Records of Employment (ROE) Guide - How to Issue, Edit, Review and Submit ROEs

A "Record of Employment" (ROE) is the document employees use to apply for Employment Insurance (EI) benefits. It that contains information about their employment history, hours worked and the total earning amount while employed.Whenever there is an interruption to an employee’s insurable earnings, the employer must issue an ROE within five calendar days.

The information on the ROE determines your employee's EI claim eligibility and payment amounts, so all earnings and hours must be recorded as accurately as possible.

Creating accurate ROEs can be nerve-racking, but the good news is that Humi can do the majority of the heavy lifting in generating this form. However, there are a few sections that require manual entry from the employer.

Important Notes

If you're a new Humi customer, or are still in the onboarding process, you MUST issue all outstanding ROE's with your previous provider PRIOR to 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 finalised copies.

ROEs are only considered final once they have been submitted or uploaded to the Service Canada Web ROE (Service Canada's portal) and a serial number is issued.

Humi can submit ROEs to Service Canada on your behalf directly through your account but only if you submit the document authorizing this action.

If you're an existing Humi customer please follow the steps below.

This ROE guide will explain the things you should do before issuing ROEs and how to:

  • Issue an ROE
  • Edit an ROE
  • Review an ROE
  • Submit an ROE

In order to issue an ROE for an employee, the employee must be terminated in Humi. If you're unsure how to terminate an employee in Humi, click here. 

Once you've terminated the employee, you'll see an option to "Issue ROE" on their account. 

Prior to issuing ROEs, there are two things you should do:

  1. Update the employee's email to their personal email – If the terminated employee had a company email set up on their Humi account, you should change their primary email to their personal email so their T4 will be sent to the correct email account.
    To do this, you can ask them for an updated email but if that isn't possible you can use the email saved on their account from when they were first invited to join Humi.
    You can find this email by navigating to their employee profile > click on the "More" tab > choose the dropdown option "Account"> Check the "Emails" field. This is where you will update their email.
  2. Ensure that the employee's final earnings are processed. 

Learn more about terminating employees here.

How to issue an ROE

1. In "People," under the "Directory" tab, click on the filter icon next to the "Status" column and select the "Terminated" checkbox.  Screen_Shot_2022-11-01_at_10.57.01_AM.png

2. Select the terminated employee and Humi will direct you to their employee profile. Click the 3 dots in the top right corner and select "Issue ROE" from the dropdown.

Edit an ROE

Once you click "Issue ROE" Humi will direct you to the "Edit Record of Employment" page.

Screen_Shot_2021-10-12_at_12.31.12_PM.png

1. The first section, "Employee (Block 9)," is autopopulated with information from the employee's profile. If any of these fields are incorrect or need to be updated, you must do so in the their employee profile." (People > Filter by "terminated" status > Choose an employee > Employee Profile)

Update their employee profile information, then reissue the ROE by clicking on the three dots in the upper right-hand corner and selecting "Issue ROE" from the dropdown menu. The information on the ROE will now be updated.

2. Next, review each field and enter any missing information or modify existing values.

Important note

There are some fields on this page that must be filled in with information otherwise there will be an error in the submission.

Humi Payroll populates the ROE with all applicable payroll data when it's created. However, 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.

For more information on how to complete the ROE form, check out this article: How to complete the record of employment (ROE) form.
If you've already issued the ROE, and have made an additional payment on an off-cycle payroll, click here to find out how to edit your ROE. 

3. When you've completed the ROE, click "Save." 

Making adjustments to the ROE

If you clicked "Save," but then noticed that you need to correct something or make an adjustment within the ROE, you can still easily make the changes because this ROE is not final until you submit it to Service Canada's Web ROE portal.

1. On the ROE page, click on the three dots on the top right, then select "Edit" from the dropdown.  Screen_Shot_2022-11-01_at_4.20.45_PM.png

2. Make the adjustments needed and click "Save" when finished.

Review an ROE

Once you've issues an ROE, you'll find it in stored as a payroll record.

1. In "Payroll," click on the "Records" dropdown and select "ROEs."  Screen_Shot_2022-11-01_at_11.58.28_AM.png

2. Scroll or use the search bar to find the ROE that needs to be reviewed and click on it. 

Important note

If you issued the ROE to the employee more than once due to the need to edit information or for any other reason, you will see multiple ROEs for the employee but the last one on the list will be the most updated one.

In the example below, the ROE for Robert California was re-issued three times. The most updated ROE will be the last one.

Multiple_ROEs_for_employee.png

Submit ROE

In Humi, you can submit ROEs in two ways, depending on the authorization you set up during implementation.

  1. Humi is authorized to submit ROEs on your behalf
  2. Humi is not authorized to submit on your behalf so you must manually submit the ROE on "ROE Web"

Option 1) Humi is authorized to submit on your behalf

During your onboarding to Humi, if you gave Humi the authorization to submit ROEs on your behalf, Humi will automatically process the ROE submission request when you click the "Submit ROE" button.

Note

If you did not authorize Humi during your onboarding, and you would like Humi to submit ROE on your behalf, please email support@humi.ca to request an ROE authorization form.

The form will be sent to the signing officer at your company. Once this is completed, a request for approval will be sent to Service Canada. Unless the authorization is denied or otherwise specified, the turnaround time for ROE authorizations typically ranges from 1 to 20 business days.

When it is complete, Humi will notify you and enable the "Submit ROE" option in the payroll account.

How to submit the ROE through Humi

  1. After completing the ROE and clicking "Save," click on the "Submit ROE" button in the top right corner. Screen_Shot_2022-11-01_at_4.19.45_PM.png

The turnaround time for submitting an ROE is usually within 24 hours.

If a submitted ROE needs amendment, please contact support@humi.ca, provide the employee ROE and mention the fields that need to be amended.

Important note

If you do not see a "Submit ROE" button when you've completed the ROE, this means that Humi isn't authorized Humi to submit ROEs on your behalf. In this case, you must follow the steps outlined below for Option 2.

Option 2) Humi is not authorized to submit on your behalf, so you must manually submit the ROE on "ROE Web"

  1. In "Payroll," click on the "Records" dropdown and select "ROEs." 
  2. Click on the most updated ROE created for the employee (this will be the last one if you issued more than one).
  3. From here, click on the three dots in the top right corner and select "Download" from the dropdown.
    This will automatically start the download process for an XML file that contains the ROE informationScreen_Shot_2022-11-01_at_4.20.45_PM.png
  4. Log in to Web ROE, go to the ROE main page and upload through the web service.
  5. For additional assistance, you can contact the Employer Contact Centre.

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!

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