Record of Employment

OBJECTIVE

The Record of Employment function enables users to generate and modify when needed the information required to file a record of employment (ROE) compliant with the government standards. Once processed, the data is transmitted to Service Canada as an XML file and automatically validated.

Under the new regulations, the only forms accepted and supported in ROE Web are the 53 Week Online Form and the 53 Week Payroll Extract File XML version 2.0. Maestro* generates the second format.

PREREQUISITES

Layoffs
Configuration - Records of Employment section
Employee Management
Earning/Deduction Codes
Registration to the Federal Government’s ROE Web service

ICONS

Only the icons specific to this window are defined in the table below.

3.04 Icons	3.05 Icons	Title	Used to
		Refresh	Update the window’s information following the changes made to the boxes.
		Export to XML format	Generate the XML file in order to forward it to the governmental authorities.

STEPS

maestro* > Time Management > Payroll > Layoff > Record of Employment

Generating a Record of Employment

On the first Record of employment window, select the employee(s) for which you want to prepare a record of employment.

Check the All box to select every employee on the list.

Only employees whose status is Inactive or Temp Layoff (temporarily laid off) are displayed on the list.

The user’s security settings (as defined in Security Management) also determine which are displayed.

Click on Accept.

If several employees have been selected, they are all displayed in the grid in the top portion of the window, under the Employees section.

Under the Employees tab, click on an employee to prepare its record of employment.
Complete and verify the information under the Record of Employment tab:

Boxes appearing under the Record of Employment and Profile tabs correspond to those identified on the government services’ ROE.

To obtain an exact description of each box, go to the Record of Employment section of the Service Canada website.

Section Employee: no and name of the employee:

Field

Description

Box 1. Layoff Number

Number assigned by the CCQ for workforce movements, if applicable.

NOTE: The information is taken from the Layoffs option.

Box 6. Period Type

Indicates the pay period type. Available options are:

NOTE: Pay period types are determined in the Set Pay Period option.

Monthly

Weekly

Bi-Weekly

Semi-Monthly

Box 10. First Day of Work

Corresponds to the employee’s first day of work for which he or she received insurable earnings.

NOTE: If an ROE has previously been issued for that employee, the date entered in this box is the first day the employee worked after the last interruption. This may happen if an employee stops working during winter. The first day of work is the day he or she comes back to work.

Box 11. Last Pay Day

Corresponds to the last day for which the employee received insurable earnings; usually coincides with the last day of work.

Box 12. End date of the last pay period

Corresponds to the end date of the final pay period; includes the date entered in box 11.

NOTE: The dates in boxes 11 and 12 will usually be different, except when the employee’s last day of work corresponds to the last day of the pay period.

Box 13. Occupation

Optional box. Provides an accurate description of the employee’s main occupation.

In maestro*, three options are available:

If a specific “occupation” is entered in the employee’s file, it will appear on the ROE.

If there is no occupation, but rather a default “trade code”, the code is displayed.

If there is no occupation or trade code, the name or description of the “work category” is displayed.

Box 14. Return code

Indicates if the employee is expected to return to work. Three options are possible:

If Date Unknown is the selected option, the employee is displayed in the dispatch as available but with the Temporarily laid off status.

If the option is instead Expected Date of Recall, the Expected Return Date field appears. In this case, enter the appropriate date.

NOTE: In the record of employment, this is an optional field.

Not Returning

Date Unknown

Expected Date of Recall

Box 15A. Total Insurable Hours

Indicates the number of hours worked for which the employee is entitled to receive employment insurance, if he or she is eligible. The number of hours is automatically calculated by maestro*.

NOTE: For more information on the number of hours that should be entered in box 15A, read the Types of earnings and insurable hours appendix in the Record of Employment section of Service Canada’s website.

Box 15B. Total Insurable Earnings

27 periods

53 periods

Displays the employee’s total insurable earnings for 27 and 53 periods.

NOTE: This box is automatically calculated based on the amounts entered in box 15C.

Section Box 15C. Insurable earnings per pay period:

Field

Description

1 - 53

Represents the equivalent of 53 weeks of payroll data (or less, if the employment period is less than 53 weeks). This data is automatically generated by maestro* but can be modified if necessary.

NOTES: The most recent pay period earnings must appear in the first field (1), those of the previous one in the second field (2), and so forth.

The amount of pay periods varies depending on their type. For example, if it’s weekly, there are 53 periods, 27 periods for biweekly, 13 for monthly, etc.

As benefits are calculated using the best (highest) weeks of earnings during the qualifying period, it is important to ensure these fields are as accurate as possible.

The box includes amounts entered in boxes 17A, 17B and 17C; it is therefore not necessary to add anything in box 17.

Section Box 16. Reason for the present record of employment:

Field

Description

Reason

Indicates the code which best corresponds to the reason why the ROE is issued.

