The Record of Employment (ROE) is a mandatory Canadian government document that employers must issue to employees who experience an interruption of earnings. It serves as a detailed record of an individual’s work history with a specific employer, providing essential payroll data and the circumstances surrounding their separation. The ROE facilitates the smooth administration of federal programs that provide temporary income support to Canadian workers. Understanding this document, its codes, and the process for obtaining it is important for anyone transitioning between jobs or taking an extended leave.
Defining the Record of Employment
The Record of Employment is issued by employers in either paper or electronic format to officially verify an individual’s work history and earnings. Employers must issue this document any time an employee experiences an interruption of earnings. This interruption is defined as seven consecutive calendar days without work and without pay, or when an employee’s salary falls below 60% of their regular weekly earnings due to illness, injury, or other specified reasons.
Issuing the ROE is a requirement established under the Employment Insurance Act. The information recorded details the full history of employment, including the total insurable earnings and hours accumulated during the reporting period.
The Primary Purpose of the ROE
The primary function of the Record of Employment is its role in the Employment Insurance (EI) program, enabling Service Canada to evaluate a person’s entitlement to benefits. Without a properly issued ROE, an employee cannot complete a claim for temporary income support. The ROE provides Service Canada with the verified data necessary to initiate the adjudication of an application.
Service Canada uses the ROE to perform three main assessments regarding an individual’s claim for EI benefits. The agency determines whether the person meets the minimum threshold of accumulated insurable hours required to qualify. The information is also used to calculate the specific weekly benefit amount based on reported earnings. Finally, the ROE helps determine the duration of the payment period, which is tied to the number of insurable hours recorded and the regional unemployment rate. The document supports various claims, including regular, sickness, maternity, parental, and compassionate care benefits.
Employer Responsibilities and Issuance Deadlines
Employers have a legal obligation to issue an ROE whenever there is an interruption of earnings, regardless of whether the separation was initiated by the employee, the employer, or a temporary leave of absence. The deadlines for issuing the document are strict and depend on the method of submission, which is primarily electronic through the ROE Web system.
If an employer files the ROE electronically, submission must be completed within five calendar days after the end of the pay period in which the interruption occurred. If an employer uses the paper ROE form, the deadline is ten calendar days after the interruption of earnings or ten calendar days after the employer becomes aware of the interruption. Failure to meet these legislated deadlines can result in financial penalties for the employer.
Key Information Contained on the ROE
The ROE form is broken down into specific blocks that contain the data Service Canada requires to process an EI application. This information includes details about the parties involved, the employment history, and the specific reason for the earnings interruption. This data creates a full picture of the employee’s situation at the time of separation.
Employee and Employer Details
The initial blocks of the ROE contain identifying information for both the employee and the employer. This includes the employee’s full name, address, and Social Insurance Number (SIN), which is used to match the ROE to the benefit application. For the employer, the document lists the business name, address, and the payroll account number assigned by the Canada Revenue Agency (CRA).
Total Insurable Hours and Earnings
The ROE reports insurable hours and insurable earnings, which determine qualification for benefits. Total insurable hours (Block 15A) represent the number of hours the employee worked for which EI premiums were paid. Total insurable earnings (Block 15B) is the amount earned by the employee during the reporting period, up to the maximum insurable earnings limit. This data is reported for the last 53 weeks of employment or since the last ROE was issued, providing Service Canada with the history needed for calculation.
Reason for Separation Codes
Block 16 on the ROE is dedicated to the “Reason for Separation” code, which directly impacts eligibility for benefits. These single-letter codes explain to Service Canada why the employee’s earnings stopped.
Common codes include:
- ‘A’ for Shortage of Work or layoff.
- ‘D’ for Illness or Injury.
- ‘F’ for Maternity Leave.
- ‘E’ for a voluntary Quit by the employee.
- ‘G’ for Retirement.
- ‘M’ indicates Dismissal, which requires the employer to provide specific details about whether the termination was for cause or without cause.
- ‘K’ (Other) is reserved for situations not covered by the standard codes and must include a detailed explanation from the employer.
Accessing and Viewing Your ROE
Employees no longer need to wait for a paper copy of the ROE from their former employer to apply for benefits, as the majority of documents are submitted electronically. Once an employer submits the electronic ROE (eROE) through the ROE Web system, Service Canada receives the data directly.
To view an electronic Record of Employment, an individual must register for or sign in to a My Service Canada Account (MSCA) online. Within the MSCA portal, employees can securely access and view all eROEs issued by employers on their behalf.
Correcting Errors or Disputing Information
If an employee reviews their ROE in their My Service Canada Account and believes there is an error, such as an incorrect reason for separation or misreported hours, they must initiate a correction process. Employees should not attempt to change the document themselves or ask the employer to simply reissue a new ROE.
The employee must contact Service Canada directly to report the discrepancy and request an investigation. A Service Canada agent will then contact the employer to verify the accuracy of the original submission. This verification may lead to the employer submitting an amended ROE, ensuring revisions are handled properly.