What is a Record of Employment?
A Record of Employment or ROE provides an individual’s employment history.
The form is filled electronically or on Paper by an employer for employees who stopped working or are experiencing an interruption of earnings. This applies to all employees, whether casual, part-time or full-time employees.
The form contains details about an employee’s work history, earnings, and hours.
An ROE is vital in determining if a person is eligible to receive Employment Insurance (EI) benefits and, further dictates the benefit amount, duration and prevents misuse of EI funds and errors.
When to issue an ROE
An ROE is issued whenever an employee experiences an interruption of earnings or if Service Canada explicitly requests one.
An ROE is mandatory even if an employee does not seek Employment Insurance benefits.
Electronically or Paper ROE?
Canadian employers can submit their ROE forms electronically or on Paper.
The three ways to submit an ROE electronically are:
- Submitting through ROE Web using compatible payroll software to upload from a payroll system
- Submitting through ROE Web by manually entering data through Service Canada’s website
- Submitting ROE through Secure Automated Transfer (SAT) performed by a payroll service provider
Electronic ROEs are identified by serial numbers. Below are the first letters of ROE codes and what they mean:
- W- ROE Web
- S- ROE SAT
- Y- ROE Web for self-employed fishers
The Paper ROE form must exist in 3 copies. One is given to an employee, the second is submitted to Service Canada, and the third is kept for the employer’s records.
Different Paper ROE types are denoted by different first letters in their serial numbers:
- A- English or French ROE
- E- English ROE
- K- French ROE
- L- Laser ROE
- Z- ROE for fishers
What are ROE Codes?
ROE codes show why an employee has experienced an interruption of pay. The system already has codes assigned to the most common reasons for issuing an ROE.
Here is a list of ROE codes and what each denotes:
- ROE Code A Shortage of Work/Layoff– The code indicates that an employee is laid off due to shortage of work. This includes situations like the end of a contract, a school year, a temporary or permanent shutdown of operations, company restructuring and bankruptcy.
- ROE Code B Strike or lockout– When an employee is on Strike or Lockout.
- ROE Code C Return to school– If an employee leaves to return to school. The use of this code is currently being phased out.
- ROE Code D Illness or injury– When an employee leaves temporarily due to an Illness or injury.
- ROE Code E Quit– When an employee initiates separation and quits their job.
- ROE Code F Maternity– When a pregnant or new Mother takes maternity leave. This code does not apply to adoptive parents.
- ROE Code G Retirement– When an employee leaves because of mandatory retirement. Voluntary retirements fall under Code E
- ROE Code H Work sharing– When an employee participates in a Service Canada Work-Sharing Program
- ROE Code J Apprentice training– When an employee leaves temporarily to participate in a government-approved apprenticeship training program
- ROE Code M Dismissal or suspension– When an Employer initiates separation from their employee and dismisses them for reasons other than a layoff or mandatory retirement.
- ROE Code N Leave of absence– When an Employee takes a temporary leave of absence for reasons not including illness, injury, maternity leave, parental or compassionate reasons.
- ROE Code P Parental– When an employee takes a Parental or adoption leave.
- ROE Code Z Compassionate care– When an employee leaves temporarily for Compassionate care or as parents of critically ill children.
- ROE Code K Other– This covers other reasons like a change in payroll or company name, change in pay period type, the death of an employee or if Service Canada requests an ROE.
Other information regarding the ROE
More details regarding the Record of Employment form and how to fill it up can be found in Service Canada’s guide.