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UPROEF
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!!!PRODUCE WEB ROE FORM
[{TableOfContents }]
!!!PRODUCE ROE FORM
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For Canadian users, the capability to send an interface file to the Human Resources And Social Development Canada (HRSDC) web site to print the Record of Employment on the web (ROE WEB) is provided.
For Canadian users, High Line provides capabilities to send an interface file to “Department of Employment and Social Development Canada” (ESDC) to print the Record of Employment.
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In prior years, HRSDC allows employers to download the ROELaser.exe program to print ROE from an interface file with ROELaser format. This ROELaser facility is not available on the web to employers for download any more. The ROELaser facility may be obsolete in the future by the government. HRSDC.has developed the ROE Web application for employers to print ROE on the web.
In prior years, HRSDC developed the ROE Web application for employers to print ROE on the web. This ROE WEB facility is not available on the web to employers for download any more. The ROE Web facility has become obsolete as of March 31st, 2016 by the government. The ESDC has developed the ROE XML file for employers to produce the ROE information.
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If you have downloaded the previous ROELaser before, you can continue to use the ROELaser.exe program to print ROE by running the UPROE function until ROELaser is obsolete by the government. For employers who do not have the ROELaser program or who wish to migrate to ROE Web, please run the UPROEF function and refer to this document for detail ROE Web processing.
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You must refer to the following HRSDC web sites for government information and publication.
The users must refer to the following ESDC web site for government information and publication.
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;Human Resources And Social Development Canada (HRSDC) general web site:
http://www.esdc.gc.ca/en/ei/roe/user_requirements/appendix_d.page
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;: [http://www.hrsdc.gc.ca/en/home.shtml]
!!Required Set Up
!Step 1 - Define User Fields For [IEEI] Employment Screen & [IPPH] Employee Pays in [IMUF]
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;:Click on 'Business', then click on 'Employment Insurance Information for Employers'.
There are user fields on the [IEEI] Employment screen and the [IPPH] Employee Pays screen to be used by the UPROEF. If the user fields do not exist on [IMUF] screen, UPROEF program will generate the user fields automatically.
For a list of the user fields for ROE and what they are used for, review the page [ROE User Defined Fields|ROE USER DEFINED FIELDS].
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;Employment Insurance Information for Employers web site:
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;: [http://www.hrsdc.gc.ca/en/gateways/business/cluster/category/eiie.shtml]
;:Click on 'Record of Employment on the Web (ROE Web)' to:
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;:[http://www.hrsdc.gc.ca/asp/gateway.asp?hr=/en/ei/employers/roe_web.shtml&hs=rxr]
If you are a first time user for UPROEF (ROE XML) or in a new database environment, please run UPROEF in Trial mode for any one employee. UPROEF will generate all user-defined fields on IMUF for ROE processing to be entered on IEEI, IPCL, IDTR, IDGR and IPPH screens.
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%%information All users must follow the procedures in section 'What you have to do to register' to obtain an Activation Code from HRSDC and then follow the steps to obtain an ePass Canada to sign in on the web with the government.%%
!Step 2 - Define User Fields for ROE in [IPPH]
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;:Click on 'User requirements for ROE Web' to:
On the ‘Final Pay’ of the employee on IPPH screen, user can manually enter the Vacation Pay amount, Start Date, End Date, Statutory Holiday Pay and all the information that is required for Box 17, Box 19 for this pay
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;: [http://www.hrsdc.gc.ca/en/ei/employers/roeweb_ur53.shtml]
If the employee has no ‘Final Pay’ and the user wants to review the ROE by running UPROEF, then the most recent Pay Header that is closed will be used, Box 17 / 19 information can be entered
The default Box 17, 19 information will be derived by UPROEF using the IPPE ROE Elements for the Final Pay or the most recent Closed Pay if IPPH or IEEI UDF ROE information are not manually entered, please see below for list of ROE Elements
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;:Then click 'Appendix B Bulk Transfer - Flat File Layout and Edit Rules' to:
The Pay Header’s Group is used to retrieve the IDGR Government Registration Number (BN), the IPPH ROE UDF information will be reported under this
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;: [http://www.hrsdc.gc.ca/en/ei/employers/roeweb_ur53b_flatfile.shtml]
Defining ROE Box 17, 19 information at the Pay Header UDF level allows the user to pay and keep all related monetary amounts at the ‘Final Pay’ and to specify all DATES related to this ‘Final Pay’, e.g. Statutory Holiday Date, Special Payment Date etc
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;:This is the file format supported in this document to send the ROE to ROE Web for printing.
