The Record of Employment on the Web (ROE Web)

Introduction

Important:

In an effort to standardize ROE Web, the following formats will be discontinued on August 31, 2016:

  • 27 Week Flat file
  • 53 Week Flat file
  • 53 Week XML file version 1.0
  • 27 Week Online Form

Please note that Service Canada is extending the previously announced deadline of March 31, 2016 to August 31, 2016. Service Canada will not accept the above discontinued ROE Web file formats after August 31, 2016. If you are already using the supported ROE Web formats, please disregard this message.

It is very important to communicate this information with your Primary Officer (PO) or the individual responsible for the Pay Services in order for them to ensure that the appropriate changes are implemented before August 31st, 2016.

The specifications for version 2.0 of the XML for the Payroll Extract file can be found in Appendix D on the Government of Canada website.

Record of Employment on the Web (ROE Web) is a secure Web-based application that enables employers to create, submit, amend, and print 53-week ROEs electronically. It is an efficient, reliable and convenient way of issuing ROEs.

  • ROE Web now includes an Assistant feature to make it even easier to file your ROEs online! Simply sign in to ROE Web to launch the Assistant and be guided through each step to complete and submit your ROEs.
  • Haven’t used ROE Web in a while? Find out more about its new look and changes to the ROE on the Web.

Not using ROE Web yet?

You can create an account online without having to visit a Service Canada Centre to verify your identity. Register online today and start issuing 53 week ROEs electronically.

Sign in to ROE Web or New to ROE Web? Register now.

How Record of Employment on the Web works

With Record of Employment on the Web (ROE Web), you can produce your Records of Employment (ROEs) online, rather than filling out paper forms.

Options for issuing ROEs

There are three ways of issuing ROEs through ROE Web:

  • Produce one ROE at a time using the ROE Web Assistant.
  • Produce one ROE at a time using an online version of the ROE form.

Submit up to 1,200 electronic ROEs at once using the ROE Web payroll extract. For businesses that use compatible payroll software or that have developed an interface with ROE Web, payroll data can be extracted and submitted directly to Service Canada in batches.

Minimum system requirements

To use ROE Web on your computer, you need:

  • High speed Internet access.
  • Adobe Acrobat Reader Version 5 or later.

Primary Officer’s role

The Primary Officer (PO) is the ROE Web account administrator. It can be the business owner, an employee, an accountant or a payroll service provider. The PO is authorized to:

  • accept the ROE Web agreement on a business’s behalf.
  • manage the account, including the organization’s details and the folder structure.
  • issue, view and amend ROEs.
  • grant other representatives access to the account and determine their user rights.

Security

ROE Web is a secure application.

  • To sign into ROE Web, you must use a Sign-In Partner or a GCKey. These sign-in options allow you to securely conduct business online with various Government of Canada programs and services, including ROE Web.
  • Information is encrypted and protected by firewalls that securely separate the outside world from internal computer systems and the ROE Web database.
  • The identity of each account’s PO is verified through the authentication process.
  • Business owners are asked to confirm that their Primary Officer is allowed to issue ROEs on behalf of their business.
  • Your ROE Web session automatically expires after 20 minutes of inactivity to ensure that the data you entered is protected.

Ease of use

  • ROE Web now includes an Assistant feature to guide you through the production of an electronic ROE, making the process even easier.
  • You can access our demo site to practice filling out ROEs.
  • ROE Web offers pre-filled information, drop-down menus and online help options.
  • The Employer Contact Centre is available to answer any technical questions.

Validation

ROE Web instantly validates your ROEs so you know right away if something is missing or needs to be corrected.

The application provides you with one of the following validation statuses:

  • ROE Issued: the ROE has been validated and submitted.
  • ROE Passed: the ROE has been validated and saved as a draft.
  • ROE Failed: the ROE does not meet at least one validation criterion.
  • ROE Rejected: the ROE has an invalid or a missing Canada Revenue Agency business number.

Your ROEs are more accurate, which means you receive fewer requests for payroll information from Service Canada.

