CD 2012-021

Subject: Web-Based Record of Employment - instructions on how to submit Record of Employment (ROE) data electronically for an employee when there is more than one pay cycle within the reporting period

November 30, 2012

1. Purpose

1.1. The purpose of this directive is to provide instructions to members of the compensation community on how to submit Record of Employment (ROE) data electronically for an employee when there is more than one pay cycle within the reporting period.

1.2. This directive should be read in conjunction with ARCHIVED CD 2007-008, dated April 4, 2007.

2. Background

2.1. Currently, the Web-based ROE application is used by federal government departments, agencies and separate employers who are paid via the Regional Pay System (RPS) and have access to the Compensation Web Applications (CWA) to complete and submit ROEs to Service Canada electronically through Secure Automated Transfer.

3. Policy

3.1. An employer is required to issue an ROE for employees receiving insurable earnings who stop working and experience an interruption of earnings. An electronic ROE must be issued within five calendar days after the end of the pay period in which an employee's interruption of earnings occurs.

4. Procedures and Instructions

4.1. The application automatically prefills the latest pay period and pay frequency information (Block 6) from Master Employment Record (MER) field 35 of RPS. This means that all insurable totals (Block 15A, 15B and 15C) are identified and automatically calculated based on the most recent pay cycle type. In situations where there is more than one pay frequency and/or cycle (7A, 7B, 7C or 6C) within the period of employment covered by the ROE, the compensation advisor (CA) must issue a separate ROE for each pay cycle.

An ROE must be issued at the end of the earliest pay cycle within the reporting period, with a reason for separation "K" - Other in Block 16 and an explanation in Block 18 - Comments indicating that the ROE has been issued for administrative purposes due to a change in the pay frequency and/or cycle change. Since the application automatically prefills the Pay Period Type (Block 6), First day worked (Block 10) and Last day for which paid (Block 11), the CA will need to manually modify these fields to reflect the earliest pay cycle and period of employment up to the change in pay cycle type.

The next ROE must be created for the period following the pay cycle change until the interruption of earnings. The effective date of the latest pay cycle change must be entered in the First day worked (Block 10), and the Last day for which paid (Block 11) will be the day before the true effective date of the interruption of earnings. For this ROE, the appropriate code which corresponds to the real reason for the interruption of earnings (e.g. shortage of work, illness, maternity etc) must be used in Block 16.

Example

An employee starts work on January 05, 2011 on a 7A paylist.

Effective March 03, 2011, the employee is transferred to a 7B paylist.

Effective July 07, 2011, the employee obtains an indeterminate status and is transferred to a 7C paylist.

Effective September 27, 2011, the employee is struck off strength (last day worked and paid is September 26, 2011).

The CA will be required to produce three ROEs, one for each pay cycle:

ROE 1

  • Create an ROE for this employee by selecting the "Add ROE" option from the side menu.
  • Once the Personal Record Identifier (PRI) is entered and submitted, the application will produce an ROE for the 7C payment cycle.
  • In Block 6, (Pay period type), select "7A" from the drop down menu.
  • In Block 10, change the First day worked to the original Taken on Strength day. In this case it would be January 05, 2011.
  • In Block 11, change the Last day for which paid to March 02, 2011, the last day the employee was paid on the 7A paylist.
  • In Block 16, the reason for issuing ROE must be "K" with additional comments in Block 18 as explained in section 4.1.
  • Click on "Next". This will cause the payment information from the 7A paylist to load.
  • Complete the remaining information and click on "Save as draft".

ROE 2

  • Once the first ROE is saved, select the "Add ROE" option from the side menu.
  • Re-enter the same PRI.
  • In Block 6, (Pay period type), select "7B" from the drop down menu.
  • In Block 10, change the First day worked to March 03, 2011, the first day the employee was paid from the 7B paylist.
  • In Block 11, change the Last day for which paid to July 06, 2011, the last day the employee was paid on the 7B paylist.
  • In Block 16, the reason for issuing ROE must be "K" with additional comments in Block 18 as explained in section 4.1.
  • Click on "Next". This will cause the payment information from the 7B paylist to load.
  • Complete the remaining information and click on "Save as draft".

ROE 3

  • Select the "Add ROE" option from the side menu.
  • Use the same PRI.
  • The application will automatically impose the current 7C pay period type in Block 6.
  • Amend the First day worked field (Block 10) to July 07, 2011, the first day the employee was paid from the 7C paylist.
  • Ensure that the last day for which paid (Block 11) is the correct date. (September 26, 2011).
  • In Block 16, the reason for issuing ROE must be the real reason for the interruption of earnings, as explained in the last paragraph of section 4.1.
  • Click on "Next". This will cause the payment information from the 7C paylist to load.
  • Complete the remaining information and click on "Save as draft".

Once the above is performed, a search under the employee's PRI will cause all three ROEs to be displayed. The CA must ensure the payment information on each ROE is correct before submitting them as "Final".

Note: If the employee moves from one paylist to another within the same pay cycle, only one ROE will be required, as all payment information from each paylist will be loaded. Separate ROEs are only required when the employee has changed pay cycles during the insurable period.

5. Inquiries

5.1. Any inquiries on the information contained in this directive should be addressed to your Public Works and Government Services Canada (PWGSC) Compensation Services Office.

Original Signed by
Carrie E. Roussin

Carrie E. Roussin
Director General
Compensation Sector
Accounting, Banking and Compensation

Reference(s): CD 2007-008