Looking to create or find a Record of Employment (ROE) in QuickBooks Online (Canada)? This article will guide you through creating and locating a ROE for active, inactive, and terminated employees.
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Businesses dealing with COVID-19 often have to create a ROE. The Canadian Payroll Association has provided a detailed FAQ with regards to COVID-19.
Generate a ROE
Follow the steps to generate a ROE with all of the relevant information for that employee.
Change your employee's status to Terminated
- Go to Employees or Payroll menu.
- Select All Employees from the drop down menu.
- Select the desired employee from the list.
- Select Edit ✎ next to Employment.
- Under Status, change the employee's status from Active to Terminated.
- Select a Reason for status change and enter the appropriate Termination date.
- Select Done.
- A pop-up will appear asking if you'd like to create the employee's Record of Employment. Select Yes.
Create and view a ROE
- Select Taxes then Payroll Tax.
- Select Employer Forms under the Forms section.
- Select the desired employee from the drop-down menu.
- Select ROE then View. This opens a new tab displaying the Record of Employment.
Submit a ROE to the Canada Revenue Agency (CRA)
The ROE printed from QuickBooks Online is not a legal form for Record Of Employment. You'll need to request the legal ROE forms from the CRA. You can then use the ROE from QuickBooks Online as a guide to assist you with filling out the legal ROE forms from the CRA. Once you fill out the CRA ROE forms (three copies) you give one copy to your employee, mail one back in to the CRA and keep one for your personal records.
Common ROE reason codes that may be applicable as a result of COVID-19
Use Code A — Shortage of Work / End of Contract or Season:
- You've closed your business or adjusted your workforce as a precaution
Use Code D — Illness or Injury:
- Actual illness or an employee who has tested positive
- An employee who has travelled and is now self-isolating
Use Code N — Leave of absence:
- The employee making a personal choice to distance themself
BOX 18 — Do Not put a note in this field. This could flag the ROE in the system and may slow processing. For more information, you can reach out to Service Canada here: 1-833-381-2725
Rules by Pay Type
|Payroll Items: Earnings||ROE Insurable Earnings||ROE Insurable Hours||Reporting Period: For Which (PP End Date)||Reporting Period: In Which (Chq Date)|
|Vacation Pay (Accrual Paid Out)||Yes||Yes||Yes||-|
|Vacation Pay Every Period||Yes||-||-||Yes|
|Double Overtime Pay||Yes||Yes||-||Yes|
|Stat Holiday Pay||Yes||Yes||Yes||-|
|Payroll Items: Deductions||ROE Insurable Earnings||ROE Insurable Hours||Reporting Period: For Which (PP End Date)||Reporting Period: In Which (Chq Date)|
|Health Insurance - Private Health Care - EE Deduction||-||-||-||-|
|Health Insurance - Private Health Care - ER Contribution||Yes||Yes||Yes||-|
|Other deductions - Cash Advance Repayment - EE Deduction||-||-||-||-|
|Other deductions - Loan Repayment - EE Deduction||-||-||-||-|
|Other deductions - Charitable Donation - EE Deduction||-||-||-||-|
|Other deductions - Union Dues - EE Deduction||-||-||-||-|
|Other deductions - Other after tax deductions - EE Deduction||-||-||-||-|
|Retirement Plans - RRSP - EE Deduction||-||-||-||-|
|Retirement Plans - RRSP - ER Contribution||Yes||-||-||Yes|
|Retirement Plans - RPP - EE Deduction||-||-||-||-|
|Retirement Plans - RPP - ER Contribution||Yes||-||-||Yes|
Intuit coordinates with CRA tax guideline experts to bring you the most accurate form for your payroll. Read the Q&A section below if you would like to better understand your employee's ROE. You may also visit the CRA's website for detailed instructions.
Q.Why does the ROE I print from QuickBooks Online have a “NOT FOR SUBMISSION” watermark?
A. The ROE printed from QuickBooks Online is not the legal form for Record Of Employment. You'll need to request the legal ROE forms from the CRA. You can then use the ROE from QuickBooks Online as a guide to assist you with filling out the legal ROE forms from the CRA. There are three copies of the legal ROE forms: one for your employee, one to mail back in to the CRA and one for your personal records.
Q.Why don’t the numbers in boxes 15C match the payroll details/paycheque list?
A. The CRA’s guidelines for ROE state that box 15C will split up paycheques based on the types of pay on the paycheque. Some pay types (such as salary, wages, and vacation taken as hours off) are reported by the work period of the cheque, and some pay types (such as bonuses, overtime, and vacation paid out as % of gross) are reported by the paydate of the cheque.
For more information, see Why does box 15C on the Record of Employment not match the payroll details or paycheque list? or refer to the chart Type of earnings, insurable/non-insurable earnings and hours, and pay-period allocation on the CRA's website.
Q. Why is box 15B less than the total of boxes 15C?
A. Box 15B and 15C require information from different periods when filing electronically. Box 15B requires about one half a year’s earnings, and 15C requires about one full year. The exact number of periods you must use is detailed in charts from the CRA’s ROE instructions. Take special note of the table you use for box 15C, and how you decide to file the form, electronically or paper form. Further information, see the CRA's website.
Q.Why does the earliest period (bottom-right most box) in box 15C have such a large total?
A. This is most likely the total Year to Date information that is recorded in QuickBooks Online Payroll as historical paycheques. This total is recorded as one amount and will show up as one amount on the ROE. You will need to reference your original records and separate out enough pay periods to finish the ROE.
Q.Why is box 15A (total insurable hours) lower than expected?
A. The answer is similar to the questions 3 and 4 above. Box 15A requires about a year’s worth of pay periods, different from box 15B. Historical Payroll does not record insurable hours, so you will need to reference previous records to determine the correct insurable hours.
Q: Why is part of the paycheque is one box and another part is in another box?
A: With ROE's there are two types of payments: for which and in which. This determines which boxes under 15c are filled in with what numbers: for which would include pay that is accumulated during the pay period , where in which would include pay that is paid out on the paycheque date.