Employers must complete a Record of Employment (ROE) form and file it with Service Canada when employees with insurable earnings resign, are terminated or laid off, go on leave, or have significant gaps in their earnings.
Before You Begin: This section discusses Record of Employment (ROE) forms specific to Canadian employees only.
In Dayforce, you can create ROEs for individual employees or groups of employees in the ROE sub-tab in the Data Entry tab or the Pay Run Management tab of the Payroll module. You can also use the import template file to create ROE entries or set up a background job that automatically generates ROE forms when employees are terminated.
The flowchart below helps you decide the best way to create the new ROE entries:
In general, processing ROEs for Canadian employees in Dayforce involves these basic steps:
- Creating new ROE forms and assigning them to pay runs
- Reviewing and filling out ROE forms
- Submitting ROE forms to Service Canada by committing pay runs
- Amending submitted ROE forms, if needed
ROEs Are Assigned to Pay Runs
When you create an ROE, you must assign it to a pay run. The ROE remains assigned to a pay run at all stages of processing. You can manually move ROEs to other pay runs as needed in the ROE sub-tab.
Information Included in an ROE Form
The ROE form lists the details of an employee's work history in a particular legal entity (that is, business unit) of your organization. Information in the ROE form includes start and end dates, insurable earnings, and insurable hours. The form also notes the reason why the ROE was issued as well as amounts of vacation, statutory holiday and other pay that is issued to the employee in the last pay period.
How Reported Earnings Are Determined
The application automatically adds earnings to the ROE form. These earnings are calculated based on the start and end dates of the pay periods that apply to ROE insurable hours, which are based on the following:
- The employee’s date of hire.
- The date on which the employee's last ROE was issued (if applicable).
- The dates of any previously committed pay runs. If there are no previously committed pay runs, Dayforce reports earnings for the current pay period.
- Any earnings disbursed in off-cycle pay runs.
- Any adjustments made to prior pay periods.
ROEs go through three stages: Requested, Pending, and Committed. The application displays the current stage of an ROE in the Status column of the ROE sub-tab:
| ROE Status | Description |
|---|---|
| Requested |
When you first create ROEs in the ROE sub-tab, they enter the Requested status. When you add ROEs to the ROE sub-tab, the application automatically updates their status from Requested to Pending, at which point you can start working on them. When you import ROE entries to the ROE sub-tab, they enter the Requested status, and you need to manually generate them. See Import ROEs. |
| Pending |
When ROE entries are entered in the ROE sub-tab and saved, Dayforce automatically generates the ROE forms and updates the forms' statuses from Requested to Pending. When an ROE is in the Pending status, it means that you can review and edit it. The ROE will remain in the Pending status until its assigned pay run is committed. Once the assigned pay run is committed, the status of the ROE automatically changes to Committed. |
| Committed |
An ROE automatically enters the Committed status once its assigned pay run is committed. Pay runs can only be committed in the Overview tab and the Pay Run Management tab of Payroll. Once you commit the assigned pay run, the application no longer displays the ROE in the Data Entry tab. However, you can still access it by going to the Pay Run Management tab, loading its assigned pay run, and clicking the ROE sub-tab. When a pay period is committed, Dayforce securely transmits electronic copies of any ROEs associated with the pay period to Service Canada one business day before the check date (that is, pay date) for the pay period. The application automatically assigns a serial number to the committed ROE. Because you are submitting ROEs electronically to Service Canada, you do not need to provide employees with printed copies. However, if employees request copies, you can view and print them in the Statements > Record of Employment Statements screen of the People feature. Note: It is currently not possible to print the ROE in the Payroll feature. |
Cancelled Pay Runs
If a pay run is cancelled, the following occurs:
- If a pay run is cancelled before the check date for a pay period, Dayforce does not send the ROE forms that are assigned to the pay run. You must recreate them.
- If a pay run is cancelled after the check date for a pay period, you might need to create amended ROE forms.
ROEs for a Previous Date
In some cases, it's possible not be aware that employees have left the organization or have 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 (Block 11) and Final Pay Period End Date (Block 12) of the ROE form to the appropriate dates. See Dates, Reason & Special Payments Tab.
ROEs for a Future Date
If an ROE is for a future date, you must assign it to the pay run within which that date falls. You can create ROEs for the next pay run in the Data Entry version of the ROE sub-tab. If the pay run is more than one pay period in the future, you can load the pay run in the Pay Run Management tab and create the ROE there.