ROE Web user requirements – Appendix D

Special characters

For an amount of money, the format requires a fixed decimal place, with two decimal places.

Do not include currency indicator (e.g. £, € or $).

Service Canada only accepts "." as a decimal place notation

For example, 12345.00 represents the amount of $12,345.00

• & or "ampersand" &
• < or "less than" &lt;
• > or "greater than" &gt;
• ' or "apostrophe" &apos;
• " or "quotation mark" &quot;

The value must be "1.0"

The value should match the encoding of the file. Service Canada recommends UTF-8

• E – English
• F – French

• S – Submit
• D – Draft

• Must be 9 alphanumeric characters
• First character must be "W" or "M" followed by 8 numbers

• Up to 26 alphanumeric characters

Examples:

            <B5>196107064RP0101</B5>

  <B5 OrgNum="ORG123456789012"

  FolderCD="AB123456789012YZ">

  196107064RP0101

  </B5>

  <B5 OrgNum="ORG123456789012">

  196107064RP0101

  </B5>

  <B5  FolderCD=" AB123456789012YZ">

  196107064RP0101

  </B5>
          

• Must be 15 alphanumeric characters
• The first character must be either "1", "7" or "8"
• The first 9 characters must be numeric and not all zeros
• The 10th and 11th characters must be 'RP' (or 'RW' for Demo).
• The last four characters must be numeric and greater than "0000".

• Must be 15 alphanumeric characters
• The first 3 characters must be letters
• The last 12 characters must be numeric
• The OrgNum attribute is used to identify the owner's organization number of the CRA Payroll Account Number.
• The OrgNum is assigned once an organization is created in ROE Web. Please consult your organization's ROE Web profile to obtain the OrgNum.
• If you cannot find your OrgNum, please contact the Employer Contact Centre (ECC) at 1-800-367-5693.
• Provide the OrgNum if the same Business Number (BN) is shared by several organizations under the same Payroll Service Provider (PSP) in order to submit the ROEs for the appropriate organization (note: the OrgNum tag is not currently supported by ROE Web but might be in the future).

Note: If multiple BNs are used under one organization, you do not need to provide an OrgNum.

• Up to 30 alphanumeric characters
• The FolderCD attribute is used to identify in which folder the ROE in the payroll extract file is to be filed.
• Provide the FolderCD if your organization uses folders (formerly known as divisions).

• Must be 1 character
• Must be one of the following codes:
• B – Bi-weekly
• M – Monthly
• O – Monthly non-standard
• S – Semi-monthly
• E – Semi-monthly non-standard
• H – Thirteen Pay Periods per year
• W – Weekly

• Must be 9 numeric characters and not all zeros

Must be present, it only contains other tags

Example:

              <B9>

  <FN>John</FN>

  <MN>Z</MN>

  <LN>Doe</LN>

  <A1>123 Wellington St.</A1>

  <A2>Ottawa</A2>

  <A3>Ontario, Canada</A3>

  <PC>K1K1K1</PC>

  </B9>

          

• Up to 4 alphanumeric characters

• Up to 28 alphanumeric characters

• Up to 35 alphanumeric characters

• Up to 35 alphanumeric characters

• Up to 10 alphanumeric characters

• Must be 10 characters
• Must be later than or equal to (current date – 50 years inclusively).

Must pass the following overlapping ROE rule:

• The First day worked (FDW) or Last day for which paid (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 Payroll Account Number (Business Number) for the same employee Social Insurance Number, unless the Canada Revenue Agency Payroll Account Number has been registered with the capability to issue overlapped Records of Employment; in that case, the Employer's Payroll Reference Number is used.

• Must be 10 characters
• Must be later than or equal to the First day worked
• Must be earlier than or equal to (current date + 14 days inclusively)

• Must be 10 characters
• Must be later than or equal to the Last day for which paid
• Based on the Pay Period type, must also match the following rule:
  • Weekly "W": cannot be more than 6 days after Last day for which paid
  • Bi-weekly "B": cannot be more than 13 days after Last day for which paid
  • Semi-monthly "S": cannot be more than 15 days after Last Day for Which Paid and must be the 15th or the last day of the month
  • Monthly "M": cannot be more than 30 days after Last Day for Which Paid and must be the last day of the month
  • 13 PP/year "H": cannot be more than 27 days after Last day for which paid
  • Non-standard semi-monthly "E": cannot be more than 15 days after Last day for which paid and cannot be the 15th or the last day of the month (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.)
  • Non-standard monthly "O": cannot be more than 30 days after Last day for which paid and cannot be the last day of the month (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.)