When employee is paid by Multiple Government Registration number (Group), the user can enter ROE Box 17, 19 information on Pay Header of the ‘Final Pay’ that is for a specific BN
When UPROEF is run in non-Trial mode, the UDF of this ‘Final Pay’ or the most recent Pay Header will be updated
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;ROE Web Training Environment Web Site:
Note: IPPH UDF ‘Prev ROE Upto’, ‘ROE 1ST Work Date’, ‘ROE Last Work Date’ are system maintained, no need to enter this
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;:[http://www.hrdc-drhc.gc.ca/roeweb/training]
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;:This ROE Web Training environment will be obsolete and is only applicable to users who have already registered prior to 2007, this ROE Web site prints the ROE form with 27 weeks in Box 15C.
;Multiple Government Registration Examples:
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;:ROE Web has been revised to print 53 weeks in Box 15C, all users should follow the ePass Canada registration and move to use the 53 weeks Box 15C reporting
An employee can be paid by more than one Government Registration Number (i.e. BN Business Number), the ‘Final Pay’ of the Pay Header will be used to retrieve ROE information
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If you are using the ROE Web with 27 weeks printing from this ROE Web Training environment, please refer to a prior document PR_CAN_ROE_Web_Process.doc.
Example (1) – one Employment record on IEEI, two BN
* an employee has one IEEI employment, two IEAS Assignments belong to two Groups (Full time and Part time), each Group has different IDGR Government Registration Number
* IPPH has been paid for 2 Groups: Fulltime and Parttime
Example (2) – Multiple Employment records on IEEI, same BN
* an employee has been terminated and re-hired, multiple records on IEEI for the same BN
* IPPH has been paid for the subsequent IEEI record
* On 'Final Pay', user can enter ROE Box 17 / 19 information on Pay Header
* Employee will be reported under same BNe
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This current document PR_CAN_ROE_Web_Process_2007.doc is updated with the ROE Web 53 weeks printing information.
!Step 3 - Define User Fields for ROE in [IEEI]
All user fields on [IEEI] screen are optional, you do not need to set up prior to running UPROEF.
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!!Required Set Up
!Step 1 - Define User Fields For [IEEI] Employment Screen in [IMUF]
NOTE: User can manually enter Box 17, Box 19 information on IPPH UDF or IEEI UDF. The IPPH UDF level will be used if it exists, otherwise the IEEI UDF level will be used.
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These user fields are used for [IEEI] Employment screen. If user fields do not exist on [IMUF] screen, UPROEF program will generate the user fields automatically.
If you enter any overridden information for an employee on [IEEI] user fields, then if subsequent ROE is needed, you must re-set the [IEEI] user fields, otherwise the user fields information will be re-used for the next ROE.
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If you are a first time user for UPROEF (ROE Web), please run UPROEF in Trial mode for any one employee. UPROEF will generate all user-defined fields needed for ROE.
For ROE XML processing, some old IEEI UDF are no longer required. These UDF’s Prompts are identified with a suffix ‘-Obsolete’. These UDFs are for historical purpose and cannot be removed due to database constraint and these may have been used.
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!Step 2 - Define User Fields For Pay Calendars - Pay Period Type in [IMUF]
This user field is used for the Pay Calendars ([IPCL]) screen. If the user field does not exist on [IMUF] screen, UPROEF program will generate the user field automatically.
When UPROEF is run in non-Trial mode, the UDF of the 'Final Pay' (or for most recent) will be updated, however the IEEI UDF will only be udpated for the following general information:
* Prev ROE Upto
* ROE 1st Work Date
* ROE Last Work Date
* ROE Submitted 1
* ROE Submitted 2
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!Step3 - Define User Fields for ROE in [IEEI]
All user fields on IEEI screen are optional, you do not need to set up prior to running UPROEF.
__ROE User Defined Fields__
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If you enter Box 17 or any overridden information for an employee on [IEEI] user fields, then if subsequent ROE is needed, you must re-set the [IEEI] user fields, otherwise the user fields information will be re-used for the next ROE.
