ROE Web – Registration and account management

Login with your existing GCKey

If you already have a GCKey you can enter your User ID and Password information in the GCKey Log In screen. If you forget your password, please select Forget Your Password? and provide the information required to create a new password.

Register a new GCKey

Prior to creating a new GCKey, you will need to accept the Terms and Conditions of Use.

If you are registering a new GCKey, you must accept the Terms and Conditions of Use in order to continue in the registration process.

In order to create a GC Key, you will need to create a user ID (user name), password and recovery security questions and answers to be used in the event that you forget your password. You must complete all the mandatory fields at this step of registration in order to proceed in the process. When completing the user ID and password information please take into consideration the formatting requirements of each field according to the checklists on the right side of the page.

Overlapping records of employment

If you have at least 1 employee who works in more than one position under your business number, or is paid by more than 1 payroll account under your business number then you may need to request that the Overlap Rule be applied to the relevant Business Number in ROE Web.

If, after your Organization and Business Number have been successfully registered, you determine that you need to have the overlap rule applied to your Business Number, please call the Employee Contact Centre Toll-free within Canada and the United States at 1-800-367-5693 (TTY: 1-855-881-9874).

Once all information is completed, please select "Save". Providing incorrect information regarding the CRA Business Number may result in a call for additional information from a Service Canada representative.

Validate and authenticate your identity online through the Canada Revenue Agency

For this option, you must have a valid “My Account for Individual” or “My Business Account” with CRA. Choosing this option will send you to the CRA Website where you will be asked to login with your CRA username and password and consent to CRA sharing your identifying information through a personal statement of identity with Service Canada.

If you have not already registered for the CRA My Account, the registration process could take 5 to10 business days, after which time you will be required to sign back in to ROE Web to finalize the authentication process.

The name you have used to create your ROE Web profile should be the same as the one you have at CRA. Please note that a Service Canada representative may contact you in case of a discrepancy between the first and last name returned from CRA and the first and last name as they appear in your ROE Web profile.

Validate and authenticate your identity in person

Your identity can be validated in person by visiting a Service Canada Centre. You will need to bring a valid passport or 2 pieces of identification (one of which must have a photo). The name you have used to create your ROE Web profile should be the same as the one that appears on your pieces of identification. To expedite the process please have your ROE Web User Reference Number with you.

A valid Canadian or Foreign Passport, or two (2) government issued identification documents are required (at least 1 must have a photo). For example:

• Provincial or territorial driver's licence
• Provincial or territorial health card
• Provincial or territorial birth certificate
• Provincial or territorial identification card (that is 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

Validate and authenticate your identity online through the Canada Revenue Agency

For this option, you must have a valid “My Account for Individual” or “My Business Account” with CRA. Choosing this option will send you to the CRA Website where you will be asked to login with your CRA username and password and consent to CRA sharing your identifying information through a personal statement of identity with Service Canada.

If you have not already registered for the CRA My Account, the registration process could take 5 to10 business days, after which time you will be required to sign back in to ROE Web to finalize the authentication process.

The name you have used to create your ROE Web profile should be the same as the one you have at CRA. Please note that a Service Canada representative may contact you in case of a discrepancy between the first and last name returned from CRA and the first and last name as they appear in your ROE Web.

Validate and authenticate your identity in person

If you decide not to use your CRA account to validate and authenticate your identity online, you can validate your identity in person by visiting a Service Canada Centre. You will need to bring a valid passport or 2 pieces of identification (one of which must have a photo). The name you have used to create your ROE Web profile should be the same as the one that appears on your pieces of identification. To expedite the process please have your ROE Web User Reference Number with you.

A valid Canadian or Foreign Passport, or two (2) government issued identification documents are required (at least 1 must have a photo). For example:

• Provincial or territorial driver's licence
• Provincial or territorial health card
• Provincial or territorial birth certificate
• Provincial or territorial identification card (that is 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

Organization Agreement: Agreement Version (1801)

This page lets you view the latest agreement that the organization has accepted. The agreement elaborates the terms and conditions of use to which the organization is subjected to while using the ROE Web application.

Add CRA Business Number (1600)

An organization in ROE Web can have multiple Business Numbers associated with it. You can add another CRA Business Number to your organization from the ‘Add CRA Business’ page. The Business Number that you add will be validated against the business information held by CRA.

In order to ensure the Business Number is valid, you will need to provide the following information:

• CRA Business Number
• CRA Legal Name
• CRA Operating Name (optional)
• CRA Postal/Zip Code associated with this business at CRA

If, after your Business Number has been successfully added to the organization, you determine that you need to have the overlap rule applied to your Business Number, please call the Employee Contact Centre Toll-free within Canada and the United States at 1-800-367-5693 (TTY: 1-855-881-9874).

If you provide a CRA Operating name, it will appear as the name of your business on the ROEs that you will be issuing. If you do not provide an Operating Name, the CRA Legal Name will appear on your ROEs.

Edit CRA Business (1602)

The CRA business information cannot be modified through Service Canada but it is possible to make changes to the following information on this page:

The fields include the operating name and all the regular address fields as well as Default Address, which allows a user to select a default address for this CRA business. Selecting a default address will pre-populate the address on the ROE (Block 4 - Employer Address and Block 7 - Postal Code) when issuing an ROE using this Business Number. Please note that selecting a default address will not update the information recorded at CRA.

Default Contact, which allows a user to select a default contact for this CRA business. Selecting a default contact will pre-populate the contact on the ROE (Block 16 - Reason for separation) when issuing an ROE using this Business Number. Please note that selecting a default contact will not update the information recorded at CRA.

