have saved under the Employees > Employee Name > The Person tab appears exactly as you would like it to appear on your ROE (including spacing and letter case). 
   • Please correct any invalid characters in the employee name and address. Invalid characters will lead to a rejection of your ROE file by Service Canada. Please note that French characters, as well as any foreign language characters, will lead to a rejection of the ROE.
     
     
   Occupation – This field is optional.
   
   Social Insurance Number – A valid Social Insurance Number (SIN) for the employee is required. Entering an invalid SIN will deactivate the “Submit to Service Canada” button until a valid number has been entered. 
   
   
7. Review the “Record of Employment - Payroll Information” section. All information in this section will be pre-populated from the information you provided during the “Create ROE” or termination workflow. You can edit this information, if you choose.
   
   Pay period type – If the employee is paid on a monthly or semi-monthly frequency, you will need to select the payroll frequency for the pay group associated with the employee. The information in this section is used to auto-populate Block 6 on the ROE.
   
   First day worked – Use the date picker to select the desired date. The information in this section will be used to auto-populate Block 10 on the ROE.
   

   Note: 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 for which paid – Use the date picker to select the desired date. The date must be equal to or 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 information in this section will be used to auto-populate Block 11 on the ROE.
   

   Note: If you delete the ROE without undoing the termination, any changes made here will not be reflected in the termination workflow, because any ROE data that you edit will be deleted.
   
   Final pay period ending date – Use the date picker to select the correct date. The information in this section will be used to auto-populate Block 12 on the ROE.
   

   Notes:

   • The date will automatically default to the cycle end date of the last payroll processed for this employee. You can change this date from the default to select another cycle end date of a last known payroll (regular or off-cycle). 
   • Wondering about the difference between “Last day for which paid” and “Final pay period ending date”? Think of the “last day for which paid” as the actual last day an employee was paid, and “final pay period end date” as the last day in the pay cycle. Often, these are two different dates.
     
     
   Expected date of recall – This section is optional. The selected date must be greater than the final pay period ending date. The information in this section will be used to auto-populate Block 14 on the ROE.
   
   Reason for issuing the ROE – Select the reason for the ROE. The information in this section will be used to auto-populate Block 16 on the ROE. 
   
   
8. Click “Save & Next” to proceed to the next step. You can also click “Save & Exit” to save the information you have edited and exit the workflow. Clicking “Cancel” will take you out of the “Edit ROE” workflow and back into the ROE review mode in the employee’s profile. Any changes made in the session will not be saved if you exit out of the workflow.
   

    Step 2 – Insurable Earnings

   
   
9. In Step 2, you will be able to view and edit all of the rows that capture the employee’s insurable earnings by pay period, based on the payroll frequency. The system automatically pre-populates data based on your specified reporting period (the first day worked to the final pay period end date). Review the data for accuracy and edit if/as needed. The information in this section is used to auto-populate Block 15c on the ROE.
   
   Notes:
   
   
   • The total number of enabled rows depends on the payroll frequency of the pay group. For example, a weekly payroll frequency will enable 53 rows; a bi-weekly payroll frequency will enable 27 rows; a semi-monthly payroll frequency will enable 25 rows and a monthly payroll frequency will enable 13 rows. 
   • The system automatically displays the information from your Wagepoint payroll data. However, you can enter historical data for payrolls prior to Wagepoint as well. This data will be stored and displayed on the ROE, but it will not impact payrolls processed in Wagepoint. If you delete the ROE, any historical data will need to be entered again.
   • The information is organized in descending order, starting with the most recent pay period end date. The values in PP1 should reflect the final pay period, including the last day for which paid. 
   • As you edit the data in the rows, the values in the “Total insurable earnings according to chart” and “Total insurable hours according to chart” will change to reflect the new totals. The tally in these boxes is read-only and must be edited by making changes directly to the rows. The tally information is used to auto-populate Blocks 15a and 15b on the ROE. 
   
   
10. Click “Save & Next” to proceed to the next step. You can also click “Save & Exit” to save the information you have edited and exit the workflow. Clicking “Cancel” will take you out of the “Edit ROE” workflow and back into the ROE review mode in the employee’s profile. Any changes made in the session will not be saved if you exit out of the workflow.
    

     Step 3 – Separation Payments 

11. In Step 3, you will be able to view and edit all separation payments related to this employee.
    
    Vacation pay – Click “+ Add vacation pay” to create a new row in the table (you can delete the row by clicking on the trash can icon next to it). Use the date picker to select the desired Start date and End date. Enter the Amount to be paid as vacation pay. The information in this section is used to auto-populate Block 17a on the ROE.
    