;[Prev ROE UpTo|PREV ROE UPTO]: This is system maintained, UPROEF stores the pay period the ROE has been issued up to for each employment in update mode. This 'Up To Pay Period' is used when the subsequent ROE is issued for an employee for this employment record. You may change this pay period so that the ROE can be issued from this pay period onward. The format of this field is 'Pay Period + Period End date', i.e. 'CCYYPP DDMON- CCYY'. E.g. '200520 30-Apr-2005' means Pay Period 200520 with Period End date 30-Apr-2005
;[ROE 1st Work Date|ROE 1ST WORK DATE]: This is system maintained, stores the First Work Date issued on ROE. If an employee has multiple ROE for one Employment, this field contains the First Work Date printed on the most recent ROE. This is maintained by UPROEF and is for information purpose only
;[ROE Last Work Date|ROE LAST WORK DATE]: This is system maintained, stores the Last Work Date issued on ROE. If an employee has multiple ROE for one Employment, this field contains the Last Work Date printed on the most recent ROE. This is maintained by UPROEF and is for information purpose only
;[OVD ROE 1st Work Date| OVD ROE 1ST WORK DATE]: You may enter an overridden date for the First Day Worked. This should be used if the system generated First Work Date is incorrect and you want to override the system derived First Day Work on the [IEEI] screen. You should remove the content of this field after each ROE
;[OVD ROE Last Work Date| OVD ROE LAST WORK DATE]: You may enter an overridden date for the Last Day Worked. This should be used if the system generated Last Work Date is incorrect and you want to override the system derived Last Day Work on the [IEEI] screen. You should remove the content of this field after each ROE
;[ROE Reason Code|ROE REASON CODE]: You may override the ROE reason code for terminated employee whose termination reason is incorrect from DTR.ROE_LETTER. You may enter the ROE reason code for an employee who has not been terminated but needs an ROE. If [IEEI] screen 'ROE REASON CODE' is defined for the employee, then [IEEI] 'ROE REASON CODE' is used, otherwise 'ROE REASON' is from ROE_LETTER of termination code (DTR.ROE_LETTER)
;[ROE Vacn Code| ROE VACN CODE]: This is not used for ROE Web interface, used for ROE Laser interface only. This specifies the types of money pay at time of separation. See Note #5: Types of Other Money from govt ROE Laser publication
* A - Anniversary/Vacation Pay
* B - Bonus
* E - Severance Pay
* V - Vacation Pay
* etc.
;[ROE Stathol1 Code| ROE STATHOL1 CODE]: Not used for ROE Web interface, used for ROE Laser interface only
;[ROE Stathol1 Date| ROE STATHOL1 DATE]: Specifies the Statutory Holiday Date to be printed on ROE. This must be in DD-Mon-CCYY format, e.g. 23-May-2005. This will be converted to DD/MM/YYYY format by IDIF Format Mask
;[ROE Stathol 2 Code| ROE STATHOL2 CODE]: Not used for ROE Web interface, used for ROE Laser interface only
;[ROE Stathol2 Date| ROE STATHOL2 DATE]: This is the same as 'ROE STATHOL1 DATE'
;[ROE Stathol3 Code| ROE STATHOL3 CODE]: This is not used for ROE Web interface, used for ROE Laser interface only
;[ROE Stathol 3 Date| ROE STATHOL3 DATE]: This is the same as 'ROE STATHOL1 DATE'
;[ROE Other1 Desc| ROE OTHER1 DESC]: This specifies the Code for Other Monies. You may enter one letter or the entire description from below, only the first letter will be used to send to the interface file, HRSDC ROE web program will print the full description. This must be one of the following codes from HRSDC web site:
* A - Anniversary Payout
* B - Bonus
* E - Severance Pay
* G - Gratuities
* H - Honorariums
* I - Sick Leave Credits
* N - Pension(s)
* O - Other
* R - Retirement Leave Credits
* S - Settlement Pay
* U - Supplemental Unemployment Benefits
* V - Vacation Pay
* Y - Pay in Lieu of Notice
;[ROE Other2 Desc| ROE OTHER2 DESC]: This is the same as 'ROE OTHER1 DESC'
;[ROE Other3 Desc| ROE OTHER3 DESC]: This is the same as 'ROE OTHER1 DESC'
;[ROE Sick LV Date| ROE SICK LV DATE]: This specifies the Paid Sick / Maternity / Parental or Group Wage Loss Insurance Date to be printed on ROE. This must be in DD-Mon-CCYY format, e.g. 23-May-2005. It will be converted to DD/MM/YYYY format by [IDIF] Format Mask
;[ROE Sick LV D/ W| ROE SICK LV D W]: This specifies the Period Code for Paid Sick / Maternity / Parental or Group Wage Loss Insurance Date to be printed on ROE