• Up to 40 alphanumeric characters

Must be present, it only contains other tags.

Example:

                   <B14>

  <CD>Y</CD>

  <DT>2012-01-31</DT>

  </B14>
          

• N – Not returning
• U – Unknown
• Y – Expected date of recall

U-is the default value

Code "Y – Expected date of recall" is not allowed when Reason for Issuing this ROE is "E00 – Quit" (including all sub-codes), "G00 – Mandatory Retirement" (including all sub-codes) or "M00 – Dismissal" (including all sub-codes).

Mandatory only when Expected recall code 'Y' is selected

Must be blank if code N or U is selected

If completed:

• Must be 10 characters
• Must be later than the Last day for which paid (block 11).

• Up to 4 numeric characters. Decimals are not allowed. Must round up to the next whole number. Example: 927.2 hours rounded to the next whole number = 928
• Must be between 1 and 8904
• The number of Insurable Hours must be less than or equal to (Last Day for Which Paid – First day worked + 1) x 24 according to table 15A.1.
  
  Note: (53 weeks x 7 days) x 24 hours = 8904
• The number of Pay Periods used to calculate this value cannot exceed the maximum Pay Periods possible according to the Pay Period type and period of employment (see Table 15A.1).

Must be present, it only contains other tags

Up to 53 Pay Periods

The number of consecutive pay periods entered in block 15C must be equal to the period of employment up to the maximum number of Pay Periods possible according to table 15C.1

Examples:

              <B15C>

  <PP    nbr="1">

  <AMT>502.75</AMT>

  </PP>

  </B15C>
          

Must be present, it only contains other tags

The following attribute must be present to identify each Pay Period: nbr

• Mandatory for Pay Period (PP) 1
• Optional for PP2-PP53
• Up to 9 numeric characters (PP1-PP53)
• Amount range in PP1 is from 1.00 to 9,999,999.99 (commas added for readability only)
• Pay Period containing the First day worked cannot be blank or 0.00
• Amount range in PP2-PP53 is from 0.01 to 9,999,999.99 or 0.00 when there are no insurable earnings in the required Pay Periods (commas added for readability only).
• PP1 must be greater than the total of all insurable amounts included in block 17
• Refer to tables 17A.1 and 17C.1 to determine which amounts are insurable and must be included in Pay Period 1. All statutory holiday amounts included in block 17B are insurable and must be included in PP1 and block 15B

Must be present, it only contains other tags

Example:

            <B16>

  <CD>G07</CD>

  <FN>John</FN>

  <LN>Doe</LN>

  <AC>999</AC>

  <TEL>1234567</TEL>

  <EXT>12345678</EXT>

  </B16>
          

• Must be 3 characters
• Must be one of the codes listed in table 16.1

• Up to 20 alphanumeric characters

• Up to 28 alphanumeric characters

• Must be 3 numeric characters

• Must be 7 numeric characters

• Up to 8 numeric characters

Must be present when Vacation Pay information is completed

Up to 1 Vacation Pay type may be provided

When block 17A is completed, Vacation Pay Code, Vacation Pay Start Date, Vacation Pay End Date and Vacation Pay Amount may be required according to table 17A.1

Example:

            <B17A>

  <VP nbr="1">

  <CD></CD>

  <SDT></SDT>

  <EDT></EDT> 

  <AMT></AMT> 

  </VP>

  </B17A>
          

Must be present when Vacation Pay information is completed, it only contains other tags.

The following attribute must be present to identify each Vacation Pay paid: nbr

• Must be 1 character
• Must be one of the codes listed in table 17A.1
• Refer to table 17A.1 for completion rules

• Must be 10 characters
• Must be later than or equal to (current date – 50 years inclusively)

• Must be 10 characters
• 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)

• Up to 9 numeric characters
• Amount range is from 0.01 to 9,999,999.99 (commas added for readability only)

Must be present when Statutory Holiday information is completed

Up to 10 statutory holidays

When block 17B is completed, Statutory Holiday Pay for Date may be provided (optional) and Statutory Holiday Pay for Amount must be provided (mandatory) for each statutory holiday pay completed.

