Change employee status

Tip: You must open a pay period to use this feature / functionality. Click the Pay Period menu and click the Enter button for the pay period you want to work with. The Payroll and Process menus become available.

A status change is an event that changes an employee’s working status such as activating, terminating, re-hiring, or placing an employee on leave. An employee’s status directly affects whether or not they are paid. Active employees are paid. Employees who are terminated or on-leave are not paid. Terminated or on-leave employees are only paid in the current run when the Current Pay option of “Process” is selected - they are not paid on future runs.

Some status changes generate a Record of Employment (ROE) for the employee whose status has changed.

Note: Before changing an employee’s status, make any necessary adjustments to the employee’s EI History.

Change the status of the employee to the appropriate status based on whether or not the employee has current pay to be processed and if an ROE form is required.

Tasks

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

  2. Go to the Status Change / ROE page.Closed From the Payroll menu, select ROE / Employee Status Change > Status Change / ROE.
  3. From the Employee List, select the employee whose status to change.

  4. In the Status Change Options section, choose the applicable options. The following options are available:

    • Resulting Status - The status the employee should have after completing the status change. Three options are available: Active, On Leave, Terminated
    • ROE Form – The ROE form options include: Produce, Amend, Do not produce.
    • Current Pay – Should the current pay be processed. The options include: Process, Do not process.

    A common termination sequence would be:

    Terminated; Produce; Process.

    By selecting Process in the Current Pay field, the vacation accumulator can be paid out even if the employee has no other earnings to be paid.

    Note: When an invalid set of status change options is selected, an error message displays.

    Note: If the selected status change options require the employee to be reactivated, a message displays.

    Note: A Record of Employment (ROE) cannot be generated for an employee with no insurable earnings. Before changing an employee’s status, make any necessary adjustments to the employee’s EI History.

    5. For more information, see Status Change Options.

  5. Click Next.

    Depending on the option you choose, any additional fields that you must complete appear on the page.

  6. Complete the additional fields, if required.
  7. Click Save.

Next Steps

See also

ROE - Field Information

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.Closed 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.

These fields are read only. If changes are required, go to the Employee Profile page.Closed From the Payroll menu, select Hire/Profile > Employee Profile.

The First Day Worked must be prior or equal to the Last Day for Which Paid.

This date may also be the rehire date if an ROE was previously issued.

The First Day Worked or Last Day for Which Paid must NOT overlap with the First Day Worked or Last Day for Which Paid for all previous ROEs issued by the same employer with the same Canada Revenue Agency (CRA) Payroll Account Number (Business Number) for the same Social Insurance Number unless it is an amended form. If the Payroll Reference Numbers on the ROEs are different, then an overlap is allowed and the ROE will not fail validation.

Only displays when Amend is selected in the ROE Form field.

If no text is entered, Powerpay displays the error message “As this ROE replaces a previous ROE, please ensure that the amended form’s serial number is added to box 2.”

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.Closed From the Reports menu, select Payroll Reports. E.g. Replaces ROE# S111011101.

The date must be greater than or equal to the First Day Worked and must fall within the pay period of the “Final Pay Period Ending Date” in Box 12.

The last day for which paid can be a the last regular work day, or an insurable sick or vacation day for time taken but it cannot be a stat holiday, unless the employee worked on the stat holiday.

Pay in lieu of notice and severance pay do not constitute insurable hours so the last day for which paid cannot include these earnings.

Enter the end date of the final pay period that includes the date you entered in Box 11.

Enter the employee's occupation (max. 40 characters in length). This is optional except in Quebec.

Options are:

  • Unknown (Powerpay Default)

  • Not returning

  • Recall Date

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.

Reason For Issuing this ROE, contacts name, area code, and phone number cannot be blank.

For a cancelled ROE, select code K00 – Other

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

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.

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.

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.

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 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.

For a cancelled ROE, enter “Previous ROE issued in error” to support Box 16 selection.

These fields cannot be blank.