(CA) Edit a Record of Employment (ROE)

This article walks you through the process of editing an ROE.

• If you need to create/submit an ROE for an active employee, click here.
• If you need to terminate an employee and then create/submit an ROE, click here.

Important Notes!

• Any edits to 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. 
• 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.

Before you start:

• You must have a signed ROE SAT registration addendum on file in order to edit your ROE. Click here for more details. 
• 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). 
  • 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.
• 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.

Navigate to the Record of Employment Workflow

1. Navigate to Reports > More > ROE Files. 

2. Locate the relevant employee and click View & Submit ROE.

3. Click Edit. 

4. Review the on-screen message and click OK to confirm that you understand.

Step 1: Employer, Employee, and Payroll Information

1. Review the Employer Information section. Wagepoint will pre-populate this information based on the 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.

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.

2. Under Employee Information, review the following fields: 

• Employee's name and address
• 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. 
  • The SIN cannot be amended after the ROE is submitted. If the ROE is submitted with an incorrect SIN, the ROE will need be cancelled with Service Canada and deleted in Wagepoint, and a new ROE will need to be submitted with the correct SIN.

Wagepoint will pre-populate this section based on the the Employees > Employee Name > The Person tab. The information in this section is used to auto-populate Blocks 8, 9 and 13 on the ROE.

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.

3. 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.

• Pay period type (Block 6 on ROE) – 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. 
• First day worked (Block 10 on ROE)– Select the desired 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 for which paid (Block 11 on ROE) – 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.
  • 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 (Block 12 on ROE) – Select the correct date. 
  • 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.
• (Optional) Expected date of recall (Block 14 on ROE) – The selected date must be greater than the final pay period ending date.
• Reason for issuing the ROE (Block 16 on ROE) – Select the reason for the ROE.

4. 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

In this step, you will review and make any changes to the insurable earnings for the employee.

In the table, you'll find the pay period end dates, insurable earnings, and insurable hours that have been pre-populated based on the reporting period (the first day worked to the final pay period end date). The information in the table is used to auto-populate Block 15c on the ROE.

1. Review each row for accuracy and edit if/as needed.

• How many rows should be filled out? 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. 
• Can I enter historical data for payrolls prior to Wagepoint? 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.
• How are the pay periods numbered? 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. 

2. Review the Total insurable earnings according to chart and Total insurable hours according to chart.

• 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.
  • The value in 15b will be calculated based on Service Canada's requirements, depending on the payroll frequency. For example, for a bi-weekly frequency, 15b will display the total of up to 14 pay periods. If there are more than 14 pay periods, this value will not equal the the total of all pay periods in 15C.

3. 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

1. Review and make any changes to the employee's vacation pay, statutory holiday pay, and other monies:

Vacation pay (Block 17a on ROE) –

• Do not enter dates for vacation that is paid out upon separation.
• Under Amount, enter the dollar amount to be paid as vacation pay. 
• Click + Add vacation pay to create a new row in the table
• Click the trash can icon to delete a row

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 (Block 17b on ROE) –

• Under Start Date and End Date, enter the relevant dates
• Under Amount, enter the dollar amount to be paid as statutory holiday pay. 
• Click + Add statutory holiday pay to create a new row in the table
• Click the trash can icon to delete a row

Other monies (Block 17c on ROE) –

• Under Type, choose the corresponding code from the drop-down menu
  • For a full list of codes, click here and scroll down to section 17c
• Under Start Date and End Date, enter the relevant dates
• Under Amount, enter the dollar amount to be paid.
• Click + Add other monies to create a new row in the table
• Click the trash can icon to delete a row

Some important reminders:

• Bonus paid in the last pay cycle: Any bonus paid in the last pay cycle must 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.
• Bonus/Other or Other Type: Under Type, if you select Bonus/Other or Other, 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.
• U-SUB codes, such as Maternity, Parental, Compassionate Care, Family Caregiver Benefits, or Layoff/Illness/Training: On any U-SUB codes, the Start date, End date and Amount fields will become disabled. A comment is not required.
• Pay in Lieu v.s. Severance Pay: 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.

2. Under Payments toward Paid sick/maternity/parental/compassionate care/family caregiver leaver or group wage loss indemnity (Block 19 on ROE), fill out the appropriate row in the table, corresponding to the type of payment.

This section includes:

• 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

Some important reminders:

• You can only enter one of each type of payment. (For example, you cannot have two rows for Paid Sick Leave.)
• If you enter an amount, then the Start date, End date and frequency columns will become required fields. 
  

3. 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

1. Review and make any desired changes to your communication preferences:

• Communication preferred in (Block 20 on ROE) – Select whether you would like to receive communication in English or French.
• Name of issuer (Block 22 on ROE) – This read-only field auto-populates with the name of the ROE contact who signed the ROE SAT registration addendum.
• Contact number (Block 21 on ROE) – 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.
• Date issued (Block 20 on ROE) – This read-only field auto-populates with the current date.

2. Click Save and Review ROE.

3. Click Submit to Service Canada to submit your ROE.

What happens next?

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.