How to get ROE from Service Canada portal

Overview: This guide will help with:

• When is ROE required [Record of Employment]?
• How do I terminate an Employee?
• How do I create ROE?
• How to modify data in 15A and 15 C?
• How do I create an electronic file ROE?
• How to manage outstanding earnings [Vacation Pay, Termination pay etc.] in last pay period

When is ROE [Record of Employment] required?

You need to submit ROE in following situations:

1. End of service [employee is terminated].
2. Interruption of Earnings.
3. Anytime the employee requests for one.

Terminate employee

1. Go to Employee > Setup [Note: ROE can be issued without terminating an employee].
2. Select employee from drop list

3. Set status = Terminated
4. Set termination date
5. Termination date MUST fall in a pay period with regular hours.

Create ROE

1. Go to Compliance > ROE > Create

2. Select employee from drop list
3. End date MUST fall in a pay period with regular hours. If last pay period on ROE does NOT have regular hours, change the end date and clock Load to regenerate the data.

4. Answer # 14 and 16

How to modify data in 15A and 15 C?

1. System populates data in 15A and 15C as processed in SimplePay.
2. Data can be modified in these panels. Overwrite and click Save to update data.
3. Mouse over to view the total amount for last pay period earnings, if you have value in 17A, 17B and 17C.
4. Click Save.
5. Changes can be reset to system values; Click Reset to undo changes.

How to create ROE Web file

1. Click Unmask [on main menu]

2. Go to Compliance > ROE > Web
3. Select Web processing method = To be Submitted
4. Enter the file name
5. Select employee[s] to include in ROE Web file
6. Press Create ROE Web File
7. Submit the file to Service Canada.

How to manage outstanding earnings [Vacation Pay, Termination pay, etc.]

Case 1

There are no insurable hours entered in last pay period of employee.

1. Change the End Date of ROE to last pay period with Insurable hours.
2. Earnings in last pay period can be managed in block 17 in ROE i.e.
   1. Vacation pay can be entered in block 17 A [and can also be added to block 15A and 15B].
   2. Bonus, Severance Pay or any other earnings can be entered in block 17C [and can also be added to block 15A and 15B].

Case 2

The last pay period has been processed [past payment date] and there is outstanding Vacation pay, Severance pay or any other Earning.

1. Go to Payroll.
2. Open the last processed payroll [with regular hours] for the employee and run adjustment to add outstanding earnings.
3. Payroll Adjustment guide:
   https://www.simplepay.ca/canada_payroll/help/guides/adjustments_guide/index.php