Mass Status Change / ROE update

Tip: This feature is available with Powerpay Plus.

Use this page to update employee status information and produce ROE forms (if necessary) for multiple employees. At the end of this process, you can review the proposed changes, modify individual employees and exclude individual employees from being updated. You can also save update details in a reusable template.

Tasks

Results

When you complete a mass status change update, Powerpay updates the status for the selected employees and produces the ROE if required.

Mass Status Change / ROE - Field Information

  • Last Day Worked Range - Select employees within a last day worked range. Employees whose last day worked date is on or following the start date and on or before the end date are included.

    If only a start date is selected, all employees with a last day worked date on or after the selected date display in the Employee List. If only an end date is selected, all employees with a last day worked date on or prior to the selected date display in the Employee List.

  • First Day Worked Range - Select employees within a hire date range. Employees whose hire date is on or following the start date and on or before the end date are included.

    If only a start date is selected, all employees with a start date on or after the selected date display in the Employee List. If only an end date is selected, all employees with a hire date on or prior to the selected date display in the Employee List.

  • Position - Select the Positions to include to narrow the selection of employees to update by. When a specific Position option is selected, all ID fields associated with the position display in the ‘Filter Criteria’ section as read-only. Only the ID fields not associated with the position remain editable.

    The Position filter is available when the Compensation feature is enabled and set up for the payroll.

  • Distributions (ID X, ID Y, ID Z and ID Dept) - Select the distributions to include. Only the distributions set up for your payroll display. Only employees with the distributions are included.

  • Province of Employment - Select the province of employment for the employees to update. Only employees in the selected province are included.

  • Status - Select the status of the employees to update.

This section appears after you click Preview. The Employee List displays all of the employees in the open pay period that meet the Update On and filter criteria. Clear the check box next to the name of any employees you do not want to include in the update. Change the values in editable fields for individual employees, if required.

  • Re-Hire Date - The Re-Hire Date must be:

    • greater than the final pay period ending date of the employee’s last ROE,

    • later than or equal to the original Hire Date on the Hire/Profile page,

    • later than the employee’s birth date.

  • Box 14 - Expected Date of Recall - Recall Date is not allowed when Box 16 (Reason for Issuing ROE) is:

    • Quit
    • Retirement
    • Dismissal.

    If a recall date is entered, Powerpay displays the error message “The date for Box 14, Expected Date of Recall cannot be entered if the Reason for issuing the ROE code is either Quit, Retirement, or Dismissal” and the page is not saved.

    If Recall Date is selected but no date has been selected from the date picker or if an invalid date is entered, Powerpay displays the error message “Please provide a valid Expected Date or Recall.” And the page is not saved.

  • Box 16 - Reason for Issuing ROE - Reason For Issuing this ROE, contacts name, area code, and phone number cannot be blank.

  • Box 18 - Comments - Comments should only be entered in exceptional circumstances and NOT for confirming information already on the form.

    Comments will trigger a manual review of the ROE by Service Canada which may cause a delay in processing and/or require clarification with the employer.

    If the the Reason for Issuing ROE is ‘Other’ or ‘Canadian Forces – Queen’s Regulations/Orders’ then a comment is required. If no comment is supplied, Powerpay displays an error message.