Record of Employment on the Web (ROE Web) - User Requirements

2

Serial Number of ROE Amended or replaced

Must be 9 characters  

• Source of data : pre-filled when using the ROE Amend function, it will be the serial number of the ROE to be amended

• First character must be the letter 'W'—upper case

• Next 8 characters must be numeric

• Number 0 must be leading if the number is less than 99999999—ex. W00000099

4

Employer's Name

Maximum length of 50 characters

Mandatory

Source of data : Employer registration—Organization—or Employer Business Profile

4

Employer's Address Line1

Maximum length of 35 characters

• Mandatory

• Source of data : Employer registration   (Organization) or Employer Business Profile

4

Employer's Address Line2

Maximum length of 35 characters

• Optional

• Source of data : Employer registration—Organization—or Employer Business Profile  

4

Employer's Address Line3

Maximum length of 35 characters

• Optional

• Source of data : Employer registration—Organization—or Employer Business Profile  

7

Employer's Postal Code

Maximum length of 15 characters

• Optional—U.S. Zip code is part of Employer's address Line 3

• Source of data : Employer registration—Organization—or Employer Business Profile

5

Canada Revenue Agency Business number

• Must be a valid CRA BN

• Must be 15 characters

• The first character must be an eight or a one

• Characters ten and eleven must be RP

• The last four digits must be numeric and greater than ' 0000 '

• Mandatory

• Source of data : Employer registration—Organization—or Employer Business Profile  

21

Issuer Phone Area Code

Must be 3 characters

• Mandatory

• Source of data : Employer registration

21

Issuer Phone Number

Must be 8 characters

• Mandatory

• Source of data : Employer registration

• With the following format—999-9999

21

Issuer Phone Extension

Maximum length of 5 characters

• Optional

• Source of data : Employer registration 

22

Issuer First name

Maximum length of 20 characters

• Mandatory

• Source of data : Employer registration 

22

Issuer Last name

Maximum length of 28 characters

• Mandatory

• Source of data : Employer registration

14

Expected Recall Code

Selection by radio button.
'Unknown' is the default value

• Mandatory

• If Date of recall is checked, then Expected Date of Recall  must be entered

14

Expected Date of Recall

Must be a valid date in the format DD/MM/YYYY

• Mandatory if Date of Recall  is checked

• Must be greater than theLast Day for which Paid

• No Expected Date of Recall for the following Reason for issuing ROE —Quit, Retire or Dismissal

16

Contact First Name

Maximum length of 20 characters

• Mandatory

• Source : Data can be captured by the employer in the Admin Profile sub-module 

• Employer will be able to overwrite this field on the Online ROE 

16

Contact Last Name

Maximum length of 28 characters

• Mandatory

• Source : Data can   be captured by the employer in the Admin Profile sub-module 

• Employer will be able to overwrite this field on the Online ROE 

16

Contact Phone Area Code

Must be 3 characters

• Mandatory

• Source : Data can   be captured by the employer in the Admin Profile sub-module 

• Employer will be able to overwrite this field on the Online ROE 

16

Contact Phone Number

Must be 8 characters

• Mandatory

• With the following format 999-9999

• Source : Data can   be captured by the employer in the Admin Profile sub-module 

Employer will be able to overwrite this field on the Online ROE 

16

Contact Phone Extension

Maximum length of 5 characters

• Optional

• Source : Data can   be captured by the employer in the Admin Profile sub-module 

• Employer will be able to overwrite this field on the Online ROE 

20

Communication Preferred In

Selection made by a radio button

• ' English ' is the default value if session language is English

• ' French ' is the default value if session language is French

3

Employer's payroll reference number

Maximum length of 15 characters

• Optional

6

Pay Period Type

• Must be one of the following :

• B = Bi-weekly

• M = Monthly

• O = Monthly non-standard

• S = Semi-Monthly

• E = Semi-Monthly non-standard

• H = Thirteen pay periods per year

• W = Weekly

• Mandatory

• Drop-down list will be used

8

Social Insurance Number

Must be nine digits

• Mandatory

• Must not be equal to 000000000

• Must not start with a 0, 3 or 8

9

Employee First Name

Maximum length of 20 characters

• Mandatory

9

Employee Initial

Maximum length of 4 characters

• Optional

9

Employee Last Name

Maximum length of 28 characters

• Mandatory

9

Employee Address Line 1

Maximum length of 35 characters

• Mandatory

• Enter Number and Street Name

9

Employee Address Line 2

Maximum length of 35 characters

Optional

Enter Place / City / Municipality

9

Employee Address Line 3

Maximum length of 35 characters

• Optional

• Enter Province / Country / Postal Code

10

First Day Worked.

Must be a valid date in the format DD/MM/YYYY

• Mandatory

• Must be earlier than or equal to the last day for which paid

• Must be earlier than or equal to the final pay period ending date

• Must not be an overlapped ROE by validating the following statement :

• The first day worked and last day for which paid for the current ROE must not be overlapped with the first day worked and last day for which paid for any previous ROE issued by the same employer—CRABN—for the same employee—SIN.

11

Last day for which paid

Must be a valid date in the format DD/MM/YYYY

• Mandatory

• Must be equal to or after the first day worked 

• Must be earlier than or equal to the final pay period ending date

12

Final Pay Period Ending Date

Must be a valid date in the format DD/MM/YYYY

• Mandatory

• Must be equal to or after the first day worked 

• Must be equal to or after the last day for which paid

13

Occupation Description

Maximum length of 40 characters

• Optional

15A

Total Insurable Hours.

