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

This tag serves as the root tag of the bulk file therefore it must be present even though it contains only other tags within it. The following attributrtes must be present with a corresponding value —See List of Atttributes Used in the XML Structure:

• Application
• FileVersion

This tag indicates the beginning of each ROE record.  The following attributes must be present wih a corresponding value — See List of Atttributes Used in the XML Structure:

• Printing Language
• Issue

S.N. of ROE Amended or replaced

• May be blank
• Must be 9 characters

Employer’s payroll reference number

• May be blank
• Must be 15 characters or less

Canada Revenue Agency Business Number

• Must not be blank
• The first character must be an ‘8’ or a ‘1’
• The first 9 characters must be numeric
• The first 9 characters must be numeric and must not be all zeros
• Characters ten and eleven must be ‘RP’
• Characters ten and eleven must be ‘RP’
The last four characters must be numeric and greater than ‘0000’

Pay period type

•  Must not be blank
•  Must be one of the following codes:

B = Bi-weekly
M = Monthly
O = Monthly non-standard
S = Semi-Monthly
E = Semi-Monthly non-standard
H = Thirteen Per Year
W = Weekly

Social Insurance Number of the employee for whom the ROE will be issued

• Must not be all zeros
• All 9 characters must be numeric
• 1^st character must not be a ‘0’, ‘3’, or an ‘8’

This is the parent tag for the Employee information

• Must be present
• It only contains other tags

First name of the employee for whom the ROE will be issued

• Must not be blank
• Must be 20 characters or less

Initial of the employee for whom the ROE will be issued

• May be blank
• Maximum of 4 characters

Last name of the employee for whom the ROE will be issued

• Must not be blank
• Must be 28 characters or less

Line 1 of the address of the employee for whom the ROE will be issued — Number and street name

• Must not be blank
• Must be 35 characters or less

Line 2 of the address of the employee for whom the ROE will be issued — Place, City and Municipality

• May be blank
• Maximum of 35 characters

Line 3 of the address of the employee for whom the ROE will be issued — Province, Country and Postal Code

• May be blank
• Maximum of 35 characters

 First day worked

• Must not be blank
• Must be 8 characters and have the following format: “DDMMYYYY”
• 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 pass the following overlapped ROE rule:

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 all previous ROEs issued by the same employer Canada Revenue Agency Business Number (CRABN),  for the same employee Social Insurance Number (SIN), unless the Employer Business Number has been registered with the capability to issue overlapped Records of Employment.

Last day for which paid

• Must not be blank
• Must be 8 characters in the following format: “DDMMYYYY”
• Must be equal to or after the First day worked
• Must be earlier than or equal to the Final pay period ending date

Final Pay Period Ending Date

• Must not be blank
• Must be 8 characters in the following format: “DDMMYYYY”
• Must be equal to or after the First day worked
• Based on the Pay period type, must also match the following rule:

Weekly “W”: cannot be more than 6 days after Last day for which paid
Bi-weekly “B”: cannot be more than 13 days after Last day for which paid
Semi-monthly “S”: cannot be more than 15 days after Last day for which paid and must be the 15^th or the last day of the month
Monthly “M”: cannot be more than 30 days after Last day for which paid and must be the last day of the month
13 PP/year “H”: cannot be more than 27 days after Last day for which paid
Non-standard semi-monthly “E”: cannot be more than 15 days after Last day for which paid and cannot be the 15^th or the last day of the month
Non-standard monthly “O”: cannot be more than 30 days after Last day for which paid and cannot be the last day of the month

 Employee occupation

• May be blank
• Maximum of 40 characters

This is the parent tag for the Expected recall information

• It only contains other tags
•  Must be present when expected recall information is completed

Expected recall code

• May be blank 
• If blank or other than the codes below, U is the default value
• Must be one of the following codes:

Y-Date of recall
N-Not returning
U-Unknown
S-Unspecified

• If the code is Y, the Expected date of recall must be entered

Expected date of recall

• May be blank
• Mandatory if the Expected recall code is Y
• If completed, must be 8 characters in the following format “DDMMYYYY”
• Must be later than the Last day for which paid if value is present
• Must be blank when Reason for Issuing is Quit “E”, Retired “G”
or Dismissal “M”

Total insurable hours

• Must not be blank
• Must be 4 characters or less
• Valid value from 1 to 8904 —Must be rounded to the next available value, because decimals are not permitted
• Must be less or equal to: ‹Last day for which paid - First day worked + 1› multiplied by 24
• Number of pay periods used to calculate this value must not exceed possible pay periods given pay period type period — refer to chart I at the end of Appendix A

Total insurable earnings

• Must not be blank
• Must not be equal to 0.00
• Maximum is 999999.99
• This amount will be overwritten by 15C values and must not exceed the maximum pay periods possible in the required period — refer to chart II at the end of Appendix A
• 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

