The Best 14 weeks Pilot Project and its impact on the Record of Employment (ROE)

Employment Insurance (EI) frequently asked questions for Employers and Payroll Professionals

The user requirements for the 53 week ROE format...

1. Why does Service Canada need the equivalent of 53 weeks of pay period data?
2. When did the pilot project take effect?
3. Where are the pilot regions?
4. How does the new 53 week ROE affect benefit rate calculation?
5. When did the 53 week ROE take effect for calculation purposes?
6. Will Employers have to alter the way they report the payroll information on an ROE?
7. Do I have to provide the equivalent of 53 weeks of pay period data — Block 15C — if I am an employer outside of the affected regions? If so, why?
8. What is the purpose of the new user specifications?
9. What are the changes to the file layouts?
10. Do employers need to convert to the new specifications if they are currently registered for the 27 week version of ROE Web?
11. Will the paper ROE be modified?
12. Why are we changing ROE Web and not the paper ROE?
13. How does the pilot affect employer clients of the Payroll Service Providers?
14. How does the pilot affect clients of Software Vendors? 
15. Where do employers go for more information on ROE Web?
16. Will the Laser ROE change?

Why does Service Canada need the equivalent of 53 weeks of pay period data?

This data requirement is in response to a pilot project announced by the Government of Canada on February 23, 2005.

This pilot project, known as the Best 14 Weeks, has particular significance for employers.  This three-year pilot targets 23 participating EI regions and impacts employers with workers who live in these regions. Employment Insurance (EI) benefit rates will be calculated based on the highest 14 weeks of insurable earnings over the last 52 weeks. The new benefit rate calculation creates the need for the equivalent of 53 weeks of pay period information versus the current 27 weeks of information requested on the Record of Employment (ROE) - 52 weeks plus one additional week for EI calculation purposes. Employers are not required to change their payroll period, but will provide the information by their pay period type for the equivalent of the previous 53 weeks.

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When did the pilot project take effect?

The pilot project started on October 30, 2005.

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Where are the pilot regions?

The following areas are the 23 participating EI economic regions — listed alphabetically. Select the region where you live to see if your municipality is included.

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How does the new 53 week ROE affect benefit rate calculation?

The new ROE affects calculation in the pilot areas by requiring agents to use a worker’s best 14 weeks of insurable earnings over the previous 52 weeks when determining the benefit rate of individuals who live in the economic regions affected by the pilot project.

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When did the 53 week ROE take effect for calculation purposes?

The start date is October 30, 2005.

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Will Employers have to alter the way they report the payroll information on an ROE?

Do I have to provide the equivalent of 53 weeks of pay period data — Block 15C — if I am an employer outside of the affected regions? If so, why?

All employers with workers that live in the pilot regions are affected and may have to provide the equivalent of 53 weeks of data. If employers do not provide the equivalent of 53 weeks of data, Service Canada may have to phone your payroll staff to obtain the additional information for claims processing.

Employers choosing to register for ROE Web will be using the updated version which requires the equivalent of 53 weeks of pay period data. Service Canada is encouraging employers registered for the 27 week version of ROE Web to update their systems in order to provide 53 weeks of data.

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What is the purpose of the new user specifications?

The user specifications will guide employers in adapting their payroll data systems for ROE Web. Employers currently using the previous version of ROE Web can use the new specifications to modify their payroll systems to meet the requirements of the 53 week format.

What are the changes to the file layouts?

Employers have the option of choosing between two file layouts, either a flat file or xml. The flat file is a straight-text format, while the xml format is similar to html, which is used to develop web pages on the Internet.

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Do employers need to convert to the new specifications if they are currently registered for the 27 week version of ROE Web?

Employers currently using the 27 week version of ROE Web will not be obligated to adapt their systems. However, not doing so may lead to telephone calls from Service Canada for additional information. The 53 week version of ROE Web and the training environment are now available for employers to adapt their systems.

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Will the paper ROE be modified?

The paper ROE will not be modified.  Employers who submit paper ROEs for employees living in a pilot region will be encouraged to complete the number of boxes in Section 15C of the ROE that will give Service Canada the equivalent of 53 weeks of pay period data required as follows:

Employers with weekly payrolls can provide the additional payroll information by attaching it to the ROE. Employers who don’t provide the 53 weeks of payroll data may be contacted by Service Canada.

All employers who submit paper ROEs should be encouraged to consider using ROE Web, and can refer to the ROE Web website.

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Why are we changing ROE Web and not the paper ROE?

Service Canada determined, in consultation with the employer community, that maintaining the current paper ROE would reduce the burden and cost to employers.  The current paper ROE can accommodate the equivalent of 53 weeks of pay period data in all cases except those employers with weekly payroll cycles.  However, to simplify the ROE process, Service Canada encourages employers to convert to ROE Web.

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How does the pilot affect employer clients of the Payroll Service Providers?

Payroll Service Providers that submit ROEs electronically to Service Canada on behalf of their employer clients, using the Secure Automated Transfer solution, will be submitting 53 weeks of payroll data.  Employers who use a Payroll Service Provider and do not electronically submit ROEs to Service Canada may be required to provide the additional data for claims processing.

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How does the pilot affect clients of Software Vendors?

Clients of software vendors whose software currently includes ROE Web functionality and who are registered for the 27 week version of ROE Web will be able to continue to use the current version of ROE Web. It will not be possible for these employers to provide 53 weeks of payroll data in a bulk file until the software vendor has modified the software.

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Where do employers go for more information on ROE Web?

Employers requesting additional information should call the ROE Web Employers Support Line at 1-800-385-5470, email us at web-assistance-web@hrsdc-rhdcc.gc.ca, or visit the ROE Web website.

We will update the website as new information becomes available. Make sure you visit the website often in order to get the latest information.

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Will the Laser ROE change?

The ROE Laser program will not be modified. Employers who use ROE Laser may be contacted by Service Canada for additional information.

All employers who submit Laser ROEs are encouraged to consider using ROE Web, and can refer to the ROE Web website.