* D - Per Day
* W - Per Week
;[ROE Box 17 Period| ROE BOX 17 PERIOD]: This specifies an overridden pay period to be used for Box 17 amounts. If an employee is terminated and has been paid with a 'Final Pay', then Box 17 amounts will be derived from the 'Final Pay' pay period. The user may override the 'Final Pay' pay period to a different pay period on this field in order to report Box 17 amounts. If employee has not been terminated and requires an ROE or 'Final Pay' has not been paid to a terminated employee, Box 17 will be derived from [IEEI] 'ROE BOX 17 PERIOD' pay period if specified or from the most recent pay period. The format of this field is 'CCYYPP', e.g. 200516
;[ROE Primary EEM| ROE PRIMARY EEM]: If employee has multiple Employments for one or more Government Business Numbers (BN), you should indicate which Employment is the primary Employment so that the ROE Occupation can be retrieved according to the primary Employment's Assignment information
[{InsertPage page='ROE_USER_DEFINED_FIELDS'}]
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!Step 4 - Request For ROE in [IEEI]
!Step 4 - Define User Fields For Pay Calendars - Pay Period Type in [IMUF]
The user field, [ROE Pay Frequency|ROE PAY FREQUENCY (UDF)], is used for the Pay Calendars ([IPCL]) screen. If the user field does not exist on [IMUF] screen, UPROEF program will generate the user field automatically.
!Step 5 - Request For ROE in [IEEI]
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!Step 5 - Define Pay Period Type For ROE in [IPCL]
According to HRSDC, the Pay Period type must be one of the following codes to be reported on ROE:
;:B - Biweekly
;:M - Monthly
;:O - Monthly Non-Standard
;:S - Semi-Monthly
;:E - Semi-Monthly Non-Standard
;:H - Thirteen per Year
;:W - Weekly
You may enter one of the above letters in the ROE Pay Frequency field on [IPCL], otherwise the [IPCL] Pay Frequency description first letter will be used.
!Step 6 - Define Pay Period Type For ROE in [IPCL]
ROE Pay Period Type must be one of the following codes to be reported on ROE:
||PAY PERIOD TYPE||Maximum # of Pay Periods to Include for Box 15
|B – Biweekly | Last 27
|M – Monthly | Last 13
|O - Monthly Non-Standard | Last 13
|S - Semi-Monthly | Last 25
|E - Semi-Monthly Non-Standard | Last 25
|H - Thirteen per Year | Last 14
|W – Weekly | Last 53
You may enter one of the above letters in the [ROE Pay Frequency(UDF)|ROE PAY FREQUENCY (UDF)] field on [IPCL], otherwise the [IPCL] Pay Frequency description first letter will be used.
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!Step 6 - Define Pay Elements For ROE Box 17 and 19 in [IPPE]
If you need to report Box 17 or Box 19 amounts, please set up the following elements on [IPPE] screen.
!Step 7 - Define Termination Reason Code [IDTR]
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The Element names for Box 17 and Box 19 correspond to the [IEEI] user field names.
There are 3 ways in which the ROE Reason Code can be defined for employees
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||Form||Column Name||Prompt||Lexicon||Length||Processing Order
|IEEI|ROE_LETTER|ROE Letter|X_ROE_LETTER|1 Digit|If populated this value will be used
|IDTR|ROE_REASON|ROE Reason Code|X_ROE_REASON|3 Digits|If the IEEI is not populated this value will be used
|IDTR|ROE_LETTER|ROE Reason|X_ROE_LETTER|1 Digit|If the IEEI and UDF are not populated this value will be used
The system will first check to see if a value has been entered into the IEEI in the ROE Letter field.
If the IEEI is not updated, the system will pull the value from the TERMINATION_REASON set up on [IDTR] and used when [IETR] is called.
On the IDTR there are 2 options for entering an ROE reason on the IETR if the IEEI ROE Reason Code is left blank.
1) The user may enter the 3 character [ROE Reason Code|ROE REASON CODE (UDF)] on [IDTR] screen for the termination code.
This UDF is linked to the lexicon [X_ROE_REASON].
To enter this user field on [IDTR] screen, you must click the header section and then click the UDF button.
Optionaly this field can also be added to the form using the IMFDH.
2) If the UDF is left blank then the value selected in the ROE_REASON field found on the IDTR can be used.
This column uses the [X_ROE_LETTER] lexicon for the ROE.