Save and amend

  • You can save a draft of an ROE and complete it later. ROE Web keeps copies of draft ROEs for 15 days.
  • You can always retrieve the ROEs you have issued and amend them without having to re-enter all the information.
  • Issued ROEs are viewable in ROE Web for 6 years.

Benefits of the Record of Employment on the Web

Whether you are a business owner, an accountant, a bookkeeper or a payroll processor, Service Canada encourages you to submit Records of Employment (ROEs) electronically. Record of Employment on the Web (ROE Web) is an efficient, reliable and convenient way to submit ROEs. Filling out an ROE has never been easier!

Save time and increase productivity

  • Easily enter the information online.
  • Report 53 weeks of payroll data in one location rather than having to attach an extra sheet to a 27-week paper form.
  • Submit up to 1,200 electronic ROEs at once using the ROE Web payroll extract.
  • Import key ROE information back into your payroll system for easy reference and record keeping.
  • Effectively and easily amend ROEs without having to re-enter all the information.

Increase filing flexibility

When you file your ROEs electronically, you have greater flexibility because your filing deadlines are based on your pay cycle rather than the interruption of earnings itself. In many cases, this means you will have more time to produce your ROEs if you file electronically.

Improve the quality and accuracy of ROEs

  • Use the new ROE Web Assistant to guide you in completing, reviewing and submitting your ROEs, making it even easier to file online.
  • ROE Web provides pre-filled information, online help and built-in edits to ensure that forms are filled out accurately.
  • ROE Web instantly validates ROEs, which means you receive fewer follow-up requests for information from Service Canada.

Reduce paper burden

  • Save money in administration, storage and postage.
  • Eliminate the need to order and store paper ROE forms, keep paper copies on file, or send copies to Service Canada.
  • If you issue electronic ROEs, you no longer need to provide a paper copy to your employees. They do not need to send us a copy of their electronic ROE to submit a claim for Employment Insurance (EI) benefits. See the section, Do I still have to give a copy of electronic ROEs to employees?, for details.
  • ROE Web allows you to print a PDF version of the ROEs you issue. If you submit ROEs electronically, you are not required to print copies for your employees. However, you can provide your employees with copies as a courtesy.

Help your employees get quicker payments

Issuing electronic ROEs means quicker EI payments for your employees when they need them most. Your employees will not need to send us copies of their paper ROEs when applying for EI. Electronic ROEs are always available online. Employees with a My Service Canada Account can view and print copies of their ROEs.

Register online

Register for ROE Web now. To see how it works, create your professional profile and access the demo site.

Note:

Record of Employment Secure Automated Transfer (ROE SAT)

If you issue a large number of ROEs each year, or if you are looking for an electronic solution other than ROE Web, learn more about ROE SAT, a system developed by Service Canada to transfer ROE data in bulk form.

Changes to the Record of Employment on the Web

New features and functions have been added to Record of Employment on the Web (ROE Web) to simplify your experience.

Internet Explorer Issue:

If you are experiencing issues using ROE Web with Internet Explorer please ensure that Compatibility View in Internet Explorer is turned off. You can change the Compatibility View in the Tools menu of Internet Explorer. If there is a check beside Compatibility View, you must click to uncheck it. This will turn off Compatibility View for the site. You must also remove “gc.ca”, any name with the domain “gc.ca” or the name “ROE Web” from the “Websites you’ve added to Compatibility View” list.

ROE Web Assistant

ROE Web now includes an Assistant feature to guide you through the production of your electronic ROEs. Using the Assistant makes it even easier to file ROEs online by:

  • asking you questions and using your answers to fill the ROE automatically
  • providing help and answering common ROE questions
  • identifying potential errors on your ROE and guiding you through the reviewing process before you submit it

Simply sign in to ROE Web to launch the ROE Web Assistant.

Changing the Primary Officer

You can now change the Primary Officer (PO) of your account online. The new PO will need to sign in to ROE Web, click on the “Replace Primary Officer” link in the left menu and follow the steps.