Once the appropriate changes have been made, click “Save” to keep all modifications.

Add Address (1201)

From the ‘Add Address’ page you can add multiple addresses to your Organization. You must set 1 of the given addresses as the “Main Address”.

Adding additional addresses is particularly helpful when creating ROEs for employees of an organization which has multiple locations. When completing an ROE you will be able to select from this list of addresses to specify the appropriate employer address on the ROE.

Required fields when adding an address include:

• Address line 1
• City
• Province/State
• Country
• Postal/Zip Code
• Set as main organization address?

Edit Address (1202)

The Primary Officer can edit addresses belonging to an organization. From this page, the Primary Officer also has the option to change the “Main Address” or to delete any addresses that are no longer needed. Editable fields include:

• Address line 1
• Address line 2
• City
• Province/State
• Country
• Postal/Zip Code
• Set as main organization address?

Add Contacts (1501)

A new contact can be added to your organization from this page. A contact does not necessarily need to be a representative of your organization but simply a person Service Canada may contact if there are questions concerning the information on the ROE. Please note that actual ROE Web representatives can be selected as contacts for Block 16 when producing an ROE.

Only the Primary Officer, or representatives authorized by the Primary Officer to edit an organization, may add contacts on this page. Required fields on this page include:

• First Name
• Last Name
• Preferred Language
• Telephone
• Email
• Address Line 1
• City
• Country

Edit Contacts (1502)

Should you need to modify information pertaining to the organization’s contacts, you may do so from this page. Only the Primary Officer, or representatives authorized by the Primary Officer to edit an organization, may edit contact information on this page. Editable fields include:

• Edit Contact
• Contact Information
• Address Information

Once the appropriate changes have been made to the contact information, click “Save” to keep all modifications.

Invite Representative (1301)

• the representative must have a User Reference Number. The User Reference Number is given to a user after they have successfully created their ROE Web profile. After logging in to ROE Web, the User Reference Number can be found on the top of the ‘Welcome Page (1100)
• before you can invite a representative you must first locate the representative in ROE Web, by searching for the representative’s User Reference Number in the search box on the Invite Representative page below

If the user is found you must then select the representative from the search results by pressing “Confirm” on that selection. If the user is not found, you may want to verify with the representative that they have provided you with the correct User Reference Number.

New Representative Rights

After confirming the identity of the representative to be invited, you will then be prompted to establish the Representative’s rights within the organization. During this process, a position title for the new representative must also be provided.

To designate the authority of the new representative, you must select 1 or more of the following rights:

Administrative Rights

• Edit Organization
  This option allows the representative to manage the organization profile, address book, contacts and to add or remove CRA businesses.
• Manage Organization Representatives
  This option allows the representative to invite or remove representatives from the organization and to modify their access rights. Representatives will only have the ability to delegate or remove rights they already possess.
• Manage Folders
  This option allows the representative to create, modify or delete folders. Folders allow organizing to documents and forms submitted online or restricting access to ROEs. How the folders are used can be determined by the PO or other representatives given access rights to manage folders.
• Canada Revenue Agency (CRA) businesses
  Selected options allow the representative to either “read” or “read and write” ROEs under the selected business number.
• Viewing and storing ROEs in folders
  This option allows managing the representative’s ability to view or store documents and forms in a specific folder.

CRA Businesses

In this section you determine the representative’s level of access for each given Business Number. The following are the options available for the Business Number:

• None - The representative will have no access to this BN and will not see any information related to the BN while using their ROE Web account.
• Read - The representative will have read only access to any ROEs associated to this Business Number (Exception: if there are ROEs stored in a Folder to which the user is not given access they will not be able to view these ROEs).
• Read/Write - The representative will have full access to view, issue and amend ROEs associated to this Business Number (Exception: if there are ROEs stored in a Folder to which the user is not given access, they will not be able to view these ROEs).

Folders

Folders can be created and used to store sensitive ROEs, or to organize ROEs by geographic region, business divisions, etc. In this section you can select which folders the representative should have access to. If no folders are selected in this section, then all ROEs created by this representative will be viewable by any representative who has ‘Read’ or ‘Read/Write’ access to the Business Number associated with the ROE. For information on creating and editing folders see ‘Manage Folders (1700)'.

Pending Invitation (1304)

This page will be displayed for the representative after an invitation to join an organization is sent. In order to act on behalf of that organization, with rights prescribed by the inviter, the user must accept the invitation.

Modify Representative Rights (1303)

To edit a representative’s rights within an organization, you must select a representative from the "Manage representatives" list and click "Edit". From the following page, you will be able to modify the following fields:

• Position Title
• Administrative Rights:
  • Edit Organization
  • Manage Organization Representatives
  • Manage Folders
• CRA Businesses:
  • None
  • Read
  • Read/Write
• Folders

Add Folder (1701)

To add a new folder, click “Add Folder” on the “Manage Folders” page. Certain fields will need to be filled out, these fields include:

• Folder Name
• Folder Code
• Description
• Default Address
• Default Contact

Once all the required information has been provided, click “Save” to create the new folder.

Edit Folder (1702)

Should you need to modify information pertaining to an existing folder, you may do so from this page. To do so you must click "Edit" on the "View folders" page. Certain fields will be editable, these fields include:

• Folder Name
• Description
• Default Address
• Default Contact

Once all the required information has been provided, click “Save” to keep the new modifications.

Delete Folder

The “Manage Folder” page also allows you to delete individual folders. Folders that contain ROEs cannot be deleted from ROE Web.