NOTES: Available codes match those used by Service Canada. For the complete list, see the Reason for the present record of employment appendix at the end of this document.

If the reason selected is K00 or K15, it is also necessary to fill out the Observation field.

Contact Name

Phone

Ext.

Indicates the full name and phone number of the person who is available to answer questions from Service Canada if needed.

NOTE: This information is entered in the Configuration for Payroll, under the Records of Employment section. Enter the person’s first name then last, separated by a space.

The name entered in the Configuration option is displayed by default in all records of employment. It is however possible to manually modify this information once in the record of employment of a specific employee.

Section Box 17. Severance pay:

This section gathers all payments – other than regular pay – that the employer has paid to the employee when he stopped working. These payments can include vacation, statutory holidays or other payments such as bonuses.

This information is produced by maestro*, but can be modified if required.

It is automatically included in box 15C.

Severance pay boxes are completed with the final pay if a bonus has been planned as such.

See the Earnings/Deductions codes option to determine under which box the bonus should be recorded.

Field

Description

Box 17A. Vacation pay

Code

Specify the vacation pay type paid to the employee.

NOTES: If code 2 is selected, the vacation amount paid on the last pay period before a layoff will not be converted in insurable hours.

Depending on the situation, the start and end dates may be optional, but the amount paid is required.

included with each pay

paid because the employee is no longer working

paid for a vacation leave

paid on a specific date each year – anniversary

Start Date

End Date

Represents the start and end dates of the vacation period.

NOTE: For codes 1 and 2, these fields must be left blank. For codes 3 and 4, they are optional.

Amount

Indicates the amount paid to the employee as vacation pay.

NOTE: For code 1, this field must be left blank. For codes 2, 3 and 4, it is required.

Box 17B. Holidays

Date

Corresponds to either the day on which the statutory holiday is observed, any other day off with pay that replaces a statutory holiday or any designated floater day.

Amount

Indicates the amount paid to the employee as compensation for the statutory holiday.

Box 17C. Other amounts

Code

Represents any other payments or benefits other than vacation pay or statutory holiday that the employee has received.

NOTES: The codes provided reflect the payment types used by Service Canada.

Depending on the situation, start and end dates may be optional while the paid amount can be required.

For a complete list and applicable rules, see the Other Amounts – Payment Types (17C) appendix at the end of this document.

Description

Indicates the description of the payment type. It is automatically displayed when a code is entered.

Start Date

End Date

Corresponds to the start and end dates of the event for which an additional payment is made.

NOTE: Does not apply to all payment types.

Amount

Indicates the amount paid.

Section Box 18. Observations:

Field

Description

Observation 1 — 4

Displays information that must be transmitted to Service Canada regarding exceptional circumstances.

NOTES: If the reason code selected is K00 or K15, the Observation is required.

Observations MUST NOT confirm information already presented on the ROE.

Section Box 19. Special payment:

Field

Description

Code

Indicates the type of indemnity payment received by the employee for sick, maternity, parental or compassionate care or parent of critically ill children leave.

Four types are available:

NOTE: See Service Canada’s website for information specific to this type of payment.

Maternity, parental, etc.

Sick leave

Wage-loss plan payments (EI non insurable)

Wage-loss plan payments (EI insurable)

Description

Indicates the payment type description. Automatically displayed when a code is entered.

Start Date

End Date

Reflects the start and end date of the event for which an additional payment is made.

NOTE : Does not apply to all payment types.

Amount

Indicates the amount received by the employee.

NOTE: This field is required for maternity and parental leaves, etc. as well as paid sick leaves.

Period

Indicates if the amount was paid on a daily (D) or weekly (W) basis.

Field	Description
Box 1. Layoff Number	Number assigned by the CCQ for workforce movements, if applicable. NOTE: The information is taken from the Layoffs option.
Box 6. Period Type	Indicates the pay period type. Available options are: NOTE: Pay period types are determined in the Set Pay Period option. Monthly Weekly Bi-Weekly Semi-Monthly
Box 10. First Day of Work	Corresponds to the employee’s first day of work for which he or she received insurable earnings. NOTE: If an ROE has previously been issued for that employee, the date entered in this box is the first day the employee worked after the last interruption. This may happen if an employee stops working during winter. The first day of work is the day he or she comes back to work.
Box 11. Last Pay Day	Corresponds to the last day for which the employee received insurable earnings; usually coincides with the last day of work.
Box 12. End date of the last pay period	Corresponds to the end date of the final pay period; includes the date entered in box 11. NOTE: The dates in boxes 11 and 12 will usually be different, except when the employee’s last day of work corresponds to the last day of the pay period.
Box 13. Occupation	Optional box. Provides an accurate description of the employee’s main occupation. In maestro*, three options are available: If a specific “occupation” is entered in the employee’s file, it will appear on the ROE. If there is no occupation, but rather a default “trade code”, the code is displayed. If there is no occupation or trade code, the name or description of the “work category” is displayed.
Box 14. Return code	Indicates if the employee is expected to return to work. Three options are possible: If Date Unknown is the selected option, the employee is displayed in the dispatch as available but with the Temporarily laid off status. If the option is instead Expected Date of Recall, the Expected Return Date field appears. In this case, enter the appropriate date. NOTE: In the record of employment, this is an optional field. Not Returning Date Unknown Expected Date of Recall
Box 15A. Total Insurable Hours	Indicates the number of hours worked for which the employee is entitled to receive employment insurance, if he or she is eligible. The number of hours is automatically calculated by maestro. NOTE: For more information on the number of hours that should be entered in box 15A, read the Types* of earnings and insurable hours appendix in the Record of Employment section of Service Canada’s website.
Box 15B. Total Insurable Earnings 27 periods 53 periods	Displays the employee’s total insurable earnings for 27 and 53 periods. NOTE: This box is automatically calculated based on the amounts entered in box 15C.

