Creating an accurate Record of Employment (ROE) can be nerve-racking. The good news is that Humi can do the majority of the heavy lifting for you by helping to generate this important form.
There are a few sections that require manual entry from you, so if you're an existing Humi customer, follow the steps below to get started!
Important Notes
- If you're a new Humi customer or are still in the onboarding process, you MUST issue all outstanding ROEs with your previous provider BEFORE setting up your Payroll with Humi. The start dates on all ROEs issued by Humi will be the start date you joined Humi for Payroll.
- Please keep in mind that the ROEs listed in Humi are NOT finalized copies.
- ROEs listed in Humi can only be downloaded in XML file format.
- ROEs are only considered final once they have been submitted or uploaded to the Government of Canada's Web ROE, and a serial number is issued.
- Humi can submit ROEs to the Government of Canada (GoC) on your behalf directly through your account, but only if you submit the document authorizing this action.
- Service Canada shares ROE information with the Government of Québec, which administers the Québec Parental Insurance Plan (QPIP). As a result of QPIP, no changes are planned to the ROE.
Records of Employment (ROE) Guide
Depending on the status of the employee you're issuing an ROE for, there may be a few additional steps you need to take.
Select the status of your employee from the tabs below to ensure you've got all your ducks in a row:
Issuing an ROE for an Active Employee
Sometimes you need to create an ROE for an employee who is still actively employed with your business.
This will be necessary if:
- You change your payroll frequency
- You change your payroll service provider
- The business changes ownership
- Your employee requests an ROE
- Or if an ROE is requested by Service Canada
In these situations, you can simply prepare an ROE up to the day the request is being fulfilled and enter the appropriate reason code.
Issuing an ROE for a Leave of Absence
When an employee goes on a leave of absence, you’ll likely need to issue an ROE. Before you do, here are a few things you’ll need to do first:
- First off, let's figure out the last day your employee will be reporting to work and receiving their regular insurable earnings. This date will be recorded as their official Last Day worked.
- Next up, we'll need to process the employee's final payment before they take their leave of absence.
Time Sensitive
Whenever there is an interruption to an employee’s insurable earnings, the employer must issue an ROE within five calendar days.
Issuing an ROE for a Terminated Employee
When an employee is terminated, you’ll need to issue an ROE. Before you do, here are a few things you’ll need to do first:
- First off, let's figure out the last day your employee will be reporting to work and receiving their regular insurable earnings. This date will be recorded as their official Last Day worked.
- Next up, we'll need to see if your employee is owed any vacation payout upon termination
- Once that's all done, let's process the employee's final payment.
Time Sensitive
Whenever there is an interruption to an employee’s insurable earnings, the employer must issue an ROE within five calendar days.
There are a few parts to generating ROEs in Humi. While the process does require some good attention to detail, the steps below will help walk you through each step with ease.
- In People, under the Directory tab, click on the filter icon next to the Status column
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Select the relevant status for the employee
- Search for and select the employee you'd like to issue an ROE for and Humi will direct you to their employee profile
- Click the three dots in the top right corner and select Issue ROE from the dropdown
What's Auto-Populated and What Requires Manual Entry on the ROE
ROE Block 15C: Automatically includes insurable earnings issued before and after the employee’s first and last day worked. Any earnings issued after the "Last Day Worked" must be manually added to the most recent pay period field.
Insurable earnings are classified as payments that are subject to EI premiums.
Vacation Pay (ROE Block 17A):
- If included in each paycheque → Auto-populates with code "Included with each pay."
- If paid out in the final regularly scheduled payroll → Auto-populates with the amount and code "Paid because no longer working."
- If paid after the final payroll → Must be manually recorded in both ROE Block 17A and the most recent pay period field under Block 15C.
Pay in Lieu of Notice (ROE Block 17C):
- Not auto-populated and must be manually recorded.
- If included in the final payroll → Auto-populates in Block 15C, but Block 17C must be manually updated.
- If issued after the final payroll → Must be manually added to both Block 15C and Block 17C.
Statutory Holiday Pay (ROE Block 15B): Not auto-populated. Only needs to be completed if the employee receives STAT pay for a holiday after their "Last Day Worked."
Once you click Issue ROE, Humi will direct you to the Edit Record of Employment page.
- The first section, Employee (Block 9), is auto-populated with information from the employee's profile. If any of these fields are incorrect or need to be updated, you must do so in their employee profile.
- Update the employee's profile information
- Use the three dots in the upper right-hand corner to reissue the ROE by selecting Issue ROE from the dropdown menu.
- The information on the ROE will now be updated.
- Next, review each field and enter any missing information or modify existing values.
- Select the applicable Reason Code
- When you've completed the ROE, click Save.
Have you double-checked?
There are some fields on this page that must be filled in with information or there will be an error in the submission. Payroll administrators should thoroughly review the information on this page to ensure that it's complete and accurate. ROE dates, insurable hours, and total earnings are all things to keep an eye out for.
Need more instructions?
For more information on how to complete the ROE form, check out this article from the GoC: How to complete the Record of Employment (ROE) form.
If you've already issued the ROE in Humi, and have made an additional payment on an off-cycle payroll, see this article: How to Amend an ROE.
If you've clicked save only to realize that you need to correct something or make an adjustment within the ROE, don't worry! You can still easily make the changes.
Reminder
- The ROE isn't final until it's been submitted to Service Canada's Web ROE portal.
To make an adjustment, follow the quick steps below:
- On the ROE page, click on the three dots on the top right, then select Edit from the dropdown.
- Make the adjustments needed and click Save when finished.
Once you've issued an ROE, you'll find it stored as a payroll record.
- In Payroll, click on the Records dropdown and select ROEs.
- Scroll or use the search bar to find the ROE that needs to be reviewed and click on it.
If you've made it this far, congratulations; we know this was a monster of an article! We hope this makes submitting ROEs a little less intimidating and that you feel more at ease doing so now!
Frequently Asked Questions
You're seeing that error because the amount in the first box of Block 15C needs to be higher than what’s in Block 17.
To fix the error, ensure that the total in the most recent pay period field under ROE block 15C includes their final regular earnings payment + any insurable separation payments (Pay in Lieu, Vacation Pay) recorded in the separation payments section.
Please also make sure that the date entered as the "Last Day Worked" is the last day that the employee reported to work and received regular earnings.
Humi only lets you put an employee's earnings and hours on one ROE draft at a time. If you accidentally create more than one, the first one will have all the data, and the others will just show $0.00.
What to do:
You’ll need to clear out those empty duplicates and stick with the original one. Here’s the quick way to delete them:
- Go to Payroll > Records > ROEs.
- Find the duplicate ROE in the list and click it.
- Click the three dots in the top-right corner.
- Hit Delete.
The reason Humi recorded 0.01 in this pay period field is that we did not have earnings recorded in that pay period on the ROE. Service Canada requires that the pay period field overlap with the employee's "First Day Worked" and must include earnings.
If this field does not include earnings, the Humi support team bypasses the error by inputting 0.01 in this pay period field.
Need a little extra help?
For detailed instructions, check out the Government of Canada's guide on How to complete the record of employment (ROE) form.
How to find an ROE that's already been issued
If you've already issued an ROE and want to make more edits, go to Payroll > Records tab > select ROEs from the drop-down menu > search for ROE by employee name