Export Record of Employment

This screen allows users to generate a Record of Employment (ROE) report.

Use this screen to select which employees to include in the export file and specify certain parameters for the export file. After making selections in the Build Employee List for Export window, and prompting for certain file settings, the software displays a list of (potential) employees to include in the export. You can then remove any employees that should not be included on the report and click Continue to initiate the export update.
Note: This screen is only available if you have set the Payroll Installation > Payroll reporting option to 'Canada'.

About the ROE generated from this screen:

  • The Record of Employment (ROE) is the form that Canadian employers must complete for employees receiving insurable earnings who stop working and experience an interruption of earnings. Insurable earnings include most of the different types of compensation provided to employees in which employment insurance (EI) premiums are paid. While the Canada Revenue Agency (CRA) determines what types of earnings and hours are insurable, it is Service Canada who manages the EI benefits.

  • Spectrum supports the electronic ROE format only.

  • In the event that a revised ROE is required, you should submit these changes directly to Service Canada's website.

  • Spectrum does not support the 'weekly average formula' calculations for commission-only employees.

  • The ROE compilation might include an employee that is exempt from ROE reporting. In this cases, the Payroll Administrator would manually remove them from the exports start screen. Alternatively, a specific employee status could be created to represent these types of employees. This status would then be excluded when running the compilation.

  • The CRA Payroll Account Number is set to the first 15 characters of the Spectrum federal tax code's tax ID number.

  • The export file is in XML format, following ROE WEB Version 2.0.

  • Employment dates in Spectrum are calculated as follows:

    • First Day Worked (B10 in the file): Spectrum will use the Rehire date, or if that doesn't exist, the Hire date. If both fields are blank, Spectrum will use the first time card date after the last ROE submission for this employee. If there is no ROE history for the selected employee, the system will use the first time card date worked in Spectrum.

    • Last Day for Which Paid (B11 in the file): Spectrum will use the last day for which the employee had hours in Time Card History to determine the last day for which paid.

    • Final Pay Period Ending Date (B12 in the file): Spectrum will use the most recent pay period ending date, up to the Earnings Calculations Submit through date.

  1. Select Insurable Earnings and Build the file.
    1. Set up Insurable Earnings Maintenance via the available button, and then return to this Export screen to enter selections for employees to include and then click Build. A list of qualifying employees will display for review. Remove any employees that should not be submitted before creating the export file.

    • In addition to the field selections found below, an employee must also have reportable earnings in Payroll Cheque History based on the 'Submit through' date. The system looks for reportable earnings from approximately one year ago (based on employee's pay frequency) unless a ROE has been submitted for the employee since then.

    • Only regular and manual checks are reviewed to determine if reportable earnings exist. Void check amounts will be used later when compiling the export file.

  2. Complete submission details, finalize employee list, click Export.
    1. Complete the Submission details and Company contact information. The Comment field should only be used to submit information regarding specific cases as defined in the Service Canada documentation.
    2. Review the employees on the screen. As needed, highlight and click Remove to not include the employee in the export. The ability to multi-select records is provided. Click the Export option on the Command Bar.
  3. Reset ROE records to Unsubmitted and Generate a New Export File.
    1. To view the ROE history for an employee, click the History button. This will be useful for HR Managers who want to review previous ROE's submitted.
    2. Click the Reset to Unsubmitted button to reset the ROE records back to 'Unsubmitted' and then generate a new export file, as if for the first time. This is useful if you were to export the ROE file with pop-up blockers on and need to re-submit the file. This will not submit a corrected ROE record.