All amounts entered in block 17B are considered insurable and therefore must be added to Insurable Earnings in block 15B and block 15C, Pay Period 1

Example:

            <B17B>

  <SH    nbr="1">

  <DT>2011-12-25</DT>

  <AMT>9999.99</AMT>

  </SH>

  <SH    nbr="2">

  <DT>2011-01-01</DT>

  <AMT>9999.99</AMT>

  </SH>

  </B17B>
          

Must be present when Statutory Holiday information is completed, it only contains other tags

The following attribute must be present to identify each Statutory Holiday paid: nbr

• Must be 10 characters
• Dates entered in block 17B must all be different
• Must have a corresponding dollar value in Statutory Holiday Pay Amount completed
• Must be later than Last day for which paid

• Up to 9 numeric characters
• Amount range is from 0.01 to 9,999,999.99 (commas added for readability only)
• Must be provided when a date is specified in the corresponding Statutory Holiday Pay Date

Must be present when Other Monies information is completed

Up to 3 other monies may be reported

When block 17C is completed, Other Monies Code, Other Monies Start Date, Other Monies End Date and Other Monies Amount may be required according to table 17C.1.

Example:

            <B17C>

 <OM nbr="1">

 <CD>H01</CD>

 <SDT>2011-01-01</SDT>

 <EDT>2011-01-02</EDT>

 <AMT>999.99</AMT>

 </OM>

 <OM nbr="2">

 <CD>H01</CD>

 <SDT>2011-01-01</SDT>

 <EDT>2011-01-02</EDT>

 <AMT>999.99</AMT>

 </OM>

 </B17C>
          

Must be present when Other Monies information is completed, it only contains other tags.

The following attribute must be present to identify each Other Monies paid: nbr

• Must be 3 characters
• Must be one of the codes listed in table 17C.1
• Refer to table 17C.1 for completion rules

• Must be 10 characters
• Must be later than or equal to (current date – 50 years inclusively).

• Must be 10 characters
• Must be later than or equal to the corresponding Other Monies Start Date when start date is completed
• Must be later than or equal to (current date – 50 years inclusively)

• Up to 9 numeric characters
• Amount range is from 0.01 to 9,999,999.99 (commas added for readability only) when required
• Mandatory if Other Monies code is selected – according to specifications for each type
• Cannot be blank if To and/or From fields are completed
• Insurable amounts must be included in block 15C PP1 and block 15B. Types of payments are insurable according to chart 17C.1

• Must not be used to confirm or repeat information already provided on the form
• Up to 160 alphanumeric characters
• Comment must be entered when Reason for Issuing this ROE (block 16) is Code "K00 – Other" or "'K15 – Canadian Forces - Queen's Regulations/Orders"

Must be present when Special Payments information is completed

When block 19 is completed, Special Payment Type, Special Payments Start Date, Special Payments End Date, Special Payments Amount and Special Payment Period may be required according to table 19.1

One entry of each Special Payments Type may be provided.

A ROE may have up to four Special Payment Type entries but only one of each type is permitted on a single ROE.

Example:

            <B19>

 <SP cd="PSL01">

 <SDT>2011-01-01</SDT>

 <EDT>2011-01-02</EDT>

 <AMT>999.99</AMT>

 <PRD>D</PRD>

 </SP>

 <SP cd="WLI02">

 <SDT>2011-01-02</SDT>

 <EDT></EDT>

 <AMT></AMT>

 <PRD></PRD>

 </SP>

 </B19>
          

Must be present when Special Payments information is completed, it only contains other tags.

The following attribute must be present to identify each Special Payments paid: cd

Refer to table 19.1 for completion rules

Optional, but if completed:

• Must be 10 characters
• Must be later than or equal to (current date – 50 years inclusively).
• If completed then there must be a corresponding dollar value in Special Payments Amount for PSL01 and MAT01
• If completed, Start Date for PSL01 and MAT01 must be prior to or equal to LDFWP in block 11
• If completed, Start Date for WLI02 can be earlier than, equal to or after LDFWP
• If completed, Start Date for WLI01 must be after LDFWP in block 11

• Must be 10 characters
• Must be later than or equal to the corresponding Special Payments Start Date when start date is provided
• If completed, End Date must be equal to LDFWP (block 11) for PSL01 and MAT01

• Up to 9 numeric characters
• Amount range is from 0.01 to 9,999,999.99 (commas added for readability only)
• Must be completed for PSL01 and MAT01
• May be blank for WLI01 and WLI02

Refer to table 19.1 for completion rules

Optional, but if completed:

Must be one of the following codes:

• D – Per Day
• W – Per Week

Optional, but if completed:

Must be 1 character

Must be one of the following code:

• E – English
• F – Français

Note: The system defaults to "E" when left blank.