Record of Employment (ROE) Reporting

The Record of Employment (ROE) is the single most important document in Employment Insurance (EI). Information on the ROE form determines whether a potential claimant qualifies for EI benefits and, if benefits are due, the duration and benefit rate that apply to their claim.

Prompt issuance of the Record of Employment to applicable employees is one of the most important statutory obligations that employers must fulfill. In response to this obligation, employers are required, in most situations, to issue an ROE within five (5) calendar days of an employee’s interruption of earnings, or the date that employers become aware of an earnings interruption.

To enable employers to honour this obligation,SAP ERP HCM Payrollfeatures the Record of Employment (ROE) Workbench, which is initially used to generate the form data needed to issue Record of Employment forms to applicable employees. Once you havegenerated this data, you submit it – depending upon your system settings – to ROE Laser Print or ROE Web.

ROE Laser Printis a separate application distributed by Human Resources and Social Development Canada (HRSDC). In ROE Laser Print, valid serial numbers are assigned to ROE forms and actual ROE forms are produced (that is, printed). Upon successfully printing actual ROE forms with valid HRSDC serial numbers in ROE Laser Print, you import the ROE form data and corresponding serial numbers back into SAP ERP HCM Payroll, to record that ROE forms were printed and to complete the reporting cycle.
ROE Webconsists of a suite of applications for Canadian employers to create valid ROEs by submitting them to HRSDC electronically, using Internet technology. Using ROE Web, employers with high volumes of ROEs can use the ROE Workbench to extract data from their system and submit it to HRSDC in batches, using file transfer protocol, for bulk processing.

Broadly speaking, SAP ERP HCM Payroll therefore prescribes a three-step process for employers to issue ROE forms with valid HRSDC serial numbers.

The first step takes place in the ROE Workbench, where you generate ROE form data and export the data you have generated to the corresponding HRSDC application – either ROE Laser Print or ROE Web.

The second step takes place either in ROE Laser Print or ROE Web.

If you have configured the ROE Workbench for productive use with ROE Laser Print, you use the ROE form data you generated (in Step 1) to produce (that is, print) the actual ROE form(s).

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Direct printing of ROE forms from within SAP ERP HCM Payroll is not supported, and indirect printing is only supported when the ROE Workbench is configured to work with ROE Laser Print.

If you have configured the ROE Workbench for productive use with ROE Web, you upload the ROE form data you generated (in Step 1) to the corresponding HRSDC website, where this data is transferred, validated and recorded, and where HRSDC serial numbers are issued.

The third and final step again takes place in the ROE Workbench, where ROE form data is imported back into mySAP ERP HCM Payroll, thus completing the process of ROE reporting.

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If your enterprise uses ROE Web alongside the ROE Workbench, then you must manually enter all valid HRSDC serial numbers in the ROE Workbench. If your enterprise uses ROE Laser Print, then these serial numbers can be imported automatically.

Prerequisites

Before you may generate ROE form data via the ROE Workbench, your enterprise is required to have performed the configuration activities found in Customizing for Payroll Canada (PY-CA) at:

Reporting and Statistics → Record of Employment (ROE) Workbench

Additional information on this requirement is provided under the topic Configuration for ROE Reporting .

Before you may print ROE forms in ROE Laser Print, your enterprise is required to obtain that application from HRSDC. To do so, contact your local HRSDC office.

Before you may submit ROE forms by means of ROE Web, your enterprise is required to be authenticated and enrolled in the ROE Web program by HRSDC. To do so, contact your local HRSDC office.

Activities

To execute the Record of Employment (ROE) Workbench, select the following menu path from the main PayrollCanadamenu:

Subsequent activities → Period-independent → Reporting → Record of Employment (ROE) Workbench

Alternatively, you may run transaction HRPAYCA_ROEWB from any screen of the system to execute ROE Workbench .