Important notes before you get started:
- A video demo for creating and submitting a new ROE for an active employee can be found here, if you prefer to watch, rather than read! :)
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. This will authorize Wagepoint to submit the ROE. 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.) In most cases, Wagepoint can only generate one ROE for a given employee and time frame, except in special circumstances, such as a change in payroll frequency (which always requires an ROE).
Please ensure that your company information is accurate and up-to-date before you begin, as it is used to pre-populate the “Employer Information” on your ROE (Blocks 4 and 7) and 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.
- 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.
Create and submit a new Record of Employment (ROE) for an active employee
Navigate to the “Employees” tab.
- Scroll down to find the active employee you wish to create an ROE for.
- Navigate to the “Actions” column corresponding to the correct employee and select “Create ROE” from the drop-down menu.
Note: The “Create ROE” link will only display for active employees whose “Exempt from EI” toggle is set to “No”. To change this toggle setting, click “Edit” next to the employee name and navigate to Tax Info > Exempt from EI. Please note that ROEs cannot be created for employees who have been set to EI Exempt for their entire pay history, as they have not paid EI premiums and are not entitled to receive EI benefits. Only change this setting in case of a mistake, and ensure that both the employee EI premiums, as well as the employer portion, have been paid before you create the ROE.
- Complete the “Create ROE” module:
Reason for ROE – Select the reason for creating the ROE. The information in this section will be used to auto-populate Block 16 on the ROE.
Pay group – Select the pay group associated with the employee. The information in this section will be used to auto-populate Block 6 on the ROE. It only applies to employees who have been paid at different frequencies. Note: You should create the ROE for the oldest pay group first, so that the information is reported in sequence, oldest to newest.
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.
- 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.
- The “first day worked” date can also be the cycle start date for any pay period that has not yet been reported to Service Canada.
Final pay period end date – Use the date picker to select the desired date. The information in this section will be used to auto-populate Block 12 on the ROE.
- 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.
- When you create an ROE through this workflow, we’ll default the Last day for which paid to be the same date as the final pay period end date. You can update the Last day for which paid 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).
5. Click “Create ROE”.
Note: If you click “Cancel”, the workflow will be terminated and no ROE will be created.
6. If you have signed an ROE SAT registration addendum prior to creating the ROE, you will be taken to the employee’s profile, where you will have the option to edit the ROE or submit it to Service Canada. Click “Edit” to edit the ROE. (Instructions for editing an ROE can be found here.) To submit the ROE, click “Submit to Service Canada”.
- 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.
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.
Create an additional Record of Employment (ROE) for the same employee
You may create an additional Record of Employment (ROE) for an employee with an already existing ROE in the system – as long as the reporting period does not overlap. Follow the steps in the above article to create additional ROEs.
- If you are submitting multiple ROEs for the same employee, the ROEs must be submitted to Service Canada sequentially, in payroll date order. For example, the option to submit the second ROE will be disabled until the status of the first ROE changes to “Submission in progress”.