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!
This article will help to explain:
- What is an ROE?
- Steps Before Creating an ROE in Humi
- How to Generate ROEs in Humi
- How to Submit an ROE
Time Sensitive
Whenever there is an interruption to an employee’s insurable earnings, the employer must issue an ROE within five calendar days.
What is an ROE?
A "Record of Employment" (ROE) is the document employees use to apply for Employment Insurance (EI) benefits. It contains information about their employment history, hours worked, and the total earning amount while employed.
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.
For detailed instructions, check out the CRA's guide on How to complete the record of employment (ROE) form.
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 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 finalized 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.
Before Creating an ROE in Humi
In order to issue an ROE for an employee, the employee must be either Terminated or on a Leave of Absence in Humi.
Once the employee is set as on leave or terminated, you'll see an option to "Issue ROE" on their employee profile.
Prior to issuing ROEs, there are two things you should do:
-
For Terminated Employees: 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.
-
If possible, you should confirm the best email to use with the employee. Otherwise, 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 the account tab on their employee profile. This is where you can see all the emails associated with their account and update their primary email address.
-
- For All Employees: Ensure that the employee's final earnings are processed.
Learn more about Terminating Employees here or the Leave of Absence option here.
How to Generate ROEs in Humi
There are three 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.
Click on the drop-downs to learn everything you need to know about creating, editing, and reviewing ROEs in Humi.
- In People, under the Directory tab, click on the filter icon next to the Status column
- Select the Terminated & On Leave checkboxes
- 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
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.
(People > Filter by status > Choose an employee > 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.
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.
-
When you've completed the ROE, click Save.
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.
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.
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.
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.
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.
How to Submit an ROE
In Humi, there are two ways you can submit ROEs. The route you take will depend on the authorization you set up during implementation. Select the option that applies to your account from the drop-downs below to learn more.
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.
How to submit the ROE through Humi
- After completing the ROE and clicking Save, click on the Submit ROE button in the top right corner
- Humi will submit your ROE to Service Canada's Web ROE portal for you
- The turnaround time for submitting an ROE is usually within 24 hours
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.
If Humi is not authorized to submit on your behalf, so you must manually submit the ROE on "ROE Web."
- In Payroll, click on the Records dropdown and select ROEs
- Click on the most updated ROE created for the employee (this will be the last one if you issued more than one)
- 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 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.
How to Authorize ROEs with Humi
If you did not authorize Humi during your onboarding, and you would like Humi to submit ROEs 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.
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!