    Note: Please note that “vacation pay” has different rules depending on how it is being paid.  When the employee's vacation is set to be paid out each pay, Wagepoint will automatically state the reason code, as vacation was "included in each pay". You don't need to add anything to box 17.

    If the employee's vacation is set to accrue (or is not applicable) and you pay out vacation on the final payroll, Wagepoint will automatically report that amount as vacation pay in box 17 and include the reason "paid because no longer working" on the ROE.

    However, if you need to remove that amount from Box 17, for any reason, please note that you will also be responsible for reducing that vacation amount from PP1 in Box 15c.

    Statutory holiday pay – Click “+ Add statutory holiday pay” to create a new row in the table (you can delete the row by clicking on the trash can icon next to it). Use the date picker to select the desired Start date and End date. Enter the Amount to be paid as statutory holiday pay. The information in this section is used to auto-populate Block 17b on the ROE.
    
    Other monies – Click “+ Add other monies” to create a new row in the table (you can delete the row by clicking on the trash can icon next to it). Choose the code corresponding to the Type of payment from the drop-down menu (ex. Bonus/Holiday, Severance Pay, Gratuities, etc.) For a full list of codes, click here and scroll down to section 17c. Use the date picker to select the correct Start date and End date. Enter the Amount to be paid. The information in this section is used to auto-populate Block 17c on the ROE.
    

     Notes:

    • Any bonus paid in the last pay cycle has to be reported with the dollar amount. If the specific type of Bonus is not in the drop-down menu, please indicate it as "Bonus/Other". 
    • If you select “Bonus/Other” or “Other” as the Type, the comment box will become a required field to save the page. The information in this section is used to auto-populate Block 18 on the ROE. 
    • If you select a “U-SUB” code, such as Maternity/Parental/Compassionate Care/Family Caregiver Benefits or Layoff/Illness/Training, the Start date, End date and Amount fields will become disabled. A comment is not required. 
    • Please remember that “Pay in Lieu” and “Severance Pay” are two different things. “Pay in Lieu” has Employment Insurance (EI) premiums/deductions attached, while “Severance Pay” does not. “Pay in Lieu” should be listed in Step 2 as PP1 monies; whereas “Severance Pay” needs to be reported but is not added to PP1. If EI premiums were paid but you paid it out as "Severance Pay", please change this to "Pay in Lieu".
      
      

    Payments toward Paid sick/maternity/parental/compassionate care/family caregiver leaver or group wage loss indemnity – Fill out the appropriate row in the table, corresponding to the type of payment. The four options are:
    

    • PSL – Paid Sick Leave
    • WLI - Not ins. – Wage Loss Indemnity (Not EI Insurable)
    • WLI - Ins. – Wage Loss Indemnity (EI Insurable)
    • MAT/PAR/CC/FC – Paid Maternity/Parental/Compassionate Care/Family Caregiver Benefits leave

    
    You are only allowed to enter one of each type of payment. (For example, you cannot have two rows for  “Paid Sick Leave”.) The information in this section is used to auto-populate Block 19 on the ROE.
    
    Notes:
    

    • • • If you enter an amount, the Start date, End date and frequency columns will become required fields. 
        • For frequency, check the box that reads, “Per day” or “Per week”. You cannot check both boxes.
          
          
12. Click “Save & Next” to proceed to the next step. You can also click “Save & Exit” to save the information you have edited and exit the workflow. Clicking “Cancel” will take you out of the “Edit ROE” workflow and back into the ROE review mode in the employee’s profile. Any changes made in the session will not be saved if you exit out of the workflow.
    

     Step 4 – Communication Preferences 

13. Review your communication preferences and edit where needed/allowed.
    
    Communication preferred in – Select whether you would like to receive communication in English or French. The information in this section is used to auto-populate Block 20 on the ROE.
    
    Name of issuer – This read-only field auto-populates with the name of the ROE contact who signed the ROE SAT registration addendum. The information in this section is used to auto-populate Block 22 on the ROE.
    
    Contact number – This editable field auto-populates with the phone number of the administrator. If there is no phone number for a selected administrator on file, the number will default to the company phone number from the Company Info tab. The information in this section is used to auto-populate Block 21 on the ROE.
    
    Date issued – This read-only field auto-populates with the current date. The information in this section is used to auto-populate Block 20 on the ROE.
    
    
14. Click “Save and Review ROE”.
    
    Note: Clicking “Cancel” will allow you to continue editing.
    
    
15. Click “Submit to Service Canada” to submit your ROE.
    
    Notes:
    
    
    • Once an ROE has been 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.