How to issue and submit a Record of Employment (ROE)

1. Log in to Employment Hero. 
2. On the left-hand side navigation, click on People.
3. Click on People List.
4. Click on the Filters button.
5. Click on Worker Status. 
6. Click on Terminated/Concluded. 
    
7. Click on Apply.
8. Click on the employee whose ROE you wish to update.
9. 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. 
10. 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).
11. 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 (e.g., Shortage of Work/Layoff).
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.

Option A: Manual submission via XML download

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)

1. Mark it submitted, and the ROE status and Serial Numbers will update automatically in the ROE Management dashboard.

1. Log in to Employment Hero. 
2. On the left-hand side navigation, click on Settings. 
3. On the Payroll tile, click on ROE Authorization.

4. Read the authorization terms.

5. Select the checkbox to confirm that you authorize Employment Hero to submit ROEs to Service Canada on your organization's behalf.

6. Select Acknowledge.

7. You don't need to sign a separate form. Automatic submission applies to ROEs created after you complete this step.

1. Log in to Employment Hero. 
2. On the left-hand side navigation, click on Settings. 
3. On the Payroll tile, click on ROE Authorization.

4. Read the authorization terms.

5. Select the checkbox to confirm that you authorize Employment Hero to submit ROEs to Service Canada on your organization's behalf.

6. Select Acknowledge.

   You don't need to sign a separate form. Automatic submission applies to ROEs created after you complete this step.

Create the ROE as you normally would. The steps are the same as the manual process. Before you move on, check that:

• The reason for issuing the ROE (block 16) is selected.

• Total insurable earnings (block 15B) is above $0.

• Any separation payments, such as vacation pay (block 17A) or statutory holiday pay (block 17B), are complete.

• The company and employee addresses are complete.

1. Review the ROE. Check it carefully, because it can't be edited or changed once it's submitted. If you need to fix something afterwards, you'll have to amend it.

2. Select Submit ROE to Service Canada, then confirm in the pop-up.

3. Service Canada usually approves an ROE within 12 to 25 minutes. You can check its status on the ROE Management page.

If Service Canada rejects an ROE, its status shows as rejected, and the reason appears on the ROE.

1. Open the ROE and read the reason.

2. Correct the details.

3. Submit the ROE again.

Common reasons for rejection:

• An incomplete company or employee address

• An invalid Other Monies code (block 19)

• Insurable hours or earnings outside Service Canada's allowed range

If you can't resolve a rejection, contact Employment Hero support.

Once an ROE has been submitted to Service Canada, you can't edit or delete it. If something is wrong or has changed, submit an amended ROE instead.

Amend the existing ROE, rather than creating a new one, when:

• You find an error in an ROE that Service Canada has already accepted.

• An employee receives a payment after you've submitted their ROE. For example, a parental leave top-up or a settlement payout.

To amend an ROE:

1. Log in to Employment Hero. 
2. On the left-hand side navigation, click on Pay.
3. Under the Payroll submenu item, click on ROE Management.

4. Find the employee's accepted ROE. 

5. Select the vertical three-dot menu, then select Amend.

6. A new draft opens, labelled Amendment, with all the details copied from the original ROE. The original serial number is filled in automatically and cannot be changed.

7. Update the details that need to change.

8. Review the ROE, then select Submit ROE to Service Canada.

9. Check the status on the ROE Management page. Once Service Canada accepts the amendment, it gets its own serial number and stays linked to the original ROE.