How to Use Payroll ROEs (Records of Employment)

This guide explains how to create, issue, and manage Records of Employment in Awditify.

What is an ROE?

A Record of Employment (ROE) is a form required by Service Canada whenever an employee experiences an interruption of earnings. Employers must issue an ROE within five calendar days of the interruption. The ROE determines whether the employee qualifies for Employment Insurance (EI) benefits and how much they will receive.

Getting to ROEs

1. Open the client you want to work with.
2. In the left sidebar, under Payroll, click ROEs.

The ROE List Page

Filters

Use the Status filter at the top to view All, Draft, Ready, or Issued ROEs.

The ROE Table

Each row shows:

• Employee — the employee's name.
• Reason Code — the code and description for why the ROE was issued (e.g., A — Shortage of Work, E — Quit, M — Dismissal).
• Last Day Paid — the final day for which the employee received pay.
• Insurable Hours — total insurable hours in the lookback period.
• Status — Draft, Ready, or Issued.
• Created — when the ROE was created.
• Actions — View, Issue, Recalculate, Download, Delete.

Creating an ROE

1. Click Create ROE at the top right.
2. Fill in the form:

• Employee (required) — select the employee from the dropdown. Only employees with status Inactive or Terminated are shown, since an ROE is typically issued upon separation.
• Reason Code (required) — choose the Service Canada reason code that applies:
  • A — Shortage of Work (layoff, end of season, end of contract).
  • B — Strike or Lockout.
  • C — Return to School.
  • D — Illness or Injury.
  • E — Quit (employee voluntarily left).
  • F — Maternity.
  • G — Retirement.
  • H — Work Sharing.
  • J — Apprentice Training.
  • K — Injury / WSIB.
  • L — Seasonal Employment.
  • M — Dismissal (employee was terminated).
  • N — Leave of Absence.
  • P — Parental.
  • Z — Compassionate Care.
• First Day Worked (required) — the employee's first day of employment for this period.
• Last Day Paid (required) — the final day for which the employee received insurable earnings.
• Final Pay Period End (required) — the end date of the last pay period.
• Occupation (optional) — the employee's job title or occupation.
• Comments (optional) — any additional notes.

3. Click Create.

The ROE is saved with a Draft status. The system automatically calculates insurable hours and insurable earnings from the employee's payroll history.

Reviewing and Editing an ROE

Click the View action on any ROE to see its full details:

• Employee information.
• Reason code and description.
• Employment dates.
• Insurable hours by pay period.
• Total insurable earnings.
• Vacation pay allocation (Box 17A/17B/17C).

ROE Types

Recalculating an ROE

If you have processed additional payroll runs that affect the employee's insurable hours or earnings after creating the ROE, click Recalculate. The system pulls the latest data from all pay stubs and updates the ROE amounts.

Issuing an ROE

When the ROE is complete and accurate:

1. Click the Issue action on the ROE row.
2. The status changes from Draft/Ready to Issued.
3. The issue date is recorded.

ℹ Info: Issuing an ROE is the internal step that marks it as final. The actual physical or electronic ROE must still be provided to the employee and submitted to Service Canada.

Downloading ROEs

Click the Download action to export the ROE as a PDF. The PDF is formatted following Service Canada's standard ROE layout, ready for printing or digital delivery.

Deleting an ROE

1. Click the Delete action on the ROE row.
2. Confirm in the dialog.

⚠ Warning: Only draft ROEs can be deleted. Once an ROE is issued, it should not be deleted. If you need to make changes, create an amended ROE instead.

Important Notes

• Deadline: ROEs must be issued within five calendar days of the interruption of earnings. Late issuance can result in penalties.
• Insurable Hours: The system calculates these automatically from payroll data. Verify them before issuing, especially for employees with irregular hours.
• Vacation Pay: The system determines whether vacation pay is paid out (Box 17A), accrued but not paid (Box 17B), or included in each pay (Box 17C) based on your payroll configuration.
• Service Canada: Awditify helps you prepare and format the ROE. Actual submission to Service Canada is done through ROE Web or your existing Service Canada filing method.