How to Issue and Submit a Record of Employment (ROE)

A Record of Employment (ROE) is an official form issued by an employer that details an employee's work history with that company. It captures:

• Total insurable hours worked
• Total insurable earnings
• The reason for the work interruption (for example, Code A for shortage of work/layoff, Code E for quit, Code M for dismissal, Code P for parental leave)

An ROE is submitted to Service Canada and provides key data used to determine a person's eligibility for benefits such as Employment Insurance (EI).

The most common situations that require an ROE are:

• An employee is terminated or laid off
• An employee resigns or quits
• An employee experiences an interruption of earnings. The exact definition of "interruption" depends on the employee's working agreement (for example, full-time or part-time).

An ROE must be filed with Service Canada in a timely manner. The timeline depends on the filing method (electronic or paper). Only electronic filing is supported in the platform; any paper filing happens outside of the platform.

If you are issuing an ROE electronically, you have five calendar days after the end of the pay period in which the employee's interruption of earnings occurs to issue it. An interruption of earnings includes situations where employment ends or the employee leaves because of pregnancy, injury, illness, adoption leave, layoff, leave without pay, or dismissal.

When an ROE is submitted electronically, the employee can access it through their My Service Canada Account (MSCA), so you are not legally required to give them a copy. If you file using the paper form, you must provide the employee with a paper copy.

There are two ways to submit ROEs to Service Canada. Both are available to you, and using one does not remove or block the other.

• Manual external submission: Finalize the ROE in the platform, download the XML file, and upload it to Service Canada yourself.
• Integrated in-platform submission (beta): Submit the ROE to Service Canada directly from the platform using Secure Automated Transfer (SAT).

1. Navigate to the Employee Profile. (Go to People > Employee List > Add Filter: Terminated > Click on employee)
2. Locate and click the Issue ROE button in the top right corner of the profile header of a terminated employee. The Issue ROE button is located under the Onboarding List of an active employee. 
3. In the "Dates needed to generate ROE" pop-up:
   • Select the First day worked (block 10).
   • Select the Last day worked for which paid (block 11).
4. Click Generate ROE.

Once the ROE is generated, you will be taken to the draft page. If information is missing or needs correction:

1. Click the Edit button at the top right.
2. ROE Details: Select the Reason for issuing ROE (block 16) from the dropdown (for example, Code A: Shortage of Work/Layoff, Code E: Quit, Code M: Dismissal, Code P: Parental leave).
3. Insurable Earnings: Ensure the Total insurable earnings (block 15B) is greater than $0. If it is $0, manually enter the correct amount.
   Note: The insurable earnings and hours only show up in one ROE at a time to avoid overlapping or duplication of calculations.
4. Separation Payments: If applicable, add details for Vacation Pay (block 17A), Statutory Holiday Pay (block 17B), or other monies.
   Note: If you add rows to this section, they must contain values. If any rows are empty, you won't be able to save. 
5. If any other fields are mandatory, they'll be highlighted in red and must be completed before you can save it.
6. Click Save to update the draft.

After an employee has been terminated or placed on leave, go to Pay > ROE Management to finalize the ROE. Then submit it using one of the methods below.

Option A: Manual external submission

1. On the ROE Management page, find the employee and click View.
2. From here, click the Download XML file button to save a copy for your records and for the manual upload to Service Canada.
3. After downloading the XML file, you must manually submit the ROE to Service Canada. Click here for a step-by-step guide on how to submit it. 

4. To finalize the process within the platform, you can click Mark as submitted.

   Warning

   Only when the ROE is submitted to Service Canada, should it be marked as submitted. After being marked as submitted, the ROE can NOT be edited or deleted. If you need to edit the ROE, you must amend the ROE on Service Canada.

Option B: Integrated in-platform submission (beta)

In-platform submission uses Secure Automated Transfer (SAT) to send the ROE to Service Canada directly from the platform, so you don't need to download and upload the file yourself.

1. If you haven't already, go to Settings > ROE Authorization and agree to the Terms of Service. Authorization is instant, with no approval period.
2. Go to Pay > ROE Management and open the ROE for the terminated employee.
3. [Add the submit action and any confirmation or status steps here.]

Note: You can use either method at any time. Choosing one does not remove or block the other.

1. To view all records, navigate to ROE Management (Pay > Payroll: ROE Management).
2. Here you can see a list of all employees, their ROE status (Open or Submitted), and the date created.
3. Use the three-dot action menu (...) next to an entry to:
   • View the ROE.
   • Download the file.
   • Delete a draft (Open status only).