Must be a numeric value

• Mandatory

• Value from 0 to 8904

• Decimals are not allowed

• Must be less than or equal to : ‹Last Day for Which Paid - First day worked + 1› multiplied by 24

• Number of consecutive pay periods used to complete 15A must not exceed the maximum pay periods possible in the required period—refer to  chart I at the end of Appendix A

15B

Total insurable earnings

Must be a numeric value

• Mandatory, calculated field

• Maximum value is 999999.99

• Number of consecutive pay periods used to complete 15B must not exceed the maximum pay periods possible in the required period—refer to  chart II  at the end of Appendix A

15C

Earnings for Pay Periods 1 to 53

Must be a numeric value

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' . ' or ' , '

• For any other pay period with no insurable earnings only a value of 0.00 must be entered

• Number of pay periods consecutively filled out in 15C must not exceed the maximum pay periods possible in the period of employment—refer to chart III at the end of Appendix A

16

Reason for issuing this ROE

• Choose from the following code :

• A = Shortage of Work      

• B = Strike or Lockout

• C = Return to School        

• D = Illness or Injury

• E = Quit

• F = Maternity

• G = Retirement

• H = Work Sharing

• J = Apprentice Training

• K = Other

• M = Dismissal

• N = Leave of Absence

• P = Parental

• Z = Compassionate Care

• Mandatory

• Look up table will be used

• If K-'Other' is selected, additional information must be given in block 18—Comments

17A

Vacation Pay amount

Must be a numeric value

• Optional

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' . ' or ' ,  '

17B

Statutory Holiday Pay Date 1

Must be a valid date in the format DD/MM/YYYY

• Optional

• If completed then there must be a corresponding dollar value in Statutory Holiday Pay amount 1

• If completed then it must be different than Statutory Holiday Pay Date 2 and Pay Date 3

17B

Statutory Holiday Pay amount 1

Must be a numeric value

• Optional

• Mandatory if date is specified in the Statutory Holiday Pay Date 1

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' . ' or ' , '

17B

Statutory Holiday Pay Date 2

Must be a valid date in the format DD/MM/YYYY

• Optional

• If completed then there must be a corresponding dollar value in Statutory Holiday Pay amount 2

• If completed then it must be different than Statutory Holiday Pay Date 1 and Pay Date 3

17B

Statutory Holiday Pay amount 2

Must be a numeric value

• Optional

• Mandatory if date is specified in the Statutory Holiday Pay Date 2

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' . ' or ' , '

17B

Statutory Holiday Pay Date 3

Must be a valid date in the format DD/MM/YYYY

• Optional

• If completed then there must be a corresponding dollar value in Statutory Holiday Pay amount 3

• If completed then it must be different than Statutory Holiday Pay Date 1 and Pay Date 2

17B

Statutory Holiday Pay amount 3

Must be a numeric value

• Optional

• Mandatory if date is specified in the Statutory Holiday Pay Date 3

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' . ' or ' , '

17C

Other monies code 1

• Choose from the following codes :

• A =Anniversary Pay-out

• B = Bonus           

• E = Severance Pay             

• G = Gratuities     

• H = Honorariums

• I = Sick Leave Credits

• O =Other

• R = Retirement Leave Credits

• S = Settlement Pay

• U = Supplemental

• Y = Pay in Lieu of Notice

• Optional

• If completed then there must be a corresponding amount in Other monies amount 1

17C

Other monies amount 1

Must be numeric value

• Mandatory if the Other Monies Code 1 is completed

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' . ' or ' , '

17C

Other monies code 2

Must be one character as for Other monies code 1

• Optional

• If completed then there must be a corresponding amount in Other monies amount 2

17C

Other monies amount 2

Must be numeric value

• Mandatory if the Other Monies Code 2 is completed

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' .  ' or ' , '

17C

Other monies code 3

Must be one character as for Other monies code 1

• Optional

• If completed then there must be a corresponding amount in Other monies amount 3

17C

Other monies amount 3

Must be numeric value

• Mandatory if the Other Monies Code 3 is completed

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' .  ' or ' , '

18

Comments Line 1

160 characters

• Optional

• Mandatory if Reason for issuing this ROE is equal to ' K-Other '

19

Paid Sick/Maternity/Parental or Group Wage Loss Insurance (WLI) Date

Must be a valid date in the format DD/MM/YYYY

• Optional

• If completed then there must be a corresponding dollar value in Paid Sick/Maternity/Parental or Group WLI Amount

19

Paid Sick/Maternity/Parental or Group Wage Loss Insurance (WLI) Amount

Must be a numeric value

• Optional

• Mandatory if date is specified in Paid Sick/Maternity/Parental or Group WLI Date

• Maximum value is 999999.99

• Thousands delimiters are not allowed

• Decimal delimiters must be ' . ' or ' , '

19

Paid Sick/Maternity/Parental or Group Wage Loss Insurance (WLI) Period

Select between,

D = Per Day

W = Per Week

• Selection made by a radio button

• Default value is D-'Per Day'

1

ROE Serial Number

Must be 9 characters

• Serial Number will be generated by the application once the employer clicks on the Submit and Save button and all mandatory edits have passed the validation

• Every ROE with a serial number will be accessible as read-only

22

Date Issued 

Date will be in the format DD/MM/YYYY

• Issue date will be generated by the application once the employer clicks on the Submit and Save button

• All mandatory edits must successfully pass the validation

• Value will be set to the date on which the ROE was originally submitted and inserted to the HRSDC central database. This date will be set by the database server.

Weekly

Last 27

Bi-weekly

Last 14

Semi-Monthly

Last 13

Monthly

Last 7

13 pay periods per  year

Last 7

Weekly

Last 53

Bi-weekly

Last 27

Semi-Monthly

Last 25

Monthly

Last 13

13 pay periods per  year

Last 14