Folder structure

If you issue ROEs on behalf of more than one business, you will be able to organize your ROEs in folders in a way that makes sense to you.

Action-based

As soon as you sign in, you will be asked to choose which action you want to perform in the application, such as uploading a payroll extract file or inputting a new ROE.

Easier access to the demonstration site

Anyone creating an ROE Web professional profile will be given a user reference number and will be granted access to the demonstration site. Sign in to ROE Web to see how the application works, practice issuing ROEs online, and test payroll extract files.

Effective management of ROE Web users

The roles of Designated Officer, Issuer and Viewer no longer exist. Instead, Primary Officers are now able to invite individuals to access their account and choose specific rights for each of them.

No need to fax documents

Payroll Service Providers (PSPs) can now add new organizations to their account online. They need to complete an Employer Consent Form (also known as Annex A), but are not required to fax a copy to the Employer Contact Centre. However, PSPs must keep on file the original Employer Consent Forms of both new and former clients in case Service Canada asks to see them.

New terminology

  • An “ROE Web client number” is now called a “user reference number”.
  • The “activation code” has been replaced with an “authorization code”.

Additional changes

  • More user friendly tables
  • New drop-down menus for easier navigation
  • Clearer error messages throughout the application
  • New calendar pop-ups eliminating the need to enter dates manually
  • Predictive search in most entry fields (typing the first few letters of a word displays a list of all the options starting with those letters)

Information: Did you know?

The registration process for ROE Web has changed! You can now complete your entire registration online. Find out more about the new steps to register.

ROE Web and your payroll system

If your payroll software is compatible with Record of Employment on the Web (ROE Web), you can submit up to 1,200 electronic Records of Employment (ROEs) to Service Canada at once. Take advantage of the ROE Web payroll extract feature.

Employers, payroll service providers and payroll software developers can write computer programs to extract data from their payroll system and act as an interface to ROE Web. Some of the benefits of developing an ROE Web-compatible interface for your payroll system include:

  • Efficiency - Payroll data can be extracted from a payroll system and submitted directly to Service Canada in batches. This data can be imported back into your payroll system for amendments.
  • Accuracy - Instantly validate your data and eliminate the need for ROE amendments and manual corrections to the data managed in your payroll system.
  • Reduced costs - No need to print ROEs or pay for postage to send copies.

How do I know if my payroll system is compatible?

Many software vendors have adapted their payroll systems to include the ROE Web payroll extract feature. Contact your software vendor to find out if the version you are using is compatible with ROE Web.

What if I developed my own payroll system?

If you developed your own payroll system, you can update it to make it compatible with ROE Web. To get started, follow the steps to making your payroll system compatible with ROE Web.

Making your payroll system compatible with Record of Employment on the Web

Employers, payroll service providers and payroll software developers can write computer programs to extract data from their payroll system and act as an interface to the Record of Employment on the Web (ROE Web) application.

Follow these steps to make your payroll system compatible with ROE Web:

  1. Access the ROE Web demo site
    You must sign-in to ROE Web and access the demo site to test the ROE Web payroll extract files. The demo site allows you to upload payroll extract files and ensure that they meet Service Canada requirements.
  2. Become familiar with the ROE Web user requirements
    Learn about the different ROE Web user requirements including specifications and edit rules for creating a properly structured XML file and ensuring the quality of the data needed to process ROEs.
  3. Develop an interface to generate an extract file
    Build an interface within your payroll system to extract payroll data into an XML file. Once the XML file is created, it can be uploaded through ROE Web.

Note:

If you are a new ROE Web user, please ensure to program Version 2.0 of the XML for the Payroll Extract File as Version 1.0 will be decommissioned on August 31, 2016.

  1. Validate your extract file
    Use the following XSD file to validate your payroll extract file: PayrollExtractXmlV2.xsd (20kb) To perform this kind of validation, you need to have a tool that is capable of validating an XML schema.

Information: Did you know?

ROE Web also has an import feature that extracts pertinent information from the ROE Web database into an XML file. Data can be imported back into the payroll software. This import feature can be used to issue amended ROEs in batches.

