This tab on the Employee ROE page includes general fields for ROE reason, required dates, and additional payments:
Reason and Date Fields
The following fields are located across the top of the Dates, Reason & Special Payments tab:
ROE Reason (Block 16)
This field is populated with the reason option that you selected when you created the ROE entry, but you can select a different option as needed.
| A to G (inclusive) | H to Z (inclusive) |
|---|---|
|
|
First Day Worked (Block 10)
If you have not previously committed an ROE for the employee, the application populates this field with the date defined in the First Day Worked field of the employee's HR record (however, you can still edit this date as needed).
If you have previously committed an ROE for the employee, the application populates this field as follows (however, you can still edit this date as needed):
- The application uses the date of the first clock entry or shift from the Workforce Management module since the last ROE was issued, if available.
- If the employee has no clock entries or shifts, the application uses the pay period start date of current pay period of the employee's pay group.
The application uses the date in this field to generate the pay periods in the Insurable Earnings and Hours section of the ROE form. If you edit this date, then you need to regenerate the form to update the Insurable Earnings and Hours tab. See Regenerate ROEs.
Last Day for Which Paid (Block 11)
This field is automatically populated as follows (however, you can still edit the date as needed):
- If you have set up the Terminated employee status in HR Admin > Status to be effective at the start of the day, then this date is calculated by taking the termination's employment status Effective From date in the employee's HR record minus one day. For example, if the employee was terminated as of 4/5/2021, then the last day the employee is paid is 4/4/2021.
- If you have set up the Terminated employee status in HR Admin > Status to be effective at the end of the day, then this date is the termination's employment status Effective From date in the employee's HR record. For example, if the employee was terminated as of 4/5/2021, then the last day the employee is paid is 4/5/2021.
- If the employee was not updated to the Terminated status (for example, they are going on temporary leave):
- The application uses the last recorded clock entry or shift from the Workforce Management module.
- If the employee has no clock entries or shifts, the application uses the pay period end date of the current pay run of the employee's pay group.
In some cases, it's possible not be aware that an employee has left the organization or has had their employment status terminated. If this occurs and there are no earnings in the current pay run, you need to back date the Last Day for Which Paid and Final Pay Period End Date to the appropriate dates.
The application uses these dates to generate the pay periods in the Insurable Earnings and Hours section of the ROE form. If you edit these dates, then you need to regenerate the form to update the Insurable Earnings and Hours tab. See Regenerate ROEs.
Final Pay Period End Date (Block 12)
The Final Pay Period End Date drop-down list is cleared by default. From this drop-down list, you need to select the pay period end date of the pay run within which the date in the Last Day For which Paid field (Block 11) falls.
This drop-down list displays calculated pay periods from up to a year in the past. The current pay period in which you are creating the ROE form is only included in the drop-down list once you have calculated it.
In some cases, it's possible not be aware that an employee has left the organization or has had their employment status terminated. If this occurs and there are no earnings in the current pay run, you need to back date the Last Day for Which Paid and Final Pay Period End Date to the appropriate dates.
The application uses these dates to generate the pay periods in the Insurable Earnings and Hours section of the ROE form. If you edit these dates, then you need to regenerate the form to update the Insurable Earnings and Hours tab. See Regenerate ROEs.
Fields of the Separate Payments Section (Block 17)
This block includes the following subsections for entering additional payroll information such as for vacation payout:
- Vacation Pay (Block 17A)
- Statutory Holiday Pay (Block 17B)
- Other Monies (Block 17C)
Each subsection is described below:
Note: Dayforce can auto-populate fields in these sub sections based on check or quick entry earnings that you add to the pay run. See Auto Populated Fields of Block 17A, B and C.
Vacation Pay (Block 17A)
In the section, you can enter a maximum of one vacation record. The line includes the Reason, Start Date, End Date, and Amount fields. The option that you select from the Reason drop-down list defines whether the Amount, Start Date, or End Date fields for the payment record are required.
The option selected from the Reason drop-down list can be preconfigured for all ROEs in a pay group if an option is selected from the ROE Block 17A Vacation Pay Reason drop-down list in the Properties section of the Payroll Properties tab in Pay Setup > Pay Group. If this is the case, you can still update the Reason drop-down list of individual ROEs, if needed.
| Reason | Fields to Define in Block 17A |
|---|---|
| Included with each pay |
Start Date, End Date, and Amount fields must be clear |
| Paid because no longer working |
Amount field is mandatory and Start Date and End Date fields are optional |
| Paid for a vacation leave period |
Amount field is mandatory and Start Date and End Date fields are optional |
|
Anniversary (paid on a specific date each year): |
Amount field is mandatory, Start Date field is optional, while End Date field must be clear Use the Start Date field to record the date of the payment. |
Statutory Holiday Pay (Block 17B)
In this section, you can enter up to 10 pay records. If you define the Amount field for a statuary holiday record, then the Date field is required, and vice versa.
The date that you enter for each amount must fall after the date that is defined in the Last Day for Which Paid field (Block 11) of the ROE form.
Other Monies (Block 17C)
In this section, you can enter up to three payment records. Each record includes the Reason, Start Date, End Date, and Amount fields. The option that you select from the Reason field defines whether the Amount, Start Date, or End Date fields for the payment record are required.
| Reason | Information to Enter in Block 17C |
|---|---|
| B05 - Bonus (Holiday) |
Amount field is mandatory, Start Date field is optional, and End Date field must be clear Use the Start Date field to record the date of the holiday |
| B06 - Bonus (Production/Incentive) |
Amount field is mandatory and Start Date and End Date fields are optional |
| B07 - Bonus (Event) |
Amount field is mandatory, Start Date field is optional, and End Date field must be clear Use the Start Date field to record the date of the event |
| B08 - Bonus (Staying/Contract complete/End of season) |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| B09 - Bonus (Separation or retirement) |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| B10 - Bonus (Closure) |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| B11 - Bonus (Other) |
Amount field is mandatory, and Start Date and End Date fields must be clear Describe the reason for the bonus in the Comments field (Block 18) of the ROE form |
| E00 - Severance Pay |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| G00 - Gratuities |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| H00 - Honorariums |
Amount field is mandatory, and Start Date and End Date fields are optional |
| I00 - Sick Leave Credits |
Amount field is mandatory, Start Date field is optional, while End Date field must be clear |
| J00 - Retroactive Pay Adjustment |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| O00 - Other |
Amount field is mandatory, and Start Date and End Date fields must be clear Describe the reason in the Comments field (Block 18) of the ROE form |
| Q00 - Profit Sharing |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| R00 - Retiring Allowance/Retirement Leave Credits |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| S00 - Settlement Pay |
Amount field is mandatory, and Start Date and End Date fields are optional |
| T00 - Payout of Banked Overtime |
Amount field is mandatory, and Start Date and End Date fields must be clear |
| U12 - Supplemental Unemployment Benefits maternity / parental / compassionate care Benefits (Top up) |
Amount field is optional, and Start Date and End Date fields must be clear |
| U13 - Supplemental Unemployment Benefits Layoff |
Amount field is optional, and Start Date and End Date fields must be clear |
| U14 - Supplemental Unemployment Benefits Illness |
Amount field is optional, and Start Date and End Date fields must be clear |
| U15 - Supplemental Unemployment Benefits Training |
Amount field is optional, and Start Date and End Date fields must be clear |
| Y00 - Pay in Lieu of Notice |
Amount field is mandatory, and Start Date and End Date fields must be clear |
Comments (Block 18)
The Comments field is optional and has a maximum character limit of 160.
Paid Sick / Maternity / Parental / Compassionate Care Leave or Wage Loss Indemnity Payment (Block 19)
In this section, enter details in the following payment lines as needed:
- PSL: Insurable sick leave payments
- WLI - Not ins.: Non-insurable wage loss insurance payments
- WLI ins.: Insurable wage loss insurance payments
- MAT/PAR/CC: Maternity, parental, or compassionate care leave payments
Each payment has the following fields:
- Start Date: Enter the date that the payment started.
- End Date: Enter the date that the payments ended.
- Amount: Enter the daily or weekly amount of the payments, depending on whether you select the Per Day or Per Week option below.
- Per Day: Select this checkbox if the payment you enter in the Amount field is a daily amount.
- Per Week: Select this checkbox if the payment you enter in the Amount field is a weekly amount.
The functionality for each payment line is described below:
PSL
- If you need to fill out this line, the Amount field is required, and other fields and checkboxes are optional.
- If you enter a date in the Start Date field, it must fall before the date in the Last Day for Which Paid field (Block 11).
- If you enter a date in the End Date field, it must be the same as the date in the Last Day for Which Paid field (Block 11). This is because the last day employees receive these payments is by definition the last date that the employee is paid.
WLI -Not ins.
- If you need to fill out this line, all fields and checkboxes are optional. For example, if you enter a date in the Start Date field, the Amount field is optional.
- If you enter a date in the Start Date field, it must fall after the date in the Last Day for Which Paid field (Block 11).
WLI ins.
- If you need to fill out this line, all fields and checkboxes are optional. For example, if you enter a date in the Start Date field, the Amount field is optional.
- The Start Date and End Date fields allow any dates, as long as the end date does not fall before the start date.
MAT/PAR/CC
- If you need to fill out this line, the Amount field is required, and other fields and checkboxes are optional.
- If you enter a date in the Start Date field, it must fall before the date in the Last Day for Which Paid field (Block 11).
- If you enter a date in the End Date field, it must be the same as the date in the Last Day for Which Paid field (Block 11). This is because the last day employees receive these payments is by definition the last date that the employee is paid.