Amend a Record of Employment (ROE)

1. Are any payments required to the employee along with the Record of Employment? For example: Vacation pay or termination pay.

   • If yes, proceed with your regular run or create an extra run based on the payment date for the final pay.
   • If no, create an ROE run.

2. Click the Pay Period menu and click the Enter button for the pay period you want to work with.

3. Are you amending an ROE that was issued prior to the employee returning back to work?
   • Yes. Enter the First Day Worked from the previous ROE on the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile.
4. Open the Status Change / ROE page. From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE.
5. From the Employee List, select the employee for whom an ROE is required.

6. In the Status Change Options section, select the appropriate options for the selected employee. For more information, see Status Change Options.

7. Click Next.

   The ROE form fields appear on the Employee Status Change page. Some information about the selected employee is automatically filled in on the form.

8. In the Employee Dates section, enter the Last Day Worked, which is the last day the employee was on the job, as reported on the original ROE issued.

9. Verify the accuracy of the prepopulated information and correct or update it, as required.

10. Complete the remaining required data entry fields.

    Tip: Review the ROE Field Information section at the bottom of this page for ROE box instructions.

    Note:

    • Box 2: must be completed for all replacement ROEs. If you are producing an amended ROE for a previously amended ROE, insert the previously amended ROE serial number into Box 2 instead of the number issued on the original ROE. The ROE serial number previously issued is located in Box 1 and can be viewed in Payroll Reports page. From the Reports menu, select Payroll Reports. E.g. Replaces ROE# S111011101.

    • Box 17 A, B or C: if amounts were on the original ROE, they must be manually entered on this new ROE request.

    Tip: The re-hire date is the same date as the first day for which paid.

11. Click Save.

12. Ensure all other required tasks related to the payroll run are completed before submitting the payroll for processing.

Important: If earnings are to be reported to a future pay period, contact your Customer Support Team for assistance to create the necessary pay periods and to ensure a supplementary entry is keyed by Dayforce before you transmit. This will prevent corruption to the EI or QPIP history file.

13. Update insurable earnings for any corrections not yet entered.
    • Regular or extra runs – For errors from the previous run, enter any manual or reversal entries required. For adjustments from prior pay periods, go to the Insurable Earnings Adjustments page. From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments. For more information see Adjust insurable earnings history.
    • ROE runs - Go to the Insurable Earnings Adjustments page. From the Payroll menu, select ROE / Employee Status Change > Insurable Earnings Adjustments. For more information see Adjust insurable earnings history.
14. Request a payroll preview on the Payroll Preview page. From the Process menu, select Payroll Preview.

15. If applicable, troubleshoot any ROE error messages.

16. Verify the accuracy of the DRAFT ROE as part of the payroll preview (ROE Forms link). See also ROE Forms Preview.

    ROE forms become official as part of the back-office processes initiated when a payroll is submitted for processing. At that point, a serial number is issued. Until a serial number is attached, the form is a Draft, and can be used only for previewing and validation.

17. Submit the payroll for processing (Process > Submit).

18. Do not mail a copy of the ROE to Service Canada.

    Note: An electronic copy will be submitted securely to Service Canada on your behalf. Dayforce submits this file to Service Canada each business day at 1:00 pm EST. The release time of the ROE data is dependent upon the production run type.

19. (Optional) Distribute employee copies of the form printed from the Payroll Reports page. From the Reports menu, select Payroll Reports. or in your payroll package. Online electronic copies are available for your future reference for 13 months.

    Note: Employers filing electronic ROEs are exempt from printing a paper copy for the employee. Employees who have registered with the My Service Canada Account online service with Service Canada can also view and print copies of their electronic ROEs. To suppress the employee copy, contact your Customer Support Team.

    Important: Inform your employees that they should not provide their paper copy to a Service Canada office when submitting their EI application if the ROE serial number begins with an S. This will delay their claim.

Last Day Worked - The last day the employee was on the job.

The Last Day Worked must be:

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

• later than or equal to the original First Day Worked on the Employee Profile page. From the Payroll menu, select Hire/Profile > Employee Profile.,

• later than the employee’s birth date.

Box 3 - 7 - These fields are read only. If changes are required, contact your Customer Support Team.

Important: If amounts were on the original ROE, they must be manually entered on this new ROE request.

Box 17A - Vacation Payment

Important: Any amounts entered in this section are not processed or paid to the employee. They are manual entries on the Record of Employment only, and will display instead of any calculated amount. Any amounts owed to the employee must be entered on the Employee Timesheet.

The Vacation Pay field is automatically populated with the option ‘Included with each pay’ for the following pay types:

• Salary EE paid Vac Pay each pay
• Salary EE paid Vac Pay & Add’l Accum each pay
• Hourly EE paid Vac Pay each pay
• Hourly EE paid Vac Pay & Add’l Accum each pay

If required, amend to another selection.

Box 17A automatically populates with vacation pay paid in the current run when the ROE is requested on the same run.

If vacation pay was paid on the previous run, and the ROE request was missed or you are processing an Amended ROE, enter the vacation pay value in Box 17A.

This is applicable if the final pay was processed previously and only the ROE is required now, or if vacation pay was partially paid out previously and an additional amount is paid along with other termination pay.  For example, pay in lieu of notice.

Tip: Run a Preview to confirm the amount appears correctly in Box 17A.

Box 17B - Statutory Holiday Pay

Up to 10 Statutory Holidays are allowed.

Report the amount you paid or will pay for each statutory holiday that falls after the ‘Last Day for Which Paid (Box 11)’, as well as the date of each statutory holiday. Do not include any statutory holidays that occurred before this date.

Note: Amounts paid on the current pay do not automatically populate to this section.  They must be manually entered.

Box 17C - Other Monies

Enter any other payments or benefits other than vacation pay (Box 17A) or statutory holiday pay (Box 17B) that is paid or will be paid to the employee because of the separation, whether or not the amount is considered as insurable earnings.

Earning codes can be set up to automatically route to Box 17C. For example, Pay in Lieu of Notice or Severance pay. Run a Preview to confirm if the earning is already set to be reported here. If they are being reported automatically, do not enter them again in Box 17C.

Produce an amended ROE if additional monies were paid and not reported on the original ROE.

Payment Type is required if the Amount is provided and vice versa.

The amount is required if the Start and / or end Dates are provided.

The amount must be between $0.01 and $999999.99.

The amount may be up to 8 numeric characters and must have 2 digits after the decimal.

Amount required to be paid to an employee must be entered on the Employee Timesheet page.