Field	Description
1 - 53	Represents the equivalent of 53 weeks of payroll data (or less, if the employment period is less than 53 weeks). This data is automatically generated by maestro* but can be modified if necessary. NOTES: The most recent pay period earnings must appear in the first field (1), those of the previous one in the second field (2), and so forth. The amount of pay periods varies depending on their type. For example, if it’s weekly, there are 53 periods, 27 periods for biweekly, 13 for monthly, etc. As benefits are calculated using the best (highest) weeks of earnings during the qualifying period, it is important to ensure these fields are as accurate as possible. The box includes amounts entered in boxes 17A, 17B and 17C; it is therefore not necessary to add anything in box 17.

Field	Description
Reason	Indicates the code which best corresponds to the reason why the ROE is issued. NOTES: Available codes match those used by Service Canada. For the complete list, see the Reason for the present record of employment appendix at the end of this document. If the reason selected is K00 or K15, it is also necessary to fill out the Observation field.
Contact Name Phone Ext.	Indicates the full name and phone number of the person who is available to answer questions from Service Canada if needed. NOTE: This information is entered in the Configuration for Payroll, under the Records of Employment section. Enter the person’s first name then last, separated by a space. The name entered in the Configuration option is displayed by default in all records of employment. It is however possible to manually modify this information once in the record of employment of a specific employee.

Field	Description
Box 17A. Vacation pay
Code	Specify the vacation pay type paid to the employee. NOTES: If code 2 is selected, the vacation amount paid on the last pay period before a layoff will not be converted in insurable hours. Depending on the situation, the start and end dates may be optional, but the amount paid is required. included with each pay paid because the employee is no longer working paid for a vacation leave paid on a specific date each year – anniversary
Start Date End Date	Represents the start and end dates of the vacation period. NOTE: For codes 1 and 2, these fields must be left blank. For codes 3 and 4, they are optional.
Amount	Indicates the amount paid to the employee as vacation pay. NOTE: For code 1, this field must be left blank. For codes 2, 3 and 4, it is required.
Box 17B. Holidays
Date	Corresponds to either the day on which the statutory holiday is observed, any other day off with pay that replaces a statutory holiday or any designated floater day.
Amount	Indicates the amount paid to the employee as compensation for the statutory holiday.
Box 17C. Other amounts
Code	Represents any other payments or benefits other than vacation pay or statutory holiday that the employee has received. NOTES: The codes provided reflect the payment types used by Service Canada. Depending on the situation, start and end dates may be optional while the paid amount can be required. For a complete list and applicable rules, see the Other Amounts – Payment Types (17C) appendix at the end of this document.
Description	Indicates the description of the payment type. It is automatically displayed when a code is entered.
Start Date End Date	Corresponds to the start and end dates of the event for which an additional payment is made. NOTE: Does not apply to all payment types.
Amount	Indicates the amount paid.

Field	Description
Observation 1 — 4	Displays information that must be transmitted to Service Canada regarding exceptional circumstances. NOTES: If the reason code selected is K00 or K15, the Observation is required. Observations MUST NOT confirm information already presented on the ROE.

Field	Description
Code	Indicates the type of indemnity payment received by the employee for sick, maternity, parental or compassionate care or parent of critically ill children leave. Four types are available: NOTE: See Service Canada’s website for information specific to this type of payment. Maternity, parental, etc. Sick leave Wage-loss plan payments (EI non insurable) Wage-loss plan payments (EI insurable)
Description	Indicates the payment type description. Automatically displayed when a code is entered.
Start Date End Date	Reflects the start and end date of the event for which an additional payment is made. NOTE : Does not apply to all payment types.
Amount	Indicates the amount received by the employee. NOTE: This field is required for maternity and parental leaves, etc. as well as paid sick leaves.
Period	Indicates if the amount was paid on a daily (D) or weekly (W) basis.

