ROE Web user requirements – Functional Requirements

3. Functional requirements

3.1 Employer registration

Employers are required to register as participants in the program. Employer data are collected during the registration phase: Canada Revenue Agency Payroll Account Number (CRAPAN), Name, Address, Postal Code, Telephone Number, E-mail address, and the Name and Telephone Number of the Primary Officer. In order to use the ROE Web application, you must meet the ROE Web system requirements.

3.2 Employer Business Profile Administration

As part of the setup process for the Business Profile Administration, employers are required to enter the name and telephone number of a contact person. Employers are able to set a default Business Profile to be used when submitting ROEs.

3.3 Online Form

The ROE Web application provides a function to create new ROEs. The application displays an electronic ROE form pre-filled with basic employer data such as the company’s name, address and contact person - see ROE Online Data Entry - Field Edits & Rules.

Employers are able to validate and store the newly created ROEs as a Draft. ROEs without a serial number for a period of 15 calendar days. After the period of 15 days, the ROE Web application automatically deletes the Draft ROE.

Employers are also able to submit ROEs. The ROE that successfully passes all the validations is saved with a serial number and is accessed as read-only. The ROE that fails the validations is saved as a Draft ROE.

Using the Online Form, employers are able to edit Draft ROEs, make the required changes and then submit and save the ROE.

The ROE Web application provides a function to amend a ROE already saved and submitted for which a serial number has been assigned. This creates an amended ROE number if any changes are made to the original form. The serial number amended or replaced is pre-filled in Block 2 of the form. When an ROE has already been amended, the original ROE used to make changes can only be read and printed.

3.4 ROE XML Payroll Extract File

The ROE Web application has a ROE Payroll Extract File capability that allows employers to upload a ROE file extracted from their internal automated payroll information systems. The layout of this ROE file is based on the ROE requirements as described in the ROE Payroll Extract File - XML File Layout. Employers are able to specify ROEs that will be submitted to Service Canada or ROEs that will be saved as Draft.

Once the file has been uploaded, the employer is able to view which ROEs were issued, passed, failed or rejected. ROEs with invalid or non-existing Canada Revenue Agency Payroll Account Number (CRAPAN) have a status of "Rejected". ROEs that successfully passed the edits have a status of "Issued". ROEs submitted that successfully passed the edits but are saved as Draft ROE, have a status of "Passed". ROEs that failed the edits are saved as Draft and have a status of "Failed" ROE.

Employers are able to select "Passed" ROEs and submit them. Employers are able to select "Failed" ROEs and make the updates required on each individual ROE by using the Online Form. Employers may then save the ROE as Draft or submit it to Service Canada. Alternatively, employers are able to make the corrections to all the "Failed" ROEs on the original XML file within their payroll software and upload a new file with only the corrected ROEs. Using this method ensures the employers’ payroll software remains up to date and corresponds to the information on the ROE. For all "Rejected" ROEs, employers need to make the corrections in the original file and upload a new file with the corrected ROEs.

3.5 Import

The Import feature will extract ROE Serial Numbers from the ROE Web database into an XML file based on specific search criteria. The employer can then import the specified data into their payroll software as a reference of the ROEs issued.

If the payroll system accommodates the information in conjunction with the XML layout, it can then be used to allow employers to issue amended ROEs via ROE Payroll extract file transfer - by providing the Serial Number of amended ROEs in Block 2. The layout for the import XML file format is based on the requirements as described in the Import - XML File Layout.

3.6 Print

The ROE document is printed on plain bond paper using a standard office printer. Employers have the choice to print or not to print the information currently contained on the back page.

Draft ROEs are printed without a serial number - the ROE is printed with a "Draft" watermark.

Employers are able to select all displayed ROEs or a selection of records to print.

Employers are able to print ROEs in the language in which they were saved.