UPROEF
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PRODUCE WEB ROE FORM#

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.

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.

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before, you can continue to use the ROELaser.exe program to print ROE by running the UPROE function until ROELaser is obsolete by the government.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.

ROE Web Sites#

You must refer to the following HRSDC web sites for government information and publication.

Human Resources And Social Development Canada (HRSDC) general web site: http://www.hrsdc.gc.ca/en/home.shtml

Click on 'Business', then click on 'Employment Insurance Information for Employers'.

Employment Insurance Information for Employers web site: http://www.hrsdc.gc.ca/en/gateways/business/cluster/category/eiie.shtml

Click on 'Record of Employment on the Web (ROE Web)' to: http://www.hrsdc.gc.ca/asp/gateway.asp?hr=/en/ei/employers/roe_web.shtml&hs=rxr

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.

Click on 'User requirements for ROE Web' to: http://www.hrsdc.gc.ca/en/ei/employers/roeweb_ur53.shtml

Then click 'Appendix B Bulk Transfer - Flat File Layout and Edit Rules' to: http://www.hrsdc.gc.ca/en/ei/employers/roeweb_ur53b_flatfile.shtml

ROE Web Training Environment Web Site: http://www.hrdc-drhc.gc.ca/roeweb/training

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.

This current document PR_CAN_ROE_Web_Process_2007.doc is updated with the ROE Web 53 weeks printing information.

Required Set Up#

Step 1 - Define User Fields For IEEI Employment Screen in IMUF#

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 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.

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.

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.

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.

Step 4 - Request For ROE in IEEI#

You must manually request the ROE to be issued for an employee on IEEI screen ROE Status field. You should specify '01 - ROE Required/Request' or '03 - Duplicate Requested'. If ROE Status = '00 - Not Required', employees do not need to be terminated in order to print the ROE information on UPROEF report.

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.

To enter this user field on IPCL screen, you must click the header section and then click the UDF button.

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.

The Element names for Box 17 and Box 19 correspond to the IEEI user field names.

The IEEI user fields will be reported with the amount on ROE if there is non-zero amount in the associated elements on the 'Final Pay' or last pay of the employee.

The necessary elements may be found in the page title ROE Pay Elements.

Step 7 - Define Interface Format in IDIF#

Seed data script is delivered to clients to load in IDIF Interface Code definition: SEED_IDIF_HL$CAN_ROEWEB_53.sql

This seed data script will overwrite the same Interface Form Code if it exists, which allows for the delivery of new Interface format set up for the interface file.

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.

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.

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 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


Report Parameters & Filters#

Report Parameters
Entity You must enter one entity. (Mandatory)
Federal Regist Set Enter one or more Federal Registration Sets. (Optional)
Federal Regist Number Enter one or more Federal Registration Numbers. (Optional)
ROE Status This field indicates the ROE Statuses to be processed from Employments. (Mandatory) Lexicon X_ROE_STATUS. This allows users 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, you can request sample ROE report prior to the employee's termination. If this parameter is not specified, all qualified Employments will be processed including to the previously issued ROE.
As of Date This date is used to retrieve employee demographic information if necessary.
ROE Issue Date This date will be printed on ROE as the ROE issued date.
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
Sort Employees By You should sort employees by Last Name/First Name, however you may sort by employee's pay destination for distribution or sort by Person code. Lexicon X_PERSON_SORT
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.
Directory Name Enter a valid directory name.
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
Exception Level You should always run with Exception level only unless for tracing
Trial Allows you to run UPROEF in Trial mode for testing and update mode to update the Employment ROE information (Optional)

Report Filters
Payroll Enter one or more Payroll Codes (Optional)
Department Enter one or more Department Codes (Optional)
Org Level Type Enter one or more Org Level Types (Optional)
Org Level Enter one or more Org Level within Org Level Types (Optional)
Authorization Enter one or more Authorization Areas (Optional)
Location Enter one or more Location codes (Optional)
Unit Enter one or more Unit codes (Optional)
Group Enter one or more Group codes (Optional)
People List Code Please specify if People list is to be used (Optional)
Person Code Enter one or more Person Codes (Optional)
Employment Status Enter one or more Employment Statuses (Optional)
Termination Reason Enter one or more Termination Reasons (Optional)