Changes to the ROE Web demo

There is a now a new way to access the ROE Web demo site. On your organizations page, you can choose to go to the ROE Web main page or to the ROE Web demo page. Choose the ROE Web demo if you wish to try the online form or test one of your Payroll Extract Files.

The ROE Web demo site now contains pre-defined Social Insurance Numbers that employers can use to try the ROE Web application. Each employer has a pre-defined organization (your organization name), address and 10 businesses from which he or she can choose from to create electronic ROEs.

There is no change to the way the Payroll Extract file functionality works; you may still upload your test bulk files to ensure they will be accepted by Service Canada.

Note:

As of November 2, 2013, you are required to sign in using Sign-In Partner or a GCKey and to have created a ROE Web profile in order to use the ROE Web Demo.

Other changes

The hybrid validation was eliminated on November 15th 2014 in order to eliminate discrepancies between the single ROE online form and the Payroll Extract File.

Uploading a Payroll Extract file (27 or 53 weeks)

  • The validation rules that will apply are the ones for the payroll extract file format that was used to submit the ROE.
  • If the processing method is “S” (Submit) and the ROE succeeds all validations, the ROE will be issued.
  • If the processing method is “S” and the ROE does not succeed all validations, the ROE will be saved as Draft-Failed.
  • If the processing method is “S” and the ROE does not succeed the Business Number (BN) validation, the ROE will be saved as Draft-Rejected.
  • If the processing method is “D” (Draft) and the ROE succeeds all validations, the ROE will be saved as Draft-Passed.
  • If the processing method is “D” and the ROE does not succeed all validations, the ROE will be saved as Draft-Failed.
  • If the processing method is “D” and the ROE does not succeed the BN validation, the ROE will be saved as Draft-Rejected.

Submitting a Draft-Passed ROE uploaded via a Payroll Extract file (27 or 53 weeks)

  • The validation rules that will apply are the ones for the Payroll Extract File format that was used to submit the ROE.
  • If the ROE succeeds all validations, the ROE will be issued.
  • If the ROE does not succeed all validations, it will be saved as Draft-Failed. The user can then edit the ROE in the proper format (27 or 53 weeks) at which time the Online Form rules will be applied until the ROE is issued.

Creating a new 27 Week ROE using the Online Form (until August 31, 2016)

  • The 27 week Online Form rules are applied until the ROE is issued.

Creating a new 53 Week ROE using the Online Form

  • The 53 week Online Form rules are applied until the ROE is issued.

What this means for you

  • Impacts of removing hybrid validations
    Some fields, for example the dates in Blocks 17A, 17C and 19, are optional in the Payroll Extract File but required on the Online Form. This means that if a ROE does not pass all the Payroll Extract validations and must be opened and corrected in the Online Form, additional information might have to be provided.
  • Impacts of decommissioning older formats
    • Once support has ended for a Payroll Extract format, ROE Web will no longer recognize the formatting and will mark the file as Invalid.
    • Drafts that were entered under a decommissioned format will be accessible for the specified period of 14 days during which they can be loaded into the Online Form (online validation rules) for editing and submission. Additional information might therefore have to be provided by the user.
    • ROE Web will only support the latest version of the online rules for any ROE entered, edited or amended using the Online Form.
  • Changes to Online Form Validations
    • Currently the Online Form attempts to validate an ROE against the rule set for the format in which it was submitted.
    • After August 31, 2016, the Online Form will support only the most recent version of the Online Form rule set will be used to validate ROEs (53 weeks XML).
    • Any ROEs that are entered, edited or amended using the Online Form will be validated against the Online Form rules and must pass these validations in order to be submitted.
    • ROEs submitted in the 2.0 Payroll Extract file format will be validated against the 2.0 Payroll Extract file rules and will be issued if they pass all validations.
    • For any ROE that fails the 2.0 Payroll Extract validations, the user may either resubmit a corrected version of the record via a new 2.0 Payroll Extract File or edit the ROE via the Online Form (online validation rules).

