Completing Canada Record of Employment

Use Canada Record of Employment (PR282) to generate a report that contains the information needed to complete a manual ROE (Canada Record of Employment).

Before completing Canada Record of Employment (PR282), you must complete the setup of Pay Plan (PR21.1), Employee (HR11.1), and HR Codes (HR04.2) or Personnel Action Reason Codes (PA57.1). Canada ROE Version 2 Parameters (PR42.1) must also be completed for Blocks 16, 17, and 19. For more information, see the Human Resources User Guide.

Setting up pay structure Assigning employee pay

Complete Canada record of employment

  1. Access Canada Record of Employment (PR282).
  2. Complete the Employee tab. This information is used to complete Box 9 of the ROE. Address information for the employees comes from the Employee (HR11.1) Address tab. Use the following guidelines to enter field values:
    Employee

    Contains the employee number. Each person employed by the company is assigned a unique number.

    The application uses the employee number to correlate all of the information related to that person.

    Employee Group

    Select an employee group you want to generate the ROE report for.

    You must select either an Employee Group or Employee to display on report.

    Personnel Action

    This field is used to determine the reason for the ROE. If none is specified, a reason will not be determined.

    Use reason code attached to the personnel action that interrupted the earnings to complete Box 16 of the ROE.

    On the Box 16 tab, map the personnel action reason codes to the ROE reason codes to complete Box 16 of the ROE.

    Expected Recall

    Select the status of the recall date. If no value is specified, Payroll does not return information for Box 14 of the ROE.

    If you select Yes, and Recall Date field is indicated, the value attached to the user field from Employee (HR11.1) is returned. Use this value to complete Box 14 of the ROE.

    Special Calc

    This field is used infrequently. If necessary, use this field to determine if you need to perform any special calculations on the earnings of the employee. The special calculation is typically performed on commission or contract employees.

  3. Complete the Main tab. Use the following guidelines to enter field values:
    Insurable Hours Pay Class

    This field indicates the pay class representing the correct Insurable Hours and dollars.

    Recall Date

    Select the name of the user field that will return a recall date. If you do not specify a date, no information for Box 14 of the ROE is returned by the application.

    If you select the name of the user field, you must select Yes in the Recall Date field on the Employee tab.

    Use this date to complete Box 14 of the ROE.

    French

    Contains employee's language if it is other than the company's primary language.

    Issuer

    Select the employee number of the person who is the issuer of the ROE or contact for HRSDC. Complete the work phone number for this individual on their Employee (HR11.1) record. Use the name and phone number from PR282 to complete Box 16 of the ROE.

    Output Type

    Select the type of output file to be generated.

    Path Override

    Type a directory path to override the default path.

    Web File Name

    Type a web file name for the employment record.

    Unix directory:

    $LAWDIR/print/username/jobname/step/filename

    Windows directory:

    %LAWDIR%\print\username\jobname\step\filename

    IBM i directory:

    LAWDIR/print/username/jobname/step/filename

    ROE Method

    Select whether to create a draft of the record or if you want to submit the record.

    Block 17 Pay Periods

    Select the pay periods.

    Report Sequence

    Select how the report is to be sorted.

    Employee Sequence

    Select the order in which employees are to be listed on the report.

  4. Select the Submit form action to submit the report.

Followup

The application uses the addresses associated with the process level on the time records (report entity) to create the employer's name and address (Box 4 of the ROE). The application creates a separate ROE for each unique combination of Report Entity, Process Level, and Business Number Code that is found. Because of this structure, there is only one process level for each ROE.

The job description from the job code attached to the employee record is returned as "Occupation". Use this description to complete Box 13 of the ROE.

If changes to an employee's pay frequency are logged in history and the employee has a change in pay frequency during the reporting period, multiple ROE's are generated.

You must manually determine and enter the following required information on the ROE form or HRSDC software:

  • Contact person or name of person issuing ROE if the Issuer field is not complete on PR282, or the work phone number for the Issuer field is not complete on Employee (HR11.1)

  • Statutory holidays for which amounts are owed that occur after the last day paid

  • Earnings for which amounts are owed that are not mapped to a pay class for Box 17

  • Paid sick leave, maternity leave, paternal leave, or group wage loss indemnity earnings that occur after the last day worked and are reported in Box 19

  • Comments to appear in Box 18

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