Fill Out Your Record Of Employment Form

What is the Record of Employment (ROE) and why is it important?

The Record of Employment (ROE) is a crucial document that employers complete for employees who stop working and have an interruption of earnings. This form serves as a record of the employee's work history, including details about insurable earnings and insurable hours. The ROE is essential for employees applying for Employment Insurance (EI) benefits. In fact, over one million Canadian employers fill out more than nine million ROEs each year, highlighting its significance in the EI program.

How can an ROE be submitted?

There are two primary ways to submit an ROE: electronically or on paper. An electronic ROE can be submitted through different methods, including using compatible payroll software via ROE Web, manually entering data online, or through a payroll service provider using Secure Automated Transfer (SAT). Paper ROEs are completed on a one-page form that results in three copies: the original for Service Canada and carbon copies for the employer and employee. Employers must ensure that the method chosen aligns with their operational capabilities and compliance requirements.

What should I do if I need to amend a previously submitted ROE?

If you need to amend a previously submitted ROE, you can do so electronically or using a paper form. When preparing an amended ROE, ensure that it clearly indicates the corrections needed. It is important to submit this amendment promptly to avoid any confusion or inaccuracies affecting the employee's EI benefits. Always keep a copy of the amended ROE for your records and follow the submission procedures as outlined by Service Canada.

What if I have more questions regarding the ROE or need additional information?

If you have further questions about the ROE or require more information, you can visit the Service Canada website or contact the Employer Contact Centre at 1-800-367-5693. They provide guidance and can assist with technical inquiries related to electronic submissions. For those with hearing or speech impairments, TTY services are available at 1-855-881-9874. Utilizing these resources will ensure you have the most accurate and up-to-date information concerning ROEs.

Filling out the Record of Employment (ROE) form is a critical task that requires careful attention to detail. Common mistakes can lead to delays or complications in the processing of Employment Insurance benefits. The following outlines some frequent errors made during this process.

One mistake is failing to provide accurate information in Block 8, which asks for the employee’s Social Insurance Number (SIN). An incorrect or illegible SIN can hinder the identification process within Service Canada. It is important to double-check this entry before submission to avoid unnecessary complications.

Additionally, another common error occurs in Block 10, where the first day worked is recorded. Omitting this date or providing an incorrect one can lead to issues with the employee's eligibility for benefits. This block must accurately reflect the employee's start date with the organization.

In Block 11, the last day worked must also be reported correctly. Some individuals mistakenly confuse this with the last pay period date. Precise documentation is essential; therefore, ensuring clarity in this section is vital to prevent delays in the employee’s claims.

Block 15A requires entries for total insurable hours. Discrepancies in the number of hours reported can impact the calculation of benefits. Be diligent in tracking these hours and providing an accurate total, as this figure directly affects the employee's entitlement.

Further errors can arise in Block 16, where the reason for issuing the ROE is indicated. Not selecting the appropriate reason can lead to confusion regarding the employee's status. It is crucial to choose the option that best fits the employee’s situation to facilitate proper handling of their claim.

Another oversight often encountered is neglecting to complete Block 22, the certification section. This block must be signed and dated by the issuer to validate the form. Failure to provide the necessary certification can result in the ROE being deemed incomplete. Ensure that this step is not overlooked.

Moreover, when issuing an ROE electronically, some individuals may mistakenly believe that electronic submission does not require a copy for the employee. However, it is essential to distribute a copy to the employee upon issuance, as they may need it for their records or benefit claims.

Lastly, not retaining copies of the completed ROE can lead to complications down the line. Employers must keep copies for their records to address any future inquiries or discrepancies that may arise regarding the employee's employment history and insurable earnings.

In summary, attention to detail is critical when completing the ROE. Each block provides important information necessary for processing Employment Insurance benefits. Avoiding these common mistakes can help ensure that employees receive the support they need in a timely manner.

The Record of Employment (ROE) is a crucial document for both employees and employers, especially when it comes to accessing Employment Insurance benefits. However, it is often accompanied by other forms and documents to ensure compliance and accurate reporting. Below is a list of five commonly used documents that go hand-in-hand with the ROE.

• Pay Stub: A pay stub provides detailed information about an employee's earnings for a specific pay period. It includes gross pay, deductions, and net pay, serving as essential verification for the income reported on the ROE.
• Tax Forms (W-2 or 1099): These forms report annual earnings to employees for tax purposes. The W-2 is for employees, whereas the 1099 is typically used for independent contractors. Both must reflect the income accurately reported on the ROE.
• Termination Letter: A termination letter documents the end of an employment relationship. It outlines reasons for termination, helping provide a clear context when filling out the ROE.
• Unemployment Insurance Application: This application is filled out by individuals seeking unemployment benefits. Information from the ROE will be requested to determine eligibility, making accurate completion essential.
• Vacancy Notice: This document confirms that a position has been vacated. It is particularly useful when combined with the ROE to provide context regarding staffing changes within an organization.

