Employers – Issuing records of employment during COVID-19
Service Canada has implemented temporary measures to help employers issuing records of employment (ROEs) for staff during the COVID-19 pandemic.
If you have employees who stopped working because of COVID-19, you must issue their ROEs as soon as possible, even if they are currently receiving the Canada Emergency Response Benefit (CERB). This ensures they can access Employment Insurance (EI) benefits. If you have already issued their ROE, you do not need to issue a new one.
If you are paying your employees with the Canada Emergency Wage Subsidy (CEWS), please only issue ROEs for those who have an interruption of earnings when the CEWS ends.
If your employees are still off work when their CERB or CEWS end, they can apply for EI benefits. If they do, we will use their ROEs to determine if they qualify for EI benefits.
Block 16 - Reason for issuing the ROE
When the employee is sick or quarantined, use code D (illness or injury) in block 16. Do not add comments.
When the employee is no longer working due to a shortage of work because the business has closed or decreased operations due to COVID-19, use code A (shortage of work). Do not add comments.
When the employee refuses to come to work but is not sick or quarantined, use code E (quit) or code N (leave of absence). Do not add comments unless absolutely necessary.
Register for ROE Web to submit ROEs electronically
Service Canada has developed temporary simplified measures to help employers complete the ROE Web registration process to submit ROEs electronically.
Employers and Primary Officers who cannot authenticate and validate their identity through their Canada Revenue Agency (CRA) account or in person at a Service Canada Centre can temporarily validate their identity online to complete the registration process.
Validate your identity online
If you are unable to validate your identity through the CRA or in person, you will need to validate it with a third party. The validator must be 18 years of age or older and must have known you personally for at least 2 years. The validator can be a relative.
The validator must:
- confirm that the photo on the identification document (ID) is a true likeness of the Primary Officer and that the expiration date on the document is valid,
acceptable IDs are:
- a valid passport, or
- 2 government-issued IDs (one document must include a photo), such as a:
- provincial or territorial driver’s licence
- provincial or territorial health card
- provincial or territorial birth certificate
- provincial or territorial identification card (a photo card with the same security features as a driver’s licence)
- permanent resident card
- record of landing
- Canadian citizenship certificate
- certificate of registration of birth abroad
- certificate of Indian Status issued by the Government of Canada
- Refugee Protection Claimant Document
- work permit
- write a clear and legible letter that includes:
- the date the validation took place
- the first name, last name and User Reference Number of the ROE Web user who wants to become the Primary Officer
- the following attestation: “I hereby certify that I have validated the identification of the user with a valid passport or 2 pieces of valid identification, including one piece that contained a photo, and I certify it to be a true likeness of the user”, and
- the signature, name, official position and title of the person who certified the document
For privacy purposes, the validator is not required to send copies of the documents used to authenticate and validate your identity to Service Canada.
- submit a scanned copy of the signed letter by email to Service Canada: firstname.lastname@example.org
- confirm that the photo on the identification document (ID) is a true likeness of the Primary Officer and that the expiration date on the document is valid, acceptable IDs are:
Emails from Service Canada
Once you’ve created an organization and successfully validated your identity as the Primary Officer, Service Canada will email you an authorization code to the email address in your ROE Web profile. You must enter the code in your profile to complete the registration.
Service Canada will also mail a letter to the owner or CEO of the organization to inform them of the ROE Web registration.
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