Records of employment

Overview

A Record of Employment (ROE) provides information on employment history. It is the single most important document used by employees in establishing a claim for Employment Insurance (EI) benefits.

Service Canada uses the information on the ROE to determine whether a person is eligible to receive EI benefits, what the benefit amount will be, and for how long the benefits will be paid. We also use the ROE to ensure that no one misuses EI funds or receives benefits in error. Service Canada keeps ROEs for 11 years, in accordance with the Access to Information Act, the Privacy Act and Info Source.

As an employer, you are required to issue an ROE each time one of your employees experiences an interruption of earnings.

Changes to the ROE Web agreement have occurred. Please visit the ROE Web agreement page for a list of the changes and their explanations.

There are two main ways you can issue ROEs: electronically or on paper. Electronic ROEs are more efficient than paper ROEs.

Electronic ROEs

You can issue electronic ROEs using one of the following:

Record of Employment on the Web (ROE Web)

With Record of Employment on the Web (ROE Web), you can produce your Records of Employment (ROEs) online, rather than filling out paper forms. ROE Web is a secure, web-based application that enables you to create, submit, and amend up to 1,200 ROEs at once. With ROE Web you save time, reduce your paper burden and improve the quality and accuracy of your ROEs. ROE Web also gives you the flexibility of issuing your ROEs according to your own pay cycle. Learn more about deadlines for issuing ROEs, completing the record of employment form and the user requirements for ROE Web by reading the online reference guides. Instructions on how to register for and access ROE Web are available to assist you.

Record of Employment Secure Automated Transfer (ROE SAT)

Record of Employment (ROE) Secure Automated Transfer (SAT) is a system used by large companies, primarily Payroll Service Providers (PSPs), to submit ROEs (up to 10,000 at once) to Service Canada in a secure electronic format. The ROE Secure Automated Transfer (ROE SAT) 4.0 - User guide provides information and instructions on this service.

The ROE SAT application protects the confidentiality, integrity and authenticity of data exchanged using Public Key Infrastructure, which uses the highest level of security.

You can benefit in many ways from using ROE SAT:

• Submit ROEs in bulk
• Save time and increase productivity
• Increase filing flexibility
• Improve the quality and accuracy of ROEs
• Reduce paper burden
• Help your employees get quicker Employment Insurance payments

To use ROE SAT, you must build your own interface according to the specifications provided by Service Canada. To obtain the interface specifications and get started with ROE SAT, contact the Employer Contact Centre.

Paper record of employment forms

Information: Did you know?

If you submit electronic ROEs, you no longer need to provide a paper copy to your employees or send a copy to Service Canada. Employees can view their ROEs issued electronically by visiting My Service Canada Account.

ROE Web is more user-friendly than ever: use the new ROE Web Assistant to guide you through the production of an electronic ROE.

What do I do with each copy of a paper ROE form?

• Give the 1st copy (the original) to your employee as proof of insurable earnings for claiming EI benefits.
• Send the 2nd copy (blue) to Service Canada as indicated on the form.
• Keep the 3rd copy (white) in your files for 6 years.

For help and to avoid common mistakes, consult the guide on How to Complete the ROE Form.

How do I order paper ROE forms?

If you are a Canadian employer, contact the Employer Contact Centre to order paper ROE forms.

If you are a non-Canadian employer, your place of business registered and operating within Canada must contact the Employer Contact Centre to order paper ROE forms.

When you call, you will be asked to provide the following information:

• Your 15-character payroll account number (PAN) issued by the Canada Revenue Agency
• The name, address and telephone number of your business.

Please note that we no longer accept orders for paper ROE forms by fax.

Note: What is a PAN?

The PAN can be found on the CRA PD7A Statement of Account for Current Source Deductions form. If you do not have a PAN, you will have to request one from the Canada Revenue Agency.

How to request a copy of an already issued paper ROE

Service Canada retains ROEs for 11 years. After 11 years, ROEs are destroyed and therefore no longer available.

To request a copy of an already issued ROE, send us the following information by mail or fax:

• Your business name, address - and mailing address, if different - and phone number
• Your 15-character PAN issued by the Canada Revenue Agency
• Name and Social Insurance Number of employee(s) for which ROEs are requested
• Year(s) for which ROEs are requested
• Reason for request
• Your signature

Mail

Record of Employment copy request
Service Canada
PO Box 14000
Bathurst (NB) E2A 5A3

Fax

1-506-548-7149

Termination of record of employment laser print

On April 30, 2008, Service Canada terminated the Record of Employment Laser Print (ROE Laser). The technology was no longer supported by the manufacturer.

Employers that continued to submit laser Records of Employment (ROEs) were informed that Service Canada would no longer accept them as of October 26, 2013.

What are the alternatives to ROE Laser?

Service Canada encourages employers to transition to the Record of Employment on the Web (ROE Web). It is the most efficient way to issue ROEs.

If I still have a supply of ROE Laser serial numbers, can I still use them?

No, you should destroy your supply of serial numbers. We encourage you to start using ROE Web today.

Will I continue to have access to laser ROEs that I have issued?

You should have access to an electronic version of the laser ROEs you have issued as long as the ROE Laser software remains installed on your computer. However, the ROE Laser software may no longer function if the computer is upgraded. If the ROE Laser software is to be removed or the computer to be updated, you must print and store a copy of all of the laser ROEs you have issued in the past six years.

Information: Did you know? Many employers already issue ROEs electronically!

View our ROE Web success stories and testimonial videos to see what other employers have to say about using ROE Web.

Additional Information

The Variable Best Weeks initiative has impacted employers by changing the calculations to determine Employment Insurance (EI) benefit rates, using the client's highest weeks of earnings over the qualifying period (generally 52 weeks). The rates used to be based on a client's average weekly insurable earnings in the 26-week period prior to the claim, excluding weeks with no earnings or earnings less than $225. The calculations to determine EI benefit rates can be found on the variable best weeks for employers page. Weekly pay-periods worksheets are available for employer’s use.

• How to complete the Record of Employment (ROE) form
• Guide for the Supplemental Unemployment Benefit (SUB) program
• Supplement to the guide “How to complete the Record of Employment (ROE) form” for all school boards
• The EI Premium Reduction Program – A guide for employers offering short-term disability plans to their employees
• Employer Guide — Automated Earnings Reporting System (AERS)

Related services and information

• Record of Employment on the Web
• Report on Hirings Program User Guide – File (BH1202)
• Weekly Pay-Periods Worksheet
• Employer Contact Centre