This is the parent tag for the insurable earnings from B15C information

• Must be present
• It only contains other tags

This is the parent tag for each Pay Period information

• It only contains other tags
• If completed, the following attribute must be present to identify each Pay Period — See List of Attributes Used in the XML Structure : nbr

Earnings for Pay Period 1 — See instructions for Block 15C at the end of Appendix A, Chart III

• Must not be blank
• Must be 9 characters or less
• Valid value range between ‘1.00’ to ‘999999.99’
• Last 2 characters are assumed to be the decimal part of the amount —this applies to all earning type fields—

Earnings for Pay Period 2…53 — See instructions for block 15C at the end of Appendix A, Chart III

• May be blank
• Maximum of 9 characters
• A pay period within the period of employment with no insurable earnings should equal ‘0.00’
• Valid value range between ‘0.00’  to ‘999999.99’

This is the parent tag for the Reason for issuing and Contact person information

• Must be present
• It only contains other tags

Reason for issuing this ROE

• Must not be blank
• Must be one of the following codes:

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

• If 'K' — 'Other' is indicated then additional information must be given in the Comments Section — Block 18

First name — only — for the contact person

•  Must not be blank
•  Must be 20 characters or less

Last name for the contact person

• Must not be blank
• Must be 28 characters or less

Phone area code for the contact person

• Must not be blank
• Must be 3 numeric characters

Phone number for the contact person

• Must not be blank
• Must be 7 numeric characters

Phone extension for the contact person

• May be blank
• Maximum of 5 numeric characters

Vacation Pay amount

• May be blank
• Maximum of 9 characters
• Valid value range between ‘0.01’  to ‘999999.99’

This is the parent tag for the list of Statutory Holiday information

• It only contains other tags
•  Must be present when statutory holiday information is completed.

This is the parent tag for each specific Statutory Holiday information

• It only contains other tags
•  If completed, the following attribute must be present to identify each Statutory Holiday paid — See List of Attributes Used in the XML Structure: nbr

Statutory Holiday Pay Date

• May be blank
• If completed must be 8 characters in the followingformat ‘‘DDMMYYYY”
• If completed then it must have a corresponding dollar value in Statutory Holiday Pay amount
• If completed then it must be different than the dates in the other 2  Statutory Holiday Pay Date

Statutory Holiday Pay amount

• Must be blank if no date is specified in the corresponding Statutory Holiday Pay Date
• Maximum of 9 characters
• Valid value range between ‘0.01’  to ‘999999.99’

This is the parent tag for the list of Other Monies information

• It only contains other tags
• Must be present when other monies  information is completed

This is the parent tag for each specific Other Monies information

• It only contains other tags
• If comleted, the following attribute must be present to identify each Other Monies paid — See List of Attributes Used in the XML Structure: nbr

Other monies code

• May be blank
• If not blank, then must be one of the following codes:

A = Anniversary Payout
B = Bonus
E = Severance Pay
G = Gratuities
H = Honorariums
I = Sick   Leave   Credits
O = Other
R = Retirement Leave Credits
S = Settlement Pay
U = Supplemental Unemployment Benefits
Y = Pay in Lieu of Notice

• If Other monies code is not blank, there must be a corresponding amount in Other monies amount

Other monies amount

• Must be blank if corresponding ‘‘Other monies code’’ is blank
• Maximum of 9 characters
• Valid value range between ‘0.01’  to ‘999999.99’

Comments

•  May be blank
•  Mandatory if Reason for issuing this ROE is ‘K-Other’
•  Maximum value of 160 characters

This is the parent tag for the list of Special Payment information

•  It only contains other tags
• Must be present when special payment information is completed

This is the parent tag for each specific Special Payment information

•It only contains other tags
•If completed, the following attribute must be present to identify which Special Payment type is used — See List of Attributes Used in the XML Structure: cd

Special Payment Date

• May be blank
• If completed, must be 8 characters in the following format ‘‘DDMMYYYY”
• If completed then there must be a corresponding dollar value in Special Payment Amount

Special Payment Amount

• May be blank
• Maximum of 9 characters
• Valid value range between ‘0.01’  to ‘999999.99’

Special Payment Period

• May be blank
• If completed, must have the following codes:

D : Per Day
W: Per Week

Communication Preferred In

• May be blank
• If blank, E is the default value
• If completed it must have one of the following codes:

E: English
F: French

 Application

 ROEHEADER

Represents the application used to submit the file. It is a fixed value

RoeWeb

FileVersion

ROEHEADER

Represents the file format version. It is a fixed value.

1.00

 PrintingLanguage

 Roe

Represents the language to be used to print the Roe. If blank, the default value will be "E".

E or F

 Issue

 Roe

Represents which processing method should be attempted on the Roe. If blank, the default value will be "D".

 D or S

nbr

PP, SH, and OM

Represents which pay period, statutory holiday, and other money within the list. It is a numeric value.

1 to 53 — pay periods — 1 to 3 — statutory holiday or other money

 cd

 SP

Identifies the special payment type.

psl or wli