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UPROEF
UPROEF

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!Step 1 - Define User Fields For [IEEI] Employment Screen in [IMUF]
!Step 1 - Define User Fields For [IEEI] Employment Screen & [IPPH] Employee Pays in [IMUF]
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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.
*[Prev ROE UpTo|PREV ROE UPTO (UDF)]
*[ROE 1st Work Date|ROE 1ST WORK DATE (UDF)]
*[ROE Last Work Date|ROE LAST WORK DATE (UDF)]
*[OVD ROE 1st Work Date| OVD ROE 1ST WORK DATE (UDF)]
*[OVD ROE Last Work Date| OVD ROE LAST WORK DATE (UDF)]
*[ROE Reason Code|ROE REASON CODE (UDF)]
*[ROE Vacn Code| ROE VACN CODE (UDF)]
*[ROE Stathol1 Code| ROE STATHOL1 CODE (UDF)]
*[ROE Stathol1 Date| ROE STATHOL1 DATE (UDF)]
*[ROE Stathol 2 Code| ROE STATHOL2 CODE (UDF)]
*[ROE Stathol2 Date| ROE STATHOL2 DATE (UDF)]
*[ROE Stathol3 Code| ROE STATHOL3 CODE (UDF)]
*[ROE Stathol 3 Date| ROE STATHOL3 DATE (UDF)]
*[ROE Other1 Desc| ROE OTHER1 DESC (UDF)]
*[ROE Other2 Desc| ROE OTHER2 DESC (UDF)]
*[ROE Other3 Desc| ROE OTHER3 DESC (UDF)]
*[ROE Sick LV Date| ROE SICK LV DATE (UDF)]
*[ROE Sick LV D/ W| ROE SICK LV D W (UDF)]
*[ROE Box 17 Period| ROE BOX 17 PERIOD (UDF)]
*[ROE Primary EEM| ROE PRIMARY EEM (UDF)]
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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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 and IDGR screens.
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!Step 2 - Define User Fields for ROE in [IEEI]
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.
!Step 2 - Define User Fields for ROE in [IPPH]
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
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
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
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
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
Note: IPPH UDF ‘Prev ROE Upto’, ‘ROE 1ST Work Date’, ‘ROE Last Work Date’ are system maintained, no need to enter this
;Multiple Government Registration Examples:
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
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
!Step 3 - Define User Fields for ROE in [IEEI]
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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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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].
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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!Step 3 - Define User Fields For Pay Calendars - Pay Period Type in [IMUF]
__ROE User Defined Fields__
[{InsertPage page='ROE_USER_DEFINED_FIELDS'}]
!Step 4 - Define User Fields For Pay Calendars - Pay Period Type in [IMUF]
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!Step 4 - Request For ROE in [IEEI]
!Step 5 - Request For ROE in [IEEI]
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!Step 5 - Define Pay Period Type For ROE in [IPCL]
!Step 6 - Define Pay Period Type For ROE in [IPCL]
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You may enter one of the above letters in the [ROE Pay Frequency|ROE PAY FREQUENCY (UDF)] field on [IPCL], otherwise the [IPCL] Pay Frequency description first letter will be used.
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 Termination Reason Code [IDTR]
The user may enter the 3 character [ROE Reason Code|ROE REASON CODE] on [IDTR] screen for the termination code.
To enter this user field on [IDTR] screen, you must click the header section and then click the UDF button.
!Step 7 - Define Termination Reason Code [IDTR]
There are 3 ways in which the ROE Reason Code can be defined for employees
||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.
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\\
\\If ROE Reason is with the old format with one character only, UPROEF will concatenate with ‘00, e.g. ‘K’ is changed to ‘K00’
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!Step 7 - Define FolderCD User Field [IDGR]
The user may enter the [ROE FolderCD Code|ROE FOLDERCD CODE] on [IDGR] screen for the Group code.
!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
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!Step 8 – 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.
!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.
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!Step 9 - Define Pay Elements For ROE Box 17 and 19 in [IPPE]
!Step 10 - Define Pay Elements For ROE Box 17 and 19 in [IPPE]
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[{Table
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|Box 17C| Other Monies| 'ROE OTHER1 AMT'|'ROE OTHER1 ANT'
|Box 17C| Other Monies| 'ROE OTHER1 AMT'|'ROE OTHER1 AMT'
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| |Oboslete Element List: | |'ROE SPEC PYMT1'
| |Special Payments ||'ROE STATHOL1 DAT'
| |Oboslete Element List:
|| ||'ROE SPEC PYMT1'
|| ||'ROE STATHOL1 DAT'
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|| | |'ROE STATHOL3 DAT'
|| | |'ROE OTHER1 DESC'
|| ||'ROE STATHOL3 DAT'
|| ||'ROE OTHER1 DESC'
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|| | |'ROE OTHER3 DESC'
|| ||'ROE OTHER3 DESC'
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!Step 10 - Define Interface Format in [IDIF]
!Step 11 - Define Interface Format in [IDIF]
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SEED_IDIF_HL$CAN-ROE-XML.sql
01_SEED_IDFD_HLCAN_ROE_XML_2020.sql
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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' prompt = ‘Yes’, then the EMPLOYMENT information will not be updated.
If the 'Trial' prompt = ‘Yes’, then the EMPLOYMENT and PAY HEADER information will not be updated.
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;[Employment UDF (User Defined Fields)|]
;[Prev ROE Upto|PREV ROE UPTO (UDF)]: The system will update this UDF to store the pay period that the ROE has issued up to. This '[Prev ROE Upto|PREV ROE UPTO (UDF)]' 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 (UDF)]: 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 (UDF)]: The system will update this UDF to store the Last Work Date the ROE has been issued
;[ROE VACN PAY|ROE VACN PAY]: Prompt: ‘ROE Vacation Pay Amt:’
;[ROE REASON CODE]:Prompt: ‘ROE Reason Code:’
;[ROE STATHOL1 AMT]:Prompt: ‘ROE Stat Hol 1 Amt:’
;[ROE STATHOL2 AMT]:Prompt: ‘ROE Stat Hol 2 Amt:’
… up to
;[ ROE STATHOL10 AMT]:Prompt: ‘ROE Stat Hol 10 Amt:
;[ROE OTHER1 AMT]:Prompt: ‘ROE Other1 Amt:’
;[ROE OTHER2 AMT]:Prompt: ‘ROE Other2 Amt:’
;[ROE OTHER3 AMT]:Prompt: ‘ROE Other3 Amt:’
;[ROE SPEC PYMT1]:Prompt: ‘ROE Special Pymt1 Amt:’
;[ROE SPEC PYMT2]:Prompt: ‘ROE Special Pymt2 Amt:’
;[ROE SPEC PYMT3]:Prompt: ‘ROE Special Pymt3 Amt:’
;[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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!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 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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[{InsertPage page='Internal.UPROEF' default
[{InsertPage page='Internal.UPROEF' default}]
This page (revision-96) was last changed on 08-Nov-2023 21:53 by Karen ParrottTop