If the employee’s [IEEI] screen does not have a ROE Reason Code, then the IEEI Termination Code is used to retrieve the IDTR entry. If the IDTR entry has a UDF defined with the 3 characters, then this is used, otherwise the IDTR REASON CODE is used.
\\
\\If ROE Reason is with the old format with one character only, UPROEF will concatenate with ‘00, e.g. ‘K’ is changed to ‘K00’
!Step 8 - Define FolderCD User Field [IDGR]
The user may enter the following information on the [IDGR] screen for the Group code:
* [ROE FolderCD|ROE FolderCD (UDF)] - it is used to identify in which folder the ROE in the payroll extract file is to be filed
* [ROE ORGNUM|ROE ORGNUM (UDF)] - is used to identify the owner's organization number of the CRA Payroll Account Number
To enter this user field on [IDGR] screen, you must click the header section and then click the UDF button.
!Step 9 – Request for ROE [IEEI]
On the [IEEI] screen for an employee, after the Employment record is selected, the user may enter the [ROE Status|ROE_STATUS] on [IEEI] screen.
If the ROE Status = ’00 - Not Required’, employees do not need to be terminated in order to print the ROE information on the UPROEF report.
!Step 10 - Define Pay Elements For ROE Box 17 and 19 in [IPPE]
If you need to report Box 17 or Box 19 amounts, please set up the following elements on [IPPE] screen or directly enter the amounts on the [IEEI] UDF to override the [IPPE] elements.
The Element names for Box 17 and Box 19 correspond to the [IEEI] user field names.
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The necessary elements may be found in the page title [ROE Pay Elements|ROE PAY ELEMENTS].
||Box Number||Description ||IEEI User Field ||Element
|Box 17A| Vacation Pay Amount| ‘ROE VACN PAY’ |'ROE VACN PAY'
|Box 17B |Statutory Holiday Amount| 'ROE STATHOL1 AMT'|'ROE STATHOL1 AMT'
| |Statutory Holiday Amount| 'ROE STATHOL2 AMT '|'ROE STATHOL2 AMT'
| |Statutory Holiday Amount| 'ROE STATHOL3 AMT '|'ROE STATHOL3 AMT'
| | ….up to
| |Statutory Holiday Amount| 'ROE STATHOL10 AMT '|'ROE STATHOL10 AMT'
| | Note: 'ROE STATHOL1 DATE' is truncated to 16 characters element 'ROE STATHOL1 DAT'|< |<
|Box 17C| Other Monies| 'ROE OTHER1 AMT'|'ROE OTHER1 AMT'
| |Other Monies |'ROE OTHER2 AMT '|'ROE OTHER2 AMT'
| |Other Monies |'ROE OTHER3 AMT '|'ROE OTHER3 AMT'
|Box 19 |Special Payments | 'ROE SPEC PYMT1 '|'ROE SPEC PYMT1'
| |Special Payments | 'ROE SPEC PYMT2 '|'ROE SPEC PYMT2'
| |Special Payments | 'ROE SPEC PYMT3 '|'ROE SPEC PYMT3'
Note: Effective March 2016, ROE is reported using the XML File format. The following Elements are OBSOLETE. User may rename these Elements to correspond to the Element Names above or to remove them.
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!Step 7 - Define Interface Format in [IDIF]
| |Oboslete Element List:
|| ||'ROE SPEC PYMT1'
|| ||'ROE STATHOL1 DAT'
|| ||'ROE STATHOL2 DAT'
|| ||'ROE STATHOL3 DAT'
|| ||'ROE OTHER1 DESC'
|| ||'ROE OTHER2 DESC'
|| ||'ROE OTHER3 DESC'
|| ||'ROE SICK LV DATE'
|| ||'ROE SICK LV D/W'
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}]
!Step 11 - Define Interface Format in [IDIF]
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SEED_IDIF_HL$CAN_ROEWEB_53.sql
01_SEED_IDFD_HLCAN_ROE_XML_2020.sql
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You should use the [Copy Definition] button to copy the [IDIF] definition to a New Interface Code and then use the New Interface Code for UPROEF reporting.
You should use the (Copy Definition) button to copy the [IDIF] definition to a New Interface Code and then use the New Interface Code for UPROEF reporting.
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Most of the [HL$CAN-ROEWEB_53] set up are pre-defined, you only need to enter the company contact information on [IDIF] screen, please refer to detail set up below.
