ROE Web user requirements – Appendix A

5. Appendix A - ROE Online Data Entry - Field Edits and Rules

5.1 Acceptable Character Set for ROE Web

Here are the characters you can use on a ROE:

Table 1 - List of Acceptable Characters on an ROE
Description Acceptable Characters Numeric Character Alphanumeric Character
Uppercase letters ABCDEFGHIJKLMNOPQRSTUVWXYZ No Yes
Lowercase letters abcdefghijklmnopqrstuvwxyz No Yes
Uppercase letters with accent Á À Â Ä Ç É È Ê Ë Í Ì Î Ï Ó Ò Ô Ö Ú Ù Û Ü No Yes
Lowercase letters with accent á à â ä ç é è ê ë í ì î ï ó ò ô ö ú ù û ü No Yes
Numbers 0 1 2 3 4 5 6 7 8 9 Yes Yes
Special characters " ; % ! ) ( * # - + / $ & @ = ? : ' ~ | ` ^ _ [ { ] } . , No Yes

5.2 Block by Block Requirements

Table 2 - How to complete a Record of Employment using the ROE Web Online Form
ROE Block Description Business Requirements Source of Data
2 Serial Number of ROE Amended or Replaced Optional

If completed:
  • must be 9 characters
  • first character must be “W” followed by 8 numbers
  • Number “0” must be leading if the number is less than 99999999, ex. W00000099
Pre-filled when using the ROE Amend function, it will be the serial number of the ROE to be amended.
3 Employer’s Payroll Reference Number Optional

Must be 26 characters or less
Pre-filled with ROE Web Employer Profile/Business Profile information.
4 Employer’s Name Mandatory

Must be 50 characters or less

Pre-filled with ROE Web Employer Profile/Business Profile information.

The block is modifiable.

4 Employer’s Address Line 1 Mandatory

Must be 35 characters or less

Pre-filled with ROE Web Employer Profile/Business Profile information.

The block is modifiable.

4 Employer’s Address Line 2 Mandatory

Must be 100 characters or less

Pre-filled with ROE Web Employer Profile/Business Profile information.

The block is modifiable.

4 Employer’s Address Line 3 Mandatory

Must be 35 characters or less

Pre-filled with ROE Web Employer Profile/Business Profile information.

The block is modifiable.

5 Canada Revenue Agency Business Number Mandatory

  • Must be 15 characters
  • The first character must be an ‘1’ , ‘7’ or “8”
  • The first nine characters must be numeric and must not be all zeros
  • Characters ten and eleven must be ‘RP’
  • The last four characters must be numeric and greater than ‘0000’

Pre-filled with ROE Web Employer Profile/Business Profile information.

The block is modifiable.

6 Pay Period Type Mandatory

Must be one of the following:

  • B = Bi-weekly
  • M = Monthly
  • = Monthly non-standard
  • S = Semi-monthly
  • E = Semi-monthly non-standard
  • H = 13 pay periods per year
  • W = Weekly
A drop-down list is provided.
7 Employer’s Postal Code Must be 10 characters or less

Pre-filled with ROE Web Employer Profile/Business Profile information.

The block is modifiable.

8 Social Insurance Number Mandatory

  • Must be 9 numeric characters
  • Cannot be 000 000 000
  • Cannot be equal to the first nine digits of the Business Number (BN) in Block 5
N/A
9 Employee’s First Name Mandatory

Must be 20 alphanumeric characters or less
N/A
9 Employee’s Initial Optional

Must be 4 alphanumeric characters or less
N/A
9 Employee’s Last Name Mandatory

Must be 28 alphanumeric characters or less
N/A
9 Employee’s Address Line 1 Mandatory

Must be 35 characters or less
Enter the Number and Street Name
9 Employee Address Line 2 Mandatory

Must be 35 characters or less
Enter Place/City/Municipality
9 Address Line 3 Optional

Must be 35 characters or less
Enter Province/Country
9 Employee Postal Code Mandatory

Must be 10 alphanumeric characters or less
N/A
10 First day worked Mandatory

  • Must be 10 characters in the format: CCYY-MM-DD
  • Must be later than or equal to (current date - 50 years inclusively)
  • Must be earlier than or equal to the Last Day for Which Paid (LDFWP)
  • Must be earlier than or equal to the final pay period ending date
  • Must pass the following overlap ROE rule:

The First day Worked (FDW) or LDFWP for the current ROE must not be overlapped with the FDW or LDFWP for all previous Web ROEs issued by the same employer Canada Revenue Agency (CRA) Payroll Account Number (also referred to as the Business Number) for the same employee Social Insurance Number (SIN).

