A Record of Employment (ROE) is a form Canadian employers are required to file with Service Canada whenever an employee experiences an interruption of earnings. This can include:
- Resignations
- Layoffs
- Leaves of absence
- Termination of employment
- Changes in payroll provider
- Changes in payroll frequency
Service Canada uses the ROE to determine whether that person qualifies for Employment Insurance (EI) benefits and how much they should receive.
Jane can generate a ROE file in the standard .BLK format accepted by Service Canada's ROE Web system. Once the file is ready, it will be uploaded to your Documents tab in Jane for you to download and submit to Service Canada directly.
📣 Heads up: Jane doesn't submit ROEs to Service Canada on your behalf. You'll need to complete the submission step yourself through Service Canada's ROE Web portal.
Instructions
To request a ROE for a staff member, email the Jane Payroll Support team at [email protected] with the following information:
- The employee's full name
- Their last day worked
- The reason for the interruption of earnings (Service Canada's ROE reason codes can help if you're unsure which applies)
- Whether any income in their final pay was related to the end of employment (for example, a vacation payout or severance)
Once the Jane Payroll Support team has those details, the team will generate the .BLK file and upload it to your Documents tab. You'll receive a notification when it's ready to download.
Submitting the ROE to Service Canada
- Log in to your ROE Web account on the Service Canada website.
- Select the option to upload a Payroll Extract file.
- Upload the
.BLKfile and follow the on-screen steps to review and submit.
🩵 Jane Tip: It's worth setting up your ROE Web account before you need it. If a staff member leaves unexpectedly, the last thing you want is to be registering for the first time while working against a five-day filing deadline. The setup process goes through either a GCKey or a sign-in banking partner and may take some time to complete. Register for ROE Web when you have a moment.
What to Expect
Once your .BLK file is submitted and accepted by Service Canada, a serial number will be assigned to the ROE. The ROE will then be available to your former employee if they need to apply for EI.
Important Notes
- Electronic ROEs must be submitted within five calendar days of the end of the pay period in which the interruption of earnings occurred.
- If you're unsure when a ROE is required or what details to include, Service Canada's guide to completing a ROE covers the full requirements. You can also reach the Employer Contact Centre at 1-800-367-5693.
You're all set. If you have questions about requesting a ROE through Jane, reach out to [email protected].