Most of the [HL$CAN-ROE-XML] set up are pre-defined, you only need to enter the company contact information on [IDIF] screen.
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This [IDIF] Form Code [HL$CAN-ROEWEB-53] is used for ROE Web with Box 15C 53 Weeks printing, please note the Form Type is 'CDN ROEWeb 53 Weeks'
The file naming standard: The ROE file name must include a file prefix, a dot and an extension as follows: (e.g. CAN_ROE200_mex.BLK). The user can override this File Name in the Prompt when UPROEF is run.
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The old [IDIF] Form Code [HL$CAN-ROE-WEB] is used for ROE Web with Box 15C 27 weeks printing, please refer to prior document PR_CAN_ROE_Web_Process.doc if this is applicable to you, this format will be obsolete in the future
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UPROEF allows you to select employees from Employment screen to generate an interface file to send to the Human Resource And Social Development Canada (HRSDC) web site to print the Record of Employment Form on the web (ROE WEB)
UPROEF allows you to select employees from Employment screen to generate an interface file to send to the ‘Department of Employment and Social Development Canada’ (ESDC) to print the Record of Employment.
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An employee can be terminated through the [IEHR] Termination Process.
An employee can be terminated through the [IETR] Termination Process.
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To request ROE for an employee, the EMPLOYMENT [IEEI] screen ROE-STATUS must be one of the following:
To request ROE for an employee, the [ROE Status|ROE_STATUS] field in the EMPLOYMENT [IEEI] screen must be one of the following:
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The ROE Interface Code is mandatory, users may select either 'HL$CAN-ROEWEB-53' or 'HL$CAN-ROE-WEB', e.g. HL$CAN-ROEWEB-53 or your own ROE Interface code.
The ROE Interface Code is mandatory, users may select either '[HL$CAN-ROE-XML]' or your own ROE Interface code.
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NOTE: please copy the supplied HL$CAN-ROEWEB-53 Interface code to a user defined Interface Code and use your code on UPROEF.
If the 'HL$CAN-ROEWEB-53' Interface Code is used, the interface file format is generated with the Box 15C 53 weeks format.
If the 'HL$CAN-ROE-WEB' Interface Code is used, the interface file format is generated with the Box 15C 27 weeks format.
NOTE: please copy the supplied [HL$CAN-ROE-XML] Interface code to a user defined Interface Code and use your code on UPROEF.
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If Form Type is 'CDN ROEWeb 53 Weeks', then Box 15A, 15B, 15C number of pay periods used are according to the ROE Guide Chart III as below:
||Pay Frequency|| Box 15A periods|| Box 15B periods ||Box 15C periods
|Weekly| last 53| last 27| last 53
|Bi -Weekly |last 27 |last 14| last 27
|Semi-Monthly| last 25| last 13| last 25
|Monthly |last 13 |last 7 |last 13
If Form Type is 'CDN ROE Definition', then Box 15A, 15B, 15C number of pay periods used are according to the previous ROE guide Box 15A, 15B, 15C requirement, this requirement will be obsolete in the future and replaced by the ROE 53 Weeks reporting.
The UPROEF program can generate ROE Web Interface file in either (1) 53 weeks file format or (2) 27 weeks file format depending on the [IDIF] Form Type You MUST be very careful in choosing the correct ROE Interface Code
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If the employee is terminated and has been paid for final pay, the pay header that is marked with 'FINAL PAY METHOD' = '01' will be used to derive Box 15, 17 and 19.
If the employee is terminated and has been paid for final pay, the pay header that is marked with '[Final Pay Method|FINAL_PAY_METHOD]' = '01' will be used to derive Box 15, 17 and 19.
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If the user has entered an overridden 'ROE Box 17 Period' on [IEEI] user fields, then this overridden pay period is used for Box 17 and 19 processing.
If the user has entered an overridden 'ROE Box 17 Period' on [IPPH] / [IEEI] user fields, then this overridden pay period is used for Box 17 and 19 processing.
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If the 'Trial' toggle is checked, then the EMPLOYMENT information will not be updated. If the 'Trial' toggle is not checked (i.e. in Update mode), the following EMPLOYMENT information will be updated if the ROE-STATUS = '01-ROE Required/Request', '03-Duplicate Requested'
If the 'Trial' prompt = ‘Yes’, then the EMPLOYMENT and PAY HEADER information will not be updated.
