The purpose of this article is to provide the Payroll Processor with instruction on how to produce a file that can be uploaded to Canada Revenue Agency ROE Web.
To produce an ROE, the employee must be terminated in the Employee Card and their final pay must be issued.
Step 1: Employee Card
Proceed to the Employee List and click on the link for the employee to be terminated or made inactive.
In the following example, employee “RL” quit on June 20, 2017. He is paid monthly, therefore the final pay period is June 30, 2017.
On the Administration section, change the Status from Active to Terminated and indicate the date in the Termination Date section.
Click on the “Record of Employment” icon.
Step 2: ROE Request Page
This will open another window to populate the fields required to produce the Record of Employment.
This section is broken down into Employee, Employer, Insurable Earnings, Other Monies, Vacation Pay, Statutory Holidays and Special Payments.
Note: Items with Red Stars indicate information is required for validation.
The “Reason” fields available from the drop-down menu are:
The system automatically shows you each pay period earnings and description for the periods as regulated by Service Canada.
For instance, for an employee that was paid weekly, the requirement is to have 53 consecutive pay periods for earnings and hours.
Other Monies, Vacation Pay, Statutory Holidays, and Special Payments fields are completed as required by the Canada Revenue Agency.
After completing the ROE Request Page, click on “Validate ROE”.
Note: The Issue type must be “S” for this action to be completed. The “S” indicates Submitted
Once completed the state changes from “Draft” to “Validated”.
Step 3: ROE Web Submission
The next step is to “Generate Web ROE Submission”. This action will generate the XML file required for the web submission. A message will appear to indicate that the file has finished downloading.
Save the XML document into a secure folder.
The next step is to upload the XML to the CRA ROE Web Submission page.
Once completed the State changes from “Validated” to “Submitted”
Save the XML document into a secure folder
Log into the CRA ROE Web page and upload the XML document for submission.
After generating the ROE it is a Best Practice to save the PDF copy of the ROE in a secure folder where it can be quickly accessed if needed.
The next step is to upload the XML document to CRA ROE Web for submission.
After the ROE has been successfully produced in the CRA site, click on the “Accepted by CRA” icon. The purpose of this is for the Payroll Processor to indicate that the WEB submission for this ROE was accepted by CRA.
Or, Click on the “Rejected by CRA” icon. By doing this it will enable you to Edit the ROE so that it can be further uploaded to CRA for acceptance and generation.