Utilizing these forms alongside the Record of Employment can streamline the process of reporting and accessing benefits, ultimately easing the transition for employees facing an interruption in earnings.

• W-2 Form: Like the Record of Employment (ROE), the W-2 form is used by employers to report an employee's wages and tax withholdings to the Internal Revenue Service (IRS). Both forms summarize earnings and are commonly required for tax purposes.
• Pay Stub: A pay stub shows an employee's earnings within a specific pay period, including deductions for taxes, insurance, and benefits. Similar to the ROE, it outlines the employee's total wages and can help determine insurable earnings.
• 1099 Form: Issued to independent contractors, this form details the earnings received during the year. While the ROE is for employees, both help to report income for tax purposes, functioning as documentation of income received.
• Employment Verification Letter: This letter confirms an employee's job status, salary, and duration of employment. It serves a similar purpose in validating employment history, which the ROE also provides for employees claiming benefits.
• Unemployment Insurance Claim Form: When employees apply for unemployment benefits, they must complete a claim form. The ROE supports this process by confirming the worker's earnings and the nature of their employment termination.
• Job Offer Letter: This letter outlines the terms of employment, including salary and position. While it differs in purpose, it similarly provides essential information about an employee's work history and qualifications, just like the ROE.
• Separation Notice: When an employee leaves a job, a separation notice is often issued. It specifies the reasons for leaving, resembling the information contained in an ROE about the cause of termination.
• Tax Return: Ultimately, the tax return reports total income earned during the year. This connects back to the ROE since it documents an employee's insurable earnings necessary for calculating tax obligations.

Things You Should Do:

• Ensure accurate and complete information for all required blocks.
• Double-check the employee's Social Insurance Number before submitting.
• Submit the Record of Employment as soon as possible after the employee's last day of work.
• Keep a copy of the ROE for your records.

Things You Shouldn't Do:

• Don't leave any mandatory sections blank.
• Avoid submitting the ROE after the deadline.
• Do not provide incorrect information about the employee's earnings and hours.
• Refrain from altering the ROE after it has been submitted without following proper procedures.

There are several misconceptions about the Record of Employment (ROE) form that can lead to confusion. Clarifying these misunderstandings is crucial for employers and employees alike.

• Misconception 1: The ROE is optional for employers. Many believe that generating an ROE is optional. However, it is mandatory for employers to complete an ROE when an employee experiences an interruption of earnings, regardless of whether the employee intends to apply for Employment Insurance (EI) benefits.
• Misconception 2: Employers must provide a physical copy of the ROE to employees. Some assume that a physical copy is necessary for all cases. Employers can submit ROEs electronically, and if they do, they are not required to provide a paper copy to the employee. However, they should inform employees of how to access their electronic ROE.
• Misconception 3: Any reason for termination requires an ROE. There's a belief that an ROE is needed for every termination. While an ROE is required when there is an interruption of earnings, it is important to clarify that not all terminations result in an interruption that necessitates an ROE.
• Misconception 4: The ROE does not affect the employee's EI benefits. Some individuals think that the ROE has no impact on EI benefits. In reality, the information provided on the ROE is critical for determining EI eligibility and benefit amounts, making accuracy essential.
• Misconception 5: All sections of the ROE must be filled out. While it is vital to complete relevant sections, not every block requires an entry. Some blocks, like the occupation or expected date of recall, are optional and should only be filled out if applicable.

The Record of Employment (ROE) form is essential for both employers and employees. Here are key takeaways that simplify its use and completion.

• Understand the Purpose: The ROE is required when an employee experiences an interruption of earnings. This document is crucial for accessing Employment Insurance (EI) benefits.
• Insurable Earnings and Hours: Clearly outline the insurable hours and earnings. These figures are vital for determining the employee's eligibility for EI.
• Issue Timely: Employers must issue the ROE shortly after an employee stops working. Delay can impact the employee’s access to benefits.
• Know the Formats: You can complete the ROE either electronically or on paper. Choose the method that suits your business model best.
• Keep Records: Retain payroll records related to the ROE for a minimum of six years. This is important for compliance and reference.
• Amend If Necessary: If any mistakes are found after issuing the ROE, it can be corrected or amended promptly to keep records accurate.
• Communicate with Employees: Always provide a copy of the ROE to the employee, regardless of how it was submitted. Transparency is key.

By following these guidelines, the completion and use of the Record of Employment form become more manageable and effective.