The only exception to this rule is if the CRA Payroll Account Number has been registered with the capability to issue overlapped ROEs; in that case, the Employer’s Payroll Reference Number is used.

N/A
11 Last day for which paid Mandatory

  • Must be 10 characters in the format: CCYY-MM-DD
  • Must be equal to or after the FDW
  • Must be earlier than or equal to (current date + 14 days inclusive)
  • Must be earlier than or equal to the Final Pay Period Ending Date in Block 12
N/A
12 Final Pay Period Ending Date Mandatory

  • Must be 10 characters in the format: CCYY-MM-DD
  • Must be equal to or later than the FDW
  • Must be equal or later than the LDFWP
  • Based on the Pay Period Type, must also match the following rule:

Weekly “W”: cannot be more than 6 days after LDFWP

Bi-weekly “B”: cannot be more than 13 days after LDFWP

Semi-monthly “S”: cannot be more than 15 days after LDFWP and must be the 15th or the last day of the month

Monthly “M”: cannot be more than 30 days after LDFWP and must be the last day of the month

13 pay periods per year “H”: cannot be more than 27 days after LDFWP

Semi-monthly non-standard “E”: cannot be more than 15 days LDFWP and cannot be the 15th or the last day of the month. There is one exception, the Final Pay period ending date can be the 28th of February when it is not a leap year and the 29th of February when it is a leap year.

Monthly non-standard “O”: cannot be more than 30 days after LDFWP and cannot be the last day of the month. There is an exception, the Final Pay period ending date can be the 28th of February when it is not a leap year and the 29th of February when it is a leap year.

N/A
13 Employee Occupation Optional

Must be 40 alphanumeric characters or less
N/A

14

Expected Date of Recall Code

Mandatory

Must select one of the following:

Y- Expected date of recall

N-Not returning

U-Unknown

U is the default value on the online.

Code ‘Y - Expected date of recall’ is not allowed when Reason for Issuing this ROE is ‘E - Quit (including all sub-codes)’, ‘G - Mandatory retirement (including all sub-codes) or ‘M - Dismissal’ (including all sub-codes).

If the selected code is Y, the Expected date of recall must be entered.

N/A
14 Expected Date of Recall

Mandatory only when Expected Recall Code ‘Y’ is selected

Must be blank if code N and U is selected

If completed, must be 10 characters in the format CCYY-MM-DD

Must be later than the LDFWP in Block 11 if a value is present

N/A
15A Total Insurable Hours Mandatory
  • Up to 4 numeric characters
  • Valid value from 1 to 8904
  • Must be rounded up to the next available value, because decimals are not permitted (example: 927.2 hours rounded to the next whole number = 928.)
  • The number of Insurable Hours must be less than or equal to the lessor of (LDFWP - FDW + 1) × 24 or 8904

Note: (53 weeks × 7 days) × 24 hours = 8904

  • Number of PP used to calculate this value must not exceed possible pay periods given pay period type and period of employment according to Table 1.
N/A
15B Total Insurable Earnings

Maximum character length is nine, including 2 decimals (999999.99)

Number of consecutive pay periods possible used to calculate this amount must not exceed the maximum possible pay periods depending on PP type according to Table 1 or period of employment, whichever is shorter.

Must be greater than the total of all insurable amounts in Block 17.

This amount is always automatically calculated by ROE Web.
15C Pay Period Earnings

Number of consecutive pay periods to be completed in Block 15C must not exceed the maximum possible pay periods depending on pay period type according to Table 1 or period of employment, whichever is shorter.

Earnings - Pay Period 1

  • Mandatory for PP1
  • Maximum of 9 numeric characters
  • Valid value range between ‘1.00’ to ‘999,999.99’ (commas added for readability only)
  • Cannot be 0.00

Must be greater than the total of insurable monies in Blocks 17A, 17B and 17C (refer to Tables 2 and 3).

Earnings for pay period 2 to pay period 53

  • Optional for PP2-PP53
  • Maximum of 9 characters
  • Valid value range between 1.00 to 999,999.99 (commas added for readability only) or 0.00 when there are no insurable earnings

The PP containing the FDW cannot be blank and cannot be equal to 0.00.

