A Record of Employment (ROE) provides information on employment history and is the document used by employees to apply for Employment Insurance (EI) benefits. Whenever there is an interruption to an employee’s insurable earnings, the employer must issue an ROE within five calendar days.
As the EI claims eligibility and their payments are dependent on the ROE, all earnings and hours must be recorded as accurately as possible.
This can be a little nerve-wracking, but the good news is that Humi can do the bulk of the heavy lifting in generating this form, but there are still a few sections that require some manual entry from you (the employer).
Important Notes:
If you are a new Humi customer, or 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.
Additionally, please note that ROEs listed in Humi are NOT finalized copies.
ROE's are only final after they are submitted/uploaded to 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 are an existing Humi customer please follow the steps below.
This ROE guide will cover the following steps from creating to submitting ROEs:
- Issue ROE
- Review ROE
- Edit ROE
- Submit ROE
In order to issue an ROE for an employee, the employee must be terminated in Humi. If you are unsure how to terminate an employee in Humi, click here.
Once the employee has been terminated, there will be an option to "Issue ROE" on their account.
Prior to issuing ROEs, there are two things you should do:
1. If the terminated employee had a company email set up on their Humi account, you should update it back 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. Please ensure that the employee's final earnings are processed.
You can learn more about terminating employees here.
1. Navigate to the terminated employee's profile (Click the People module > Filter/Change status to terminated > find employee)
2. Click the 3 dots in the top right corner and click "Issue ROE"
Once you click "Issue ROE" you'll be automatically directed to the "Edit Record of Employment" Page.
1. If any of the information populated in the "Employee (Block 9)" field needs to be updated, you can only update it within the "Employee Profile." (People > search employee name > click on the employee > Employee Profile)
Update any information needed within the "Employee Profile" then click the three dots in the right-hand corner again and choose "Issue ROE" from the dropdown menu. The new information will now be updated on the ROE.
2. Next, scroll down through each field and fill in any missing information or modify existing values. Some fields cannot be empty, and if not filled in will cause an error in the submission.
When an ROE is created, Humi Payroll automatically pre-fills it with all applicable payroll data.
However, it is highly recommended that payroll administrators review the information in the ROE to ensure they are complete and accurate. Some areas to look out for in particular are ROE’s dates, as well as insurable hours and earnings.
For more information on how to complete the ROE form click here: 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.
If you clicked save and notice that you need to correct something or make an adjustment within the ROE, you can do so by following these instructions. Remember, this ROE is not final until you submit it to Service Canada's Web ROE portal.
On the ROE page, click on the menu icon on the top right, then click on the Edit option
Click Save when finished.
How to Review an ROE
Once an ROE has been issued, it will become available for review as a type of payroll record.
- Navigate to the Payroll page by clicking on the Payroll Module on the left side
- Click the Records dropdown Navigate to the ROEs page by clicking on the Records tab
- Click on the ROEs option
- Click on the ROE that needs to be reviewed. Please note, if you clicked "Issue ROE" more than once for the employee because you needed to edit information or any other reason, you will see multiple ROEs for the employee.
The last one on the list will be the most updated one. As seen above, "Issue ROE" was clicked 3 times for Robert California and the most updated ROE will be the last one.
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.
If you did not authorize Humi during your onboarding, and you would like Humi to submit ROE on your behalf, please contact our support centre to request an ROE authorization form.
The form will be sent to your company’s signing officer. Once this is completed, an approval request will be sent to Service Canada. Unless the authorization is denied or otherwise specified, the ROE authorization turnaround time typically ranges from 1 - 20 business days.
Once it is ready, Humi will inform you directly and enable the “Submit ROE” option in the payroll account.
- After completing the ROE, go into the ROE page and click on the Submit ROE option on the top right
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 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 you have NOT authorized Humi to submit ROEs on your behalf and you must continue to follow the steps in Option 2.
Option 2) Humi is not authorized to submit on your behalf; You must Submit the ROE on ROE Web
If Humi is NOT authorized to submit ROEs on your behalf, you must upload the ROE that you just created on Humi to the CRA’s service, Web ROE.
Follow the same steps for Reviewing an ROE as outlined earlier in this post:
- Navigate to the Payroll page by clicking on the Payroll Module on the left side
- Click the Records dropdown Navigate to the ROEs page by clicking on the Records tab
- Click on the ROEs option
- Click into the most updated ROE created for the Employee.
- Now that you are in the employee's ROE, you can download the ROE by clicking on the three dots on the top right, then click the Download option. This will automatically start the download process for an XML file that contains the ROE information
- Log in to Web ROE, go to the ROE main page and upload through the web service.
- For additional assistance, you can contact the Employer Contact Centre.
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