An ROE needs to include all insurable earnings paid and insurable hours worked during the given employment period.
Therefore, we recommend waiting until all payments are made to the employee prior to issuing the ROE. This will ensure accuracy and save you time (and a headache) from having to make any adjustments afterwards.
When you're absolutely sure that you've paid the employee their final payment, issue the ROE in Humi. Humi will automatically capture all the insurable amounts and add them to the per period insurable earning fields (Block 15C) in the ROE.
However, if you've paid a terminated employee on an off-cycle payroll after generating the ROE, Humi is unable to capture this additional payment information and you must manually add them in.
There are a few scenarios when you may need to adjust an ROE. In this article, we'll explain each scenario in more detail but for a quick snapshot, the chart below is a brief summary of the ROE status and the manual adjustments required by you:
What to do if you made an additional payment to a terminated employee before you've generated the ROE
In this scenario, if you've paid the terminated employee on an off-cycle payroll and afterwards generated the ROE - Humi will be able to automatically add in all of the employee's insurable earnings including the most recent amounts paid on that off-cycle pay.
Note: If a payment is not set to deduct EI, then the amounts will not be included in the per period insurable earnings on the ROE.
What to do if you've paid a terminated employee after you've generated an ROE but before you've submitted it to the CRA
In this scenario, after you've paid the terminated employee on the off-cycle payroll, follow these steps to edit the ROE:
- Navigate to the "Payroll" module on the left menu
- Click the "Records" tab and click into the ROE dropdown option
- Click the 3 dots located at the top right corner
- Click Edit
Edit "Insurable Earnings" - Block 15C
Since you've made an additional off-cycle payment to the terminated employee after creating the ROE, you must now add the sum of the insurable amounts to the currently listed period in which they were paid in Block 15C.
In the example below, we will add $200.00 for 8 hrs x $25.00 per hour.
Edit "Insurable Hours" - Block 15A
After editing the "Insurable Earnings" in block 15C, you now need to edit the total "Insurable Hours" in Block 15A.
To do this, you need to determine the number of hours that should be added from the off-cycle payroll. Once you know how many "Insurable Hours" should be added, find Block 15A and edit the "Insurable Hours."
In our example, we will add 8 hrs to the "Total Insurable Hours" because we paid the terminated employee for 8 additional hours.
Note: If you’re paying out additional payments that are not regular wages, for example - Bonuses, Severance etc. then there is no need to adjust the total "Insurable Hours".
After you've updated the "Insurable Earnings" and the "Insurable Hours" scroll down to the bottom of the page and click "Save."
Now that you have the accurate ROE, you can submit it to the CRA.
Paying a terminated employee on an off-cycle payroll after you've generated and submitted an ROE
In this case, since the ROE has been submitted to the CRA you must contact firstname.lastname@example.org to have one of our Payroll Specialists amend the ROE for you to include the amounts paid to and/or additional hours worked for the terminated employee.