N/A
16 Reason for Issuing this ROE Mandatory

Must be one of the following codes:
  • A - Shortage of Work/End of contract or season;
  • A - Employer Bankruptcy or Receivership;
  • B - Strike or Lockout;
  • D - Illness or Injury;
  • E - Quit;
  • E - Quit / Follow spouse;
  • E - Quit / Return to school;
  • E - Quit / Health reasons;
  • E - Quit / Voluntary retirement;
  • E - Quit / Take another job;
  • E - Quit / Employer relocation;
  • E - Quit / Care for a dependant;
  • E - Quit / To become self-employed;
  • F - Maternity;
  • G - Mandatory retirement;
  • G - Retirement / Approved workforce reduction;
  • H - Work Sharing;
  • J - Apprenticeship training;
  • K - Other;
  • K - Other / Change of payroll frequency;
  • K - Other / Change of ownership;
  • K - Other / Requested by Employment Insurance;
  • K - Other / Canadian Forces - Queen’s Regulations/Orders;
  • K - Other / At the employee’s request;
  • K - Other / Change of Service Provider;
  • M - Dismissal;
  • M - Dismissal / Terminated within a probationary period;
  • N - Leave of Absence;
  • P - Parental; or;
  • Z - Compassionate Care.
A comment must be entered when Reason for Issuing this ROE is Code ‘K - Other’ or ‘K - Other/Canadian Forces - Queen's Regulations/Orders.
16 Contact person’s First Name Mandatory

Must be 20 alphanumeric characters or less
N/A
16 Contact person’s Last Name Mandatory

Must be 28 alphanumeric characters or less
N/A
16 Area Code Mandatory

Must be 3 numeric characters
N/A
16 Phone Number Mandatory

Must be 7 numeric characters
N/A
16 Extension Optional

Up to 8 numeric characters
N/A
17A Vacation Pay Type/Code

Optional

If completed, must be one of the following options/codes:

1 = Included with each pay

2 = Paid because no longer working

3 = Paid for a vacation leave period

4 = Anniversary (Paid on a specific date each year)

Refer to Table 2 for the rules on including amounts in Block 15C PP1 and Block 15B.

Only one type can be provided

Vacation pay type must be completed if corresponding Vacation Pay Amount is completed.

17A Vacation Pay Amount
  • Maximum of nine characters
  • Valid value range between 0.01 to 999999.99
  • Decimal delimiters must be “.” or “,”.
  • Must be blank for vacation pay code 1 - Included with each pay, therefore the Amount field will be greyed out when this type is selected.
  • Must be completed if vacation pay codes 2, 3, 4 are selected
N/A
17A Vacation Pay Start Date
  • If the Start date is completed, must be 10 characters in the format CCYY-MM-DD
  • Must be later than or equal to (current date - 50 years inclusively)
  • Must be blank for vacation pay codes 1 and 2
  • Mandatory for vacation pay codes 3 and 4
N/A
17A Vacation Pay End Date
  • If End date completed, must be ten characters in the format CCYY-MM-DD
  • Must be later than or equal to the vacation pay start date when start date is completed.
  • Must be later than or equal to (current date - 50 years inclusively).
  • Must be completed if code 3 selected
  • Must be blank for vacation pay codes 1, 2 and 4.
N/A
17B Statutory Holiday Pay - Date Optional

  • If completed must be 10 characters in the format CCYY-MM-DD
  • If completed, there must be a corresponding dollar value in the Amount field
  • If completed, it must be different than the dates of the other Statutory pay days
  • If completed, it must be later than the LDFWP in Block 11
Up to ten statutory holiday dates may be provided.
17B Statutory Holiday Pay - Amount
  • Mandatory when a corresponding Statutory Holiday Date is provided
  • Must be blank (cannot be 0.00) if no date is specified in the corresponding Statutory Holiday Pay Date field
  • Maximum of 9 characters
  • Valid value range between 0.01 to 999999.99
  • Decimal delimiters must be “.” or “,”.
All amounts entered in Block 17B are considered Insurable and must be added to Insurable Earnings in Block 15B and Block 15C PP1.
17C Other Monies When Block 17C is completed, the Other Money Code is required. The Start Date, End Date and Amount may be required according to Table 3. Up to 3 other monies types may be provided.
17C Other Monies Code/Type Optional, but if completed must be one of the following:

