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before, you can continue to use the ROELaser.exe program to print ROE by running the UPROE function until ROELaser is obsolete by the government.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

• This is the file format supported in this document to send the ROE to ROE Web for printing.

ROE Web Training Environment Web Site:

http://www.hrdc-drhc.gc.ca/roeweb/training

• 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.
• 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

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.

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

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

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

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

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

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

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

Not used for ROE Web interface, used for ROE Laser interface only

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

Not used for ROE Web interface, used for ROE Laser interface only

ROE Stathol2 Date

This is the same as 'ROE STATHOL1 DATE'

ROE Stathol3 Code

This is not used for ROE Web interface, used for ROE Laser interface only

ROE Stathol 3 Date

This is the same as 'ROE STATHOL1 DATE'

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

This is the same as 'ROE OTHER1 DESC'

ROE Other3 Desc

This is the same as 'ROE OTHER1 DESC'

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

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

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

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

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

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Processing Information#

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 parameter screen allows you to select employees by 'Employment Status' and 'Termination Reason'

An employee must be qualified for both the 'Employment Status' and 'Termination Reason' for the printing of ROE

An employee can be terminated through the IEHR Termination Process.

An employee does not have to be terminated to generate an ROE.

An employee may request the ROE regardless of the employee's status, e.g. employee is on Leave, Terminated or even Active.

To request ROE for an employee, the EMPLOYMENT IEEI screen ROE-STATUS must be one of the following:

01 - ROE Requested

03 - Duplicate Requested

You may run UPROEF with 'Exception Level = Utility Trace' to trace Box 15, 17 logic for the employee. Then after UPROEF is run, you may run RMEX to view the Trace statements for the execution ID of the UPROEF run.

You may generate the ROE File name with mex id by specifying the word 'mex' in the file name, e.g. ROE_file_mex.BLK, or ACME_ROE_mex.BLK.

UPROEF parameter screen allows you to select the ROE Interface Code.

ROE Interface Code:

Mandatory, 'HL$CAN-ROEWEB-53' or 'HL$CAN-ROE-WEB', e.g. HL$CAN-ROEWEB-53 or your own ROE Interface code

NOTE: please copy the supplied HL$CAN-ROEWEB-53 Interface code to a user defined Interface Code and use your code on UPROEF

If 'HL$CAN-ROEWEB-53' Interface Code is used, the interface file format is generated with the Box 15C 53 weeks format

If 'HL$CAN-ROE-WEB' Interface Code is used, the interface file format is generated with the Box 15C 27 weeks format

From this ROE Interface Code, the IDIF screen Form Type determines the number of pay periods to be used for the Pay Frequency.

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

Box 17 Pay Period

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 an employee has not been paid for the 'Final Pay', the system will retrieve the most recent pay header that has the pay category marked as Regular Pay with the Pay Period Ending date on or prior to the user selected As of Date or the Assignment Detail's Leave date (whichever is earlier), this most recent pay period is used to derive Box 15, 17 and 19.

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.

Update Mode

You may run UPROEF in Trial mode and verify the ROE information prior to running in Update mode.

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'

IEEI Employment screen

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

Update to the ROE Issued Date from parameter of UPROEF run

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'

IEEI Employment UDF (User Defined Fields)

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

The system will update this UDF to store the First Work Date the ROE has been issued

ROE Last Work Date

The system will update this UDF to store the Last Work Date the ROE has been issued

Multiple Employments#

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 multiple Employments belong to the same Government Registration Number, these Employments are combined together and report on one ROE.

If multiple Employments belong to different Government Registration Number, then multiple ROEs will be issued for different Government Registration numbers for the same employee.

You must pay attention to the user-defined fields for each of the Employment record prior to running UPROEF

Multiple Government Registration Numbers (BN)#

From Pay Headers Group code, it determines the Government Registration Number to be reported on ROE.

If employee has been paid by different Group codes, either by multiple Employments or Assignments, then the employee can be paid by one or multiple Government Registration Numbers.

When UPROEF is run, you may request to run for one or multiple Government Registration Numbers.

The design of the ROE Web Training environment only allows HRSDC to create one unique CRA BN for each employer. However, ROE Web Production allows you to create as many BNs as the employer requests/uses. Although you cannot test the multiple BNs in training environment, this is normal business practice for many Canadian employers so this will be seamless in the production environment.

As well in production, HRSDC have a feature called the "ROE Overlap rule" that enables employers to issue multiple ROEs to the same employee for same periods of employment under different BNs. This must be requested by the employer when they register for ROE Web at a local HRSDC office.

When reporting for multiple Government Registration Numbers for one employee, the employee's most recent pay period that is paid is used to report on multiple ROEs.

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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)