Very first Byte of the file; it identifies if the flat file format has a header/metadata section; must be the character “~” which can be generated by using ASCII character # 126 which is part of base ASCII meaning there should be no issues generating this character

Major Version of File Format Data Model — change could break backwards compatibility

Minor Version of File Format Data Model — change keeps backwards compatibility

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 and must not be all zeros
• 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’

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 in 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 overlap 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

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 this ROE is Quit ‹E›, Retired ‹G› or Dismissal ‹M›

Total insurable hours

• Must not be blank
• Must be 4 characters or less
• Valid 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 — 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 

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’

Earnings for Pay Period 2 to 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’
•Pay periods outside the period of employment must be left blank
• Valid value range between ‘0.00’ to ‘999999.99’

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’

Statutory Holiday Pay Date 1

• May be blank
• If completed, must be 8 characters in the following format: “DDMMYYYY”
• If completed, then it must have 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

Statutory Holiday Pay amount 1

• Must be blank if no dagte is specified in the Staturory Holiday Pay Date 1
• Maximum of 9 characters
• Valid value range between ‘0.01’ to ‘999999.99’

Statutory Holiday Pay Date 2

• May be blank
• If completed, must be 8 characters in the folllowing format:“DDMMYYYY”
• If completed, then it must have 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

Statutory Holiday Pay amount 2

• Must be blank if no date is specified in the Statutory Holiday Pay Date 2
• Maximum of 9 characters
• Valid value range between ‘0.01’ to ‘999999.99’

Statutory Holiday Pay Date 3

• May be blank
• If completed, must be 8 characters in the folllowing format:“DDMMYYYY”
• If completed, then it must have 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

Statutory Holiday Pay amount 3

• Must be blank if no date is specified in the Statutory Holiday Pay Date 3
• Maximum of 9 characters
• Valid value range between ‘0.01’ to ‘999999.99’

Other monies code 1

• May be blank
• If completed, then it 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 1 is not blank, there must be a corresponding amount in Other monies amount 1

Other monies amount 1

• Must be blank if the Other monies code 1 is blank
• Maximum of 9 characters
• Valid value range between ‘0.01’ to ‘999999.99’

Other monies code 2

• May be blank
• If completed it must contain one of the codes listed under Other monies code 1
• If Other monies code 2 is not blank there must be a corresponding amount in Other monies amount 2

Other monies amount 2

• Must be blank if the Other
 monies code 2 is blank
• Maximum of 9 characters
• Valid value range between ‘0.01’ to ‘999999.99’

Other monies code 3

• May be blank 
• If completed it must contain one of the codes listed under Other monies code 1
• If Other monies code 3 is not blank there must be a corresponding amount in Other monies amount 3

Other monies amount 3

• Must be blank if the Other
 monies code 3 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

Paid Sick/Maternity/Parental or Group Wage Loss Insurance Date

• May be blank
• If completed, must be 8 characters in the folllowing format:“DDMMYYYY”
• If completed then there must be a corresponding dollar value in Paid Sick/Maternity/Parental or Group Wage Loss Insurance Amount

Paid Sick/Maternity/Parental or Group Wage Loss Insurance Amount

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

Paid Sick/Maternity/Parental or Group Wage