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When your employee leaves the company, you must create a Record of Employment (ROE) for them and submit it to the government. In this article, we go over the steps to follow to create, edit, print, and submit (web export) your ROEs. 

If you are unsure of how to edit your ROEs, please refer to the government guidelines and tutorials to edit your ROEs: https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/roe-guide.html

Pre-Requisites

  • The last timesheet for the employee should already be posted
  • The employee's employment status is set to 'inactive' or 'terminated'
  • The employee's termination date has been entered in their employee profile 

Creating ROEs

  1. Navigate to Forms > Record of Employment > Create. 
  2. Make a selection of either the standard ROE or an ROE based on the best 14 weeks. If you're not sure, review our FAQ. 
  3. Click "Next →" to continue. Note: There is no way to change an ROE once it is created, so if you wish to create the other type of ROE, you must delete the ROE and re-create it. 
  4. A list of employees whose employment status is set to 'inactive' or 'terminated' will be shown. Select the employee(s) that you'd like to create an ROE for. 
  5. Click "Next →" to continue. 
  6. Update and confirm your contact information accordingly. 
  7. Click "Next →" to continue. 
  8. Click "Process" to create ROEs for your selected employees. If there are any errors, a pop-up window will inform you of the error message and you can resolve them before continuing. 
  9. Close the window once the processing is complete. You can now edit your ROEs. 

Editing ROEs

  1. Navigate to Forms > Record of Employment > Edit. 
  2. A list of employees who have existing ROEs will be shown. Note: The ROEs based on the best 14 weeks will be indicated with a checkmark in the 'Best 14 Weeks' column, but the standard ROEs will not. 
  3. Double-click on an ROE that you want to review or edit. 
  4. Cycle through the tabs at the top of the window to review or edit each section of the ROE. 
  5. Once you are satisfied with the changes, click the checkmark icon at the top-right corner of the window to save your changes. 
  6. Repeat steps 2 through 5 for each ROE you wish to review or edit. 
  7. Close the window once all ROEs have been reviewed. You can now print your ROEs. 

Printing ROEs

  1. Navigate to Forms > Record of Employment > Print.
  2. Select whether you want to print all issued ROEs, all issued ROEs within a date range, or all ROES within a final period ending date within a date range. 
  3. Select the form you want to print, either with 53 boxes or with 27 boxes. 
  4. Enter a date range if required. You will not require a date range if you are looking to print all issued ROEs, according to step #2. 
  5. Click "Next →" to continue. 
  6. Select the ROEs that you want to print. 
  7. Click "Preview" to print-preview the ROEs, or click "Print" to print the ROEs without previewing them. 
  8. Close the window once all ROEs have been printed. You can now export your ROEs to ROE Web. 

Exporting ROEs

When exporting ROEs, it will create a .BLK file that contains multiple ROEs. You can then use this file to upload to the government website.

  1. Navigate to Forms > Record of Employment > Export to ROE Web.
  2. Select which employees you wish to include. 
    1. Select 'All employees' if you wish to export all terminated employees. 
    2. Select 'Selected employee' if you wish to export a specific employee. You can use the 'Search by Number' or 'Search by Surname' fields to find the employee you're looking for.
  3. Select a date range. 
    1. Set the 'Include ROE with final period ending date on or after' as the first date in the range to use for selecting ROEs. 
    2. Set the 'Exclude ROE with final period ending date after' as the last date in the range to use for selecting ROEs. 
  4. Select the destination of your file. This is where the .BLK file will be exported to. Include the name of the file in the destination. 
  5. Select the appropriate processing method. (Note: this is based on what your company is trying to do or upload, there is no "correct" option. If you are unsure which one your company requires, contact the CRA.)
    1. Select 'Draft' if you wish to send draft ROEs. 
    2. Select 'To be submitted' if you wish to send final ROEs for submission. 
  6. Click "Next →" to continue. 
  7. Select the ROEs that you wish to export. By default, all ROEs within your selected filters and parameters in the previous screen will be checkmarked. You can select/deselect whichever ROEs you wish to include. 
  8. Click "Export" to export the file. 

Uploading your ROEs to ROE Web

Please follow the government guidelines on uploading and submitting your ROEs electronically. You can find more information here: https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/reports/payroll-extract.html