Employee Dismissal and (Record of Employment)
In this guide you will complete the following steps:
  • Electronic Record of Employment (ROE web)
  • Appoint SimplePay as your ROE Web processes
    • Download ROE Web Client Employer Consent Form available in Company Setup page.(top right)
    • Form is pre filled with information as you entered in company setup page.
    • Print and Sign the form.
    • Mail original agreement to us at
      1550 South gateway Rd.,
      Suite 229
      Mississauga, ON
      L4W 5G6
    • Service Canada does not accept fax/scan copies.
    • It takes 3-5 weeks to register.
    • After SimplePay has been authorized, we will process ROEs for company employees on your behalf.
  • When do I need to submit an ROE (Record of Employment)?
    • You need to submit ROE in following situations:
      • End of service (employee is terminated)
        • Load employee in ROE Create page and save the required data.
        • Create electronic file from ROE Web page and submit to Service Canada OR assign SimplePay to submit ROEs on your behalf.
      • Interruption of Earnings
        • Load employee and date range for which ROE is to be submitted in ROE Create page and save the required data.
        • Create electronic file from ROE Web page and submit to Service Canada OR assign to submit ROEs on your behalf.
  • If employee is terminated, it is advised that you should TERMINATE THE EMPLOYEE BEFORE SUBMITTING ROE.
  • How do I terminate an Employee ?
    • Load Employee Setup form (Employee > Setup)
    • Load employee from dropdown
    • Select Terminated from Status drop down.
    • Enter date of termination.
    • User cannot set the termination date before the employees last actively processed pay period.
  • How do I create ROE ?
    • Terminated Employees:
      • Terminate the employee from Employee Setup page.
      • Load ROE Create page from Compliance > ROE > Create.
      • Load the Terminated employee from Employee dropdown list
      • Employee's date of hire OR date after the prior ROE is loaded as Start date and Termination date is loaded as the End date for the ROE.
      • Data is populated in all ROE fields and you just need to save some required info e.g. Contact person, Reason for Issuing ROE etc.
    • Interruption of Earnings:
      • If ROE is to be issued for interruption of earnings.
      • Load ROE Create page from Compliance > ROE > Create.
      • Load employee for whom ROE is to be submitted.
      • Select the dates in Start date and End date fields.
      • Data is populated in all ROE fields and you just need to save some required info.
  • How do I create electronic file ROE ?
    • Assign as your ROE processor:
      • You can assign to submit your ROEs on your behalf.
      • You need to send ROE Web agreement form, available in Company Setup page.
      • You just need to save required data for ROE and press the Submit for ROE Web button.
      • will submit ROEs on your behalf to Service Canada, you can see the ROE Report in PDF from Service Canada in ROE List page.
    • Do it yourself:
      • After saving the ROE for an employee go to ROE Web page from Compliance > ROE > Web.
      • Unmask sensitive information by providing your account password.
      • Select the ROE in the list, give the file name and select method = To be Submitted
      • Press Create ROE Web button.
      • ROE electronic file will be generated.
      • Submit this file on Service Canada web site.
  • How to Amend ROE ?
    • To amend an ROE go to ROE List (Compliance > ROE > List).
    • [Amend] link is given against ROEs with Issued status.
    • Click on [Amend] to load ROE data, ROE data can be updated with following constraints
      • Enter Serial Number of ROE Amended or Replaced in box [2].
        • This is the serial number of original ROE provided by Service Canada, if ROE is submitted by SimplePay you can find this number in ROE print available in ROE List, Unmask data to see View link in ROE list.
      • Dates of ROE cannot be changed due to system constraints.
      • SIN of employee should be same as in original ROE.
    • After making required changes, press Amend button
    • If ROE is managed by SimplePay, press Submit for ROE Web button, if you manage ROEs yourself, go to ROE Web page and generate ROE Web file and submit to Service Canada
  • Paper Record of Employment
  • How do I order paper ROE forms?
    • Contact the Employer Contact Centre to order paper ROE forms.
    • When you call, you will be asked to provide the following information:
      • Your 15-character payroll account number (PAN) issued by the Canada Revenue Agency
      • The name, address and telephone number of your business.
    • Please note that Service Canada no longer accept orders for paper ROE forms by fax.
  • What do I do with each copy of a paper ROE form?
  • How to manage outstanding Vacation Pay for Employee ?
    • Case:
      • January 25th is the last day for which paid of an Employee.
      • It means Final Pay period ending date is January 31.
      • There is an outstanding Vacation pay amount, not paid to employee.
      • Outstanding Vacation pay can be paid in next pay period. (i.e. Feb)
      • In Feb pay period only pay outstanding vacation pay amount to this employee.
      • Load Employee setup page and set status as terminated, and date of termination as 28 Feb.
      • Load ROE Create page it will auto populate 28 Feb as the ROE End date.
      • Set ROE end date to Jan 31 and press Load button.
      • Enter Vacation pay amount, paid in February period in BOX 17A.
      • Select check box Add block 15B/15C.
      • Save and submit ROE.