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![IEEI]
If the 'Trial' prompt = ‘No’, (i.e. in Update mode), the following EMPLOYMENT information will be updated if the [ROE Status|ROE_STATUS] = '01-ROE Required/Request', '03-Duplicate Requested'
!Maintain Employment Record [IEEI]
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;[ROE Status|ROE_STATUS]:If ROE-STATUS = '01', then ROE-STATUS is updated to '02 - ROE Issued'. If ROE-STATUS = '03 - Duplicate Requested', then update to '04 - Duplicate Issued'
;[ROE Issued|ROE_ISSUED_DATE]: Update to the ROE Issued Date from parameter of UPROEF run
;[ROE Letter|ROE_LETTER]: Update to the ROE Letter of the Termination Reason for the employee or the ROE reason that is overridden for this employee on [IEEI] screen user field 'ROE REASON CODE'
;[ROE Status|ROE_STATUS]:If the [ROE Status|ROE_STATUS] = '01', then the [ROE Status|ROE_STATUS] is updated to '02 - ROE Issued'. If the [ROE Status|ROE_STATUS] = '03 - Duplicate Requested', then update to '04 - Duplicate Issued'
;[ROE Issued|ROE_ISSUED_DATE]: Updated to the ROE Issued Date from parameter of UPROEF run
;[ROE Letter|ROE_LETTER]: Updated to the ROE Letter of the Termination Reason for the employee or the ROE reason that is overridden for this employee on [IEEI] screen user field '[ROE Reason Code|ROE REASON CODE (UDF)]'
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;[Employment UDF (User Defined Fields)|]
;[Prev ROE Upto|PREV ROE UPTO]: The system will update this UDF to store the pay period that the ROE has issued up to. This 'PREV ROE UPTO' UDF will be used for the next ROE so that the information reported on the next ROE will not be prior to this pay period. If you want to re-issue the ROE, you should change this UDF pay period such that the next ROE will generate Box 15 information from this pay period onward
;[ROE 1st Work Date|ROE 1ST WORK DATE]: The system will update this UDF to store the First Work Date the ROE has been issued
;[ROE Last Work Date|ROE LAST WORK DATE]: The system will update this UDF to store the Last Work Date the ROE has been issued
;[Pay Header UDF and Employment UDF (User Defined Fields)|]
For a list of User Defined fields for ROE and what they are used for review the page [ROE User Defined Fields|ROE USER DEFINED FIELDS].
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If employee has multiple Employments on [IEEI] screen, please request ROE on the 'ROE Status' field for each of the Employment record on [IEEI] screen.
If employee has multiple Employments on [IEEI] screen, please request ROE on the '[ROE Status|ROE_STATUS]' field for each of the Employment record on [IEEI] screen.
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!Amend / Replace ROE
If an ROE needs to be replaced or amended to correct information on the ROE form, the following steps need to be followed:
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* Make the necessary changes to the employee’s records
** On IEEI 'ROE Status' field – change to ‘ROE Required/Request’
** On IEEI User Field – ‘Prev ROE Upto’ – remove the value in this field
** On IEEI User Field – ‘ROE Amend/Replace Serial#’ – specify the Serial Number of the ROE that is being amended or replaced. This value will be put into Box 2 of the ROE.
** On IPPH User Field – ‘Prev ROE Upto’ – remove the value in this field
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\\ \\
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|As of Date| This date is used to retrieve employee demographic information if necessary.
|As of Date| This date is used to retrieve employee demographic information if necessary. Also to retrieve the closed pays with the pay issue date up to this date.
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|ROE Interface Code| 'HL$CAN-ROEWEB-53' or 'HL$CAN-ROE-WEB' (Mandatory)
|ER Addr Location |Allows you to enter an overridden Location to retrieve the Employer Address (Optional) If this is not specified, the entity's location address is used.
|Sort by Active/Inactive| Check this toggle to sort inactive employees first for mailing purpose
|ROE Status| This indicates the ROE Statuses to be processed from Employments. This allows user to select to print ‘01 – ROE Required/Request’ or ‘03 – Duplicate Requested’ independently. If ‘00 – Not Required’ is selected, employees do not need to be terminated, the user can request sample ROE report prior to employee’s termination. If this parameter is not specified, all qualified Employments will be processed including to the previously issued ROE.