  • B - Bonus/Holiday;
  • B - Bonus/Production/Incentive;
  • B - Bonus/Event;
  • B - Bonus/Staying/Contract Complete/End of Season;
  • B - Bonus/Separation or Retirement;
  • B - Bonus/Closure;
  • B - Bonus/Other;
  • E - Severance Pay;
  • G - Gratuities;
  • H - Honorariums;
  • I - Sick leave credits;
  • J - Retroactive pay adjustments;
  • - Other;
  • Q - Profit Sharing;
  • R - Retiring Allowance/Retirement Leave Credits;
  • S - Settlement Pay;
  • T - Payout of banked overtime;
  • U - SUB Maternity/Parental/ Compassionate Care/Family Caregiver Benefits;
  • U - SUB Layoff;
  • U - SUB Illness;
  • U - SUB Training;
  • Y - Pay in Lieu of Notice.
An Other Monies Code must be provided if the corresponding Other Monies Amount is provided.
17C Other Monies Amount
  • Must be blank if corresponding Other Monies Code’ is blank
  • Mandatory if Other Monies code is selected - according to specifications given for each type - refer to Table 3
  • Maximum of 9 characters
  • Valid value range between 0.01 to 999999.99
  • Cannot be blank if To and/or From fields are completed
Insurable amounts must be included in 15C PP1 and Block 15B (see Table 3).
17C Other Monies Start and End Dates Other Monies Start Date

  • May be blank according to specifications given for each type ( refer to Table 3)
  • If completed, must be 10 characters in the format CCYY-MM-DD
  • Must be later than or equal to (current date - 50 years inclusively).

Other Monies End Date

  • May be blank according to specifications given for each type ( refer to Table 3)
  • If completed, must be 10 characters in the format CCYY-MM-DD
  • Must be later than or equal to the corresponding Other Monies Start Date when start date is provided.
  • Must be later than or equal to (current date - 50 years inclusively).
N/A
18 Comments Optional

Maximum value of 160 characters
A Comment must be entered when Reason for Issuing this ROE (Block 16) is:

‘K00 - Other’ or

‘K15 - Other / Canadian Forces - Queen's Regulations/Orders.
19 Special Payments (Paid sick/Maternity/Parental/Compassionate Care/Family Caregiver Benefits or Wage Loss Insurance payments) Optional

The four options are:
  • Paid Sick Leave
  • Wage Loss Indemnity (Not EI Insurable)
  • Wage Loss Indemnity (EI Insurable)
  • Paid Maternity/Parental/Compassionate Care/Family Caregiver Benefits leave

The ROE can be completed with only one of each type.

It is possible for an ROE to have 4 special payment types reported, but only one of each type is allowed.

19 Special Payment Start Date

If completed, must be 10 characters in the format CCYY-MM-DD

Must be later than or equal to (current date - 50 years inclusively).

Paid Sick Leave and Paid Maternity/Parental/Compassionate Care/Family Caregiver Benefits leave

  • Mandatory
  • Must be prior to or equal to LDFWP in Block 11

Wage Loss Indemnity (Not EI Insurable)

  • Optional
  • If completed, must be after LDFWP in Block 11

Wage Loss Indemnity (EI Insurable)

  • Mandatory
  • May be earlier than, equal to or after LDFWP in Block 11
N/A
19 Special Payment End Date

If completed, must be 10 characters in the format CCYY-MM-DD

Must be later than or equal to (current date - 50 years inclusively).

Paid Sick Leave and Paid Maternity/Parental/Compassionate Care/Family Caregiver Benefits leave

  • Mandatory
  • End Date must be equal to LDFWP in Block 11

Wage Loss Indemnity (Not EI Insurable and EI Insurable)

  • Optional
  • If completed, a corresponding Start Date and Amount and Period must be provided
N/A
19 Special Payment Amount

Up to 9 numeric characters

Valid value range between 0.01 to 999999.99

Paid Sick Leave and Paid Maternity/Parental/Compassionate Care/Family Caregiver Benefits leave

  • Mandatory

Wage Loss Indemnity (Not EI Insurable and EI Insurable)

  • Optional
  • Must be completed if End Date Provided
N/A
19 Special Payment Period If completed, must be either:
  • Per Day
  • Per Week

Paid Sick Leave and Paid Maternity/Parental/Compassionate Care/Family Caregiver Benefits leave

  • Mandatory

Wage Loss Indemnity (Not EI Insurable and EI Insurable)

  • Must be completed if an amount provided
  • Must be blank if an amount is blank
N/A
20 Communication Preferred In

Mandatory

Must select English or French

Defaults to English
20 Printing Language Mandatory Default to the language the user is working in.
Table 3 - How to complete Blocks 15A, 15B and 15C of the Record of Employment according to the Pay Period Type
Pay Period Type

(Block 6)
Total Insurable Hours (Block 15A) Detailed Pay Periods 1 to 53 (Block 15C) Total Insurable Earnings (Block 15 B)
53 week ROE 53 week ROE 53 week ROE
(W) Weekly Last 53 PPs Last 53 PPs Last 27 PPs
(B) Bi-weekly Last 27 PPs Last 27 PPs Last 14 PPs
(S) Semi-Monthly

(E) Semi-Monthly non standard
Last 25 PPs Last 25 PPs Last 13 PPs
(M) Monthly

(O) Monthly non standard
Last 13 PPs Last 13 PPs Last 7 PPs
(H) 13 Pay Periods a Year (or less if shorter) Last 14 PPs Last 14 PPs Last 7 PPs

5.2.1 Block 17A Vacation Pay

For each of the Vacation Pay codes, the table identifies which Start Date, End Date and Amount must be completed as well as whether or not the vacation pay must be added to the Insurable Earnings in Block 15B and Block 15C, PP1.