Validate fields under the Profile tab:
Section Company profile:

This section contains boxes 4 and 5 which provide the name and address of the employer as well as the business number. This information is only displayed; the enterprise number is entered in the Government Tables, under the Federal Rates tab, in the Employer Number field. The employer’s address is the company’s address as entered in the Company Parameters.

The Enterprise No. (EN) must start with 9 characters which must be numbers. If these 9 first characters are not numbers, the “Invalid Business number” Warning message appears.

It is still possible to save the record.

The business number can me modified in the Government Tables option.

Section Employee profile:

Boxes 3, 8 and 9 are included in this section. The information displayed, such as the employee’s number, social insurance number as well as name and address are fed from the employee’s file (Employee Management, Payroll module).

The Postal Code field displays either the postal code (Canadian) or the Zip Code (US), as defined in the employee’s record.

Section Box 20 Communication preferred by the signatory:

This section indicates the name of the employer and the language in which he likes to receive correspondence and forms. This information is only displayed; it is defined in the Configuration for Payroll, in the Record of Employment section.

Click on sur Save.

After saving, the message “Yes” is displayed in the Valid Information column for the employee that was just processed. This indicates that all required information has been validated and is ready to be transferred to Service Canada.

If more than one ROE must be created, maestro* automatically proceeds to the next employee on the list.

Transfer the record of employment to Service Canada.

Two methods of transmission are available:

The procedure for the second method is described below.

Access Service Canada’s website and produce the ROE using the ROE Web application. Use the information from the Record of Employment window.

Export the record of employment as an XML file. This method is an option that can be added to maestro*. It is especially efficient because it can process several ROEs at once, without having to enter each one manually through the ROW Web application.

Select the appropriate employee(s) and click on Export in XML format.
On the Save as window, name the file and click on Ok.

Write down in which folder the file is saved. This information will be required when uploading the XML file to the ROE Web application’s website.

A confirmation window is displayed. Click on Yes to create the file with the Submitted status.
Access the ROE Web website and follow the instructions to upload the file created previously.

APPENDIX

Reasons For the Present Record of Employment
Other Amounts – Payment Types (17C)

Reasons For the Present Record of Employment

Code	Description
A00	Shortage of work / End of contract or season
A01	Employer Bankruptcy or Receivership
B00	Strike or Lockout
D00	Illness or Injury
E00	Quit
E02	Quit / Follow spouse
E03	Quit / Return to school
E04	Quit / Health reasons
E05	Quit / Voluntary retirement
E06	Quit / Taking another job
E09	Quit / Employer relocation
E10	Quit / Care for a dependant
E11	Quit / Becoming self-employed
F00	Maternity
G00	Mandatory Retirement
G07	Retirement / Approved workforce reduction
H00	Work Sharing
J00	Apprentice Training
K00	Other
K12	Other / Change of payroll frequency
K13	Other / Change of ownership
K14	Other / Requested by Employment Insurance
K15	Other / Canadian Forces — Queen’s Regulations/Orders
K16	Other / At the employee’s request
K17	Other / Change of service provider
M00	Dismissal
M08	Dismissal / Terminated within probationary period
N00	Leave of absence
P00	Parental
Z00	Compassionate Care

Other Amounts– Payment Types (Box 17C)

Legend:

B - Leave blank

O - Optional

R - Required

Code	Description	Start Date	End Date	Amount	Insurable
B05	Bonus (Holiday)	O	B	R	Yes
B06	Bonus (Production/Incentive)	O	O	R	Yes
B07	Bonus (Event)	O	B	R	Yes
B08	Bonus (Staying/Contract complete/End of season)	B	B	R	Yes
B09	Bonus (Separation or retirement)	B	B	R	Yes
B10	Bonus (Closure)	B	B	R	Yes
B11	Bonus (Other)	B	B	R	Yes
E00	Severance Pay	B	B	R	No
G00	Gratuities	B	B	R	Yes
H00	Honorariums	O	O	R	No
I00	Sick leave credits	O	B	R	Yes
J00	Retroactive pay adjustment	B	B	R	Yes
O00	Other	O	O	R	Yes
Q00	Profit sharing	B	B	R	Yes
R00	Retiring allowance / Retirement leave credits	B	B	R	No
S00	Settlement Pay	O	O	R	Yes
T00	Payout of banked overtime	B	B	R	Yes
U12	SUB Maternity/Parental/ Compassionate Care/Parent of Critically Ill Children	B	B	O	No
U13	SUB Layoff	B	B	O	No
U14	SUB Illness	B	B	O	No
U15	Sub Training	B	B	O	No
Y00	Payment in lieu of Notice	B	B	R	Yes

Last modification: December 20, 2024