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|ROE Process Method| Indicates the ROE Processing method on the ROE Web interface file. (Optional) Lexicon [X_ROE_PROC_METH]. This allows you to select to print Draft or Actual ROE for each UPROEF run.
|Sort by Active/Inactive| Check this toggle to sort inactive employees first for mailing purpose
|ROE Interface Code| '[HL$CAN-ROE-XML]' or your Interface Code (Mandatory). NOTE – copy the High Line supplied HL$CAN-ROE-XML Interface code to a user defined Interface Code and use your code on UPROEF
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|File Name| Enter a file name or use the default file name from IDIF. ROE Web interface file naming convention: File name is maximum of 32 alphanumeric, file extension must be 'BLK' e.g. ACME_ROE200.BLK
|File Name| Enter a file name or use the default file name from [IDIF]. ROE Web interface file naming convention: File name is maximum of 32 alphanumeric, file extension must be 'BLK' e.g. ACME_ROE200.BLK
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|ER Addr Location |Allows you to enter an overridden Location to retrieve the Employer Address (Optional) If this is not specified, the entity's location address is used.
|ROE Process Method| Indicates the ROE Processing method on the ROE Web interface file. (Optional) Lexicon [X_ROE_PROC_METH]. This allows you to select to print Draft or Actual ROE for each UPROEF run.
|User Comment| Allows entry of user comments to be printed on report (Optional)
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!!!ROE XML FILE VALIDATION
!!ROE XML Schema
• ROE government website is: http://www.esdc.gc.ca/en/ei/roe/user_requirements/appendix_d.page
• The user should download and save the following PayrollExtractXmlV2.xsd (20kb) file into your own directory in order to validate the payroll extract file structure before transferring the file using ROE Web. To perform this kind of validation, you need a tool that is capable of validating an XML schema.
• The ‘2016 XMLSPY software’ is used in the following example to perform the ROE XML Validation with the ROE XML Schema
!!ROE XML Validation
• After UPROEF is run, the user can open the ROE XML file that is generated by UPROEF with XMLSpy
• Then click ‘DTD/Schema’ to ‘Assign Schema’ and select PayrollExtractXmlV2.xsd (20kb) that you have saved before
• Then click the ‘Yellow Tick’ to check the ROE XML file is well-formed
• Then click the ‘Green Tick’ to validate the ROE XML file with the XML Schema
• If there is no issues, then it will display the xml is valid and this file is ready to transmit to the government ROEWEB
[{Image src='UPROEF-1.JPG' width='500' align='center' link='attach/UPROEF-1.JPG'}]
!!ROE XML File Error
• Although the ROE XML file is always well-formed, but the XML Schema may have some dependency fields that are causing the XML file invalid and thus will be rejected by the government.
• When there are errors with the ROE XML file, the file is displayed as ‘xml is not valid’ in XMLSPY
• Then click the incorrect ‘Element’ to go to the Error location, and you can click the link to the government website to cross reference the incorrect Tag to find out what causes the problem
• In this error below, Box 17A Vacation Amount requires a mandatory Vacation Code and therefore the xml file is invalid
[{Image src='UPROEF-2.JPG' width='500' align='center' link='attach/UPROEF-2.JPG'}]
- User must enter the Vacation Code on IEEI UDF [ROE VACN CODE (UDF)] and re-run UPROEF
- If this [ROE VACN CODE (UDF)] UDF is not set up, then IDIF screen HL$CAN-ROE-XML ‘Vacation Pay Code’ derivation expression will default to Code ‘2-Paid – no longer working’
[{Image src='UPROEF-3.JPG' width='500' align='center' link='attach/UPROEF-3.JPG'}]
- If Box 17C Other Money Amount is not zero, it requires a mandatory Other Money Code
- The user must enter the Other Monies Code on IEEI UDF [ROE OTHER1 CODE (UDF)] for UPROEF, otherwise the xml file is invalid
- If this {ROE OTHER1 CODE (UDF)] UDF is not set up, then IDIF screen HL$CAN-ROE-XML ‘Other Monies Code 1’ derivation expression will default to Code ‘O00 – Other’
[{Image src='UPROEF-4.JPG' width='500' align='center' link='attach/UPROEF-4.JPG'}]
- UPROEF report will issue the following Warning messages when an amount is on the xml file and the code is missing.
- Users should manually enter the appropriate codes on IEEI UDF and then re-run UPROEF.
[{Image src='UPROEF-5.JPG' width='750' align='center' link='attach/UPROEF-5.JPG'}]
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![Notes|Edit:Internal.UPROEF]
[{InsertPage page='Internal.UPROEF' default}]
This page (revision-96) was last changed on 08-Nov-2023 21:53 by Karen ParrottTop