Service Canada uses a record of employment to assess a worker’s eligibility for Employment Insurance benefits. As an employer, it’s important to understand the basics about these documents and your legal obligations.
When to Issue Record of Employment Forms
If your employee has an interruption of earnings, you must fill out an ROE on the employee’s behalf and send it to Service Canada. An interruption of earnings consists of seven days in a row with no pay and no insurable earnings. This happens if the employee quits or if you terminate employment. Start counting on the last day the employee receives wages, and remember to count the weekends.
If your employee’s earnings falls to lower than 60 percent of his average income due to illness or taking care of an ill family member, that can also constitute an interruption of earnings. In this case, start counting on the Sunday of the week the earnings fall below the threshold. For example, if your employee normally earns $1,000 per week, he experiences an interruption of earnings when his income falls under $600.
There are exceptions to this rule for certain types of employees. For example, if you are a firefighter with a schedule that often gives you seven days off in a row, you do not experience an interruption of earnings during your week off.
Special Situations With ROEs
In addition to the above situations, you also have to issue ROEs if you change the pay period you use. For example, if you pay all of your employees twice a month but decide to switch to paying them every two weeks, you have to issue ROEs for all of your employees. If Service Canada requests an ROE, you must submit one.
Information on Record of Employment Forms
To complete an ROE form, you need basic information about your company, including your business number, address and employer pay reference number. You also need the employee’s name, address, Social Insurance number and job title, as well as the dates of the first day and last day the employee worked for your company. You will be prompted to note when the employee plans to return to work, but you can tick Unknown if you aren’t sure.
Submitting Record of Employment Forms
Service Canada has a special web system for filling out and submitting ROE forms. Once you create your account, the form is automatically populated with your business information, and you simply have to add employee details. That helps to save time on manual entry, and electronic submission means you don’t have to worry about documents getting lost in the post.
Some payroll apps can handle ROEs. In particular, Wagepoint can fill out ROEs and other government-related employment forms. This app can track all of your payroll expenses and sync the information with your QuickBooks accounting software.