Issuing Record of Employment (ROE)

About This Article

This article will walk you through all the steps you need to complete in order to issue an ROE.

Instructions

How to access the ROE

To access the ROE, open People > Employees. Select the employee you wish to create an ROE for and open their profile.

There are 2 different ways you can access the Employee ROE screen:

• When you dismiss/remove an employee from payroll, the system will ask you if you would like to issue an ROE. Please review this guide for instructions on how to dismiss an employee in Knit.
• In the Employee's profile under Documents > Record of Employment > Create New ROE

(Note: You do not have to dismiss an employee in order to create an ROE for them)

Completing the ROE

When you create an ROE for your employee, the ROE screen will populate most of the required fields in the Company & Employee Information sections.

For the Insurable Earnings section, a payroll summary will be available on the right-hand side which can be used to fill out the Pay Period fields on the left-hand side.

The *Total ins. hours field must be manually entered. The grayed out Total ins. earning box will auto fill once the Pay Period fields have been entered

Complete any of the remaining sections of the ROE including any Separation payments. For more information on Separation payments, click here. 

Once everything is entered, select either Save & Review or Save Draft and return to finish it at a later time. Once you select Save & Review the Review ROE page will open. Review the ROE and make sure the details are correct. If you need to make an adjustment select Return to Edit. If all the details are correct and you are ready to confirm the ROE, select Confirm

Filing the ROE

With Knit you make a request for our team to file the ROE on Company's behalf or you can download the .BLK file and file the ROE with the CRA on your own.

File with Knit

1. Open the employee's profile Documents tab, select Record of Employment, locate the confirmed ROE and select View
2. The ROE will open, select File with Knit*

Note: If you did not click on "File with Knit", Knit will not file it on your behalf.

1. You will then receive a confirmation message saying that your ROE has been filed.

Please note that if Knit does not have access to your company's ROE Web account our team will have to request access. We will not be able to file your employee's ROE until our access is granted. We anticipate that this process may take longer than usual due to the current situation with COVID-19. If you would like to shorten the wait time for the employee we recommend filing the ROE on your own.

Filing your ROE on your Own

Alternatively, if you would like to speed up the employee's wait time, you can download the .BLK file and file the ROE on your own through your CRA ROE Web access account. To access the .BLK file for the ROE:

1. Open the employee's profile Documents tab, select Record of Employment, locate the confirmed ROE and select View
2. The ROE will open, select Export to .BLK and the file will download.

Please visit this link to view Service Canada's ROE Web Access Guide

FAQ's

Q: When I generate an ROE for an employee, I receive this message in red above the employee's historical payroll data:

There are pay interruptions for this employee. Please verify the data. An ROE may be required for the period prior to the interruption in earnings.

What does this mean and how can I fix it?

A: If you receive this message, this means that employee was not included in a previous payroll run causing an interruption in earnings. Service Canada requires employers to generate ROE's for employees whenever there is an interruption in earnings. Regardless of whether the employee intends to file a claim for EI benefits, you have to issue an ROE. Please visit this link to Service Canada's website for more information on ROE requirements.

You can resolve this issue by creating a second ROE for the employee's previous interruption in earnings. If you wish to create another ROE, make a note of the dates of the employee's earnings interruption, save a draft of the ROE and return to complete it later.

Please note that if you do not submit an ROE for the employee's pervious interruption in earnings, Service Canada may contact your company requesting an ROE for this interruption in earnings.

Q: Why is there no ROE serial number displayed beside my employee's ROE listed on their profile?

A: If the ROE is missing a serial number it simply means that it has not been filed with the CRA. Once the ROE has been filed, the serial number will be posted to the employee's profile and they will then be eligible to apply for EI.

Q: My employee's employment doesn't end until next week, they wanted to get a head start on their EI application. Can I generate & give them an ROE now?

A: Employees are not able to claim EI until 2 weeks after the employee's last day of work. An employee can't start the EI application process until after their last day of work.