Table 4 - Block 17A Vacation Pay: How to complete Block 17A of the Record of Employment
Code Description Start Date End Date Amount Include in PP1 and block 15B?
1 Included with each pay Must be blank Must be blank Must be blank N/A - no amount provided
2 Paid because no longer working Must be blank Must be blank M Yes
3 Paid for a vacation leave period M M M No validation check required
4 Anniversary (Paid on a specific date each year) M Must be blank M **

**Anniversary vacation pay is insurable but the date provided determines which pay period it should fall into.

  1. For Weekly, Bi-Weekly, Monthly, Semi-Monthly, 13pp per year, ROE Web will determine if the date falls within pay period 1 or after the last day for which paid. If yes, PP1 and Block 15B will be validated to ensure the anniversary vacation pay amount is included B. The total amount in PP1 must be greater than the anniversary vacation pay plus any other insurable amounts included in Block 17.

    If the date falls prior to PP1, ROE Web will not perform a validation.

  2. For Monthly non-standard and Semi-monthly non-standard pay period types, ROE Web will determine if the date is equal to or after LDFWP. If yes, a validation will be performed to ensure the amount is included in pay period 1 and Block 15B.

    If the date is prior to LDFWP, ROE Web will not validate to verify if the amount is included in PP1 and Block 15B but will present a message to the user, asking to ensure that the anniversary vacation pay amount is included in the pay period in which the anniversary date falls. If it is paid for an anniversary date that falls after the LDFWP, include it in PP1 and Block 15B.

5.2.2 Block 17C Other Monies

The table shows the other monies codes that must be included in Block 17C. For each of the codes, it identifies which start date, end date and amount are optional or mandatory when completed as well as whether or not the other monies type is an insurable amount. All amounts entered in Block 17C that are considered insurable must be added to the insurable earnings in Block 15B and Bock 15C, PP 1.

Note:

The dates may be optional in the new 2.0 version of the XML payroll extract file. Please refer to the specifications for completion rules of this new version.

Table 5: Block 17C Other Monies: How to complete Block 17C of the Record of Employment
Code Description Start Date End Date Amount Insurable

If yes, the amount must be included in block 15C PP1 and block 15B
B05 B -Bonus (Holiday) Mandatory Must be blank Mandatory Yes
B06 B - Bonus (Production/Incentive) Mandatory Mandatory Mandatory Yes
B07 B - Bonus (Event) Mandatory Must be blank Mandatory Yes
B08 B - Bonus (Staying/Contract complete/End of season) Must be blank Must be blank Mandatory Yes
B09 B - Bonus (Separation or retirement) Must be blank Must be blank Mandatory Yes
B10 B - Bonus (Closure) Must be blank Must be blank Mandatory Yes
B11 B - Bonus (Other) Must be blank Must be blank Mandatory Yes
E00 E - Severance pay Must be blank Must be blank Mandatory No
G00 G - Gratuities Must be blank Must be blank Mandatory Yes
H00 H - Honorariums Mandatory Mandatory Mandatory No
I00 I - Sick leave credits Optional Must be blank Mandatory Yes
J00 J -Retroactive pay adjustment Must be blank Must be blank Mandatory Yes
O00 Other Optional Optional Mandatory Yes
Q00 Q - Profit sharing Must be blank Must be blank Mandatory Yes
R00 R - Retiring allowance / Retirement leave credits Must be blank Must be blank Mandatory No
S00 S - Settlement pay Optional Optional Mandatory Yes
T00 T - Payout of banked overtime Must be blank Must be blank Mandatory Yes
U12 U - SUB Maternity/Parental/Compassionate Care/Family Caregiver Benefits Must be blank Must be blank Optional No
U13 U - SUB Layoff Must be blank Must be blank Optional No
U14 U - SUB Illness Must be blank Must be blank Optional No
U15 U - SUB Training Must be blank Must be blank Optional No
Y00 Y - Pay in lieu of notice Must be blank Must be blank Mandatory Yes
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