If you need to generate a large number of Record of Employment (ROE) forms for Canadian pay groups, instead of manually entering them into Dayforce, you can use a CSV (comma-separated values) file to create quick entry records outside of the application. You can then import the CSV file in the ROE sub-tabs of Payroll > Pay Run Management or Payroll > Data Entry.
- Use the Pay Run Management tab to import items into a specific pay run
- Use the Data Entry tab to import items for multiple pay runs or pay groups
Once you import the ROE entries, they enter the Requested status and you need to manually generate them using the Generate options.
The generation process runs in the background, so that you can keep using the application or even log out while ROEs are generated. The application automatically updates the entries from Requested to Pending status. Moreover, you don’t need to save changes once the process is complete. You can also subscribe to receive messages or emails whenever an ROE form is generated.
For more information about quick entry import and export, see the following topics:
- Import ROEs
- Import and Export Items to Individual Pay Runs
- Import and Export Items for Multiple Pay Runs
Import Template File For ROEs
Use the import template file to enter the ROE quick entry records. You can generate an import template in the ROE sub-tab of Payroll > Pay Run Management or Payroll > Data Entry. You must save the file as a CSV file (and not in Excel format).
| Field | Additional Information |
|---|---|
| Employee Name | At least one of these fields must be defined. Moreover, the employee name or number must be for a Canadian employee. |
| Employee No. | |
| Pay Run |
Applies only to the import template used in Payroll > Data Entry. Optional. If you do not include it, the application adds the entry to the current pay run of the employee's pay group. If you enter a pay run, it must contain both the pay group name and the pay period number, in the following format: <pay group name> - <pay period number> - <suffix number>. For example, enter: CAD Semi-Monthly - 12 - 00. When you include a pay run for an item, it must be for the current or next pay run, or off-cycle pay runs associated with the current or next pay run. |
| Amended Serial No. | Optional. If you enter an amended serial number, then the ROE that corresponds to the serial number must belong to the employee on the entry and must be the last issued ROE for the employee and legal entity defined for the entry. See Overview of Creating Amended ROEs. |
| Legal Entity | Required. The employee must be assigned to this legal entity through either the primary or a secondary work assignment. |
| Reason for Change | Optional. If entered, only the first three characters of the ROE reason (which is the ROE reason code) are required. |
| First Day Worked | Optional. If you don’t define these fields, the application populates them with the same defaults that are used in the generation of ROEs from the user interface. See Dates, Reason & Special Payments Tab. |
| Last Day for Which Paid | |
| Final Pay Period End Date | |
| Vacation Pay Reason Code | |
| Vacation Pay Start Date | |
| Vacation Pay End Date | |
| Vacation Pay | |
| Comments | Optional. Supports a maximum of 160 characters. |
Note: While the Mass ROE Group column isn’t included in the template, you can include it the import file, but doing so is optional.