Frequently asked questions

I am already enrolled with one Government of Canada service. Why do I need to provide basic identity information again to register for ROE Web?

Each government service or program requests your personal information based on its specific requirements and to determine eligibility or entitlement. The government must adhere to the Privacy Act, which restricts the information that can be shared between departments and agencies.

What are the acceptable pieces of identification I can bring to a Service Canada Centre to validate and authenticate my identity when registering for ROE Web?

If you plan to visit a Service Canada Centre to complete the identity authentication step of ROE Web registration, you must provide two identification documents, including one photo ID. The following are acceptable identification documents:

  • Provincial driver's license
  • Canadian passport
  • Provincial health care card
  • Birth certificate (provincial)
  • Permanent resident card
  • Certificate of Canadian citizenship
  • Certificate of registration of birth abroad
  • Certificate of Indian status issued by the Government of Canada
  • Record of landing
  • Provincial ID card
  • Foreign passport

I lost my user reference number. How can I retrieve it?

The user reference number was emailed to the address provided when the ROE Web profile was created. The Employer Contact Centre can help you retrieve a lost user reference number.

I did not receive or I lost my authorization code. What can I do?

The authorization code is sent to the CEO of the organization and mailed to the business address on file. If the CEO did not receive the authorization code, you can contact the Employer Contact Centre and request to have it resent.

I didn’t activate my account within the 90-day limit. Can I still access ROE Web?

The authorization code is valid for a period of 90 days. If you did not use your authorization code within the 90-day period, you can contact the Employer Contact Centre to extend the duration of your authorization code.

How can I change the business address in my ROE Web account?

If you are the Primary Officer or a representative who has the right to manage the organization’s profile, you can change the organization’s main address from within ROE Web. You can also create alternative addresses that can be selected to appear on ROEs.

My email address has changed. How can I update the information?

You can update your email address directly in ROE Web at any time. For more information, see the ROE Web Administration User Guide.

How can I amend an ROE in ROE Web?

The “Amend” option from the ROE menu calls up the original ROE on the screen and allows you to make modifications and submit the amended ROE. A new serial number will be assigned to the amended ROE.

How long does Service Canada keep an ROE that I created in ROE Web?

Under the provisions of the Employment Insurance Act, you have to keep one copy of all ROEs issued as a part of your records for six years. ROE Web allows you to keep the ROEs electronically and you can view or print them any time within this six-year period.

ROEs that are identified as draft ROEs are retained for a period of 15 days in the Service Canada database. During the 15-day period, you can either submit and store the draft ROE, or view and print the draft ROE. After the 15-day period, the draft ROE will be deleted from the Service Canada database.

Service Canada keeps ROEs for 11 years, in accordance with the Access to Information Act, the Privacy Act and Info Source.

How do I sign out of ROE Web properly?

To sign out of ROE Web and GCKey properly, you need to sign out of ROE Web and then close your browser completely, not just the folder. This will end both your ROE Web session and your GCKey session, which are independent of each other.

Can I give access to my ROE Web account to others?

Yes, if you are the Primary Officer (PO) or authorized representative of an account, you can invite individuals to access your account and choose specific rights for each of them. First, the person you want to invite has to create an ROE Web profile if they do not have one already. They will receive a user reference number by email. Then sign into your account, click on “Invite a representative”, and enter the person’s user reference number. At this point, you may select the specific access rights you want the person to have.

Can I acquire access to an existing ROE Web account?

If you want to access an existing account, give your user reference number to the account’s Primary Officer or authorized representative. That person must first send you an invitation in the system. Then you will be able to sign in to ROE Web, accept the invitation, and access the account.

I want to issue electronic ROEs but ROE Web does not suit my needs. Is there another solution?

If you or your Payroll Service Provider want to submit electronic ROEs but are looking for a solution other than ROE Web, you may want to consider ROE Secure Automated Transfer (ROE SAT), which can be used to transfer large quantities of ROE data directly to Service Canada. Contact the Employer Contact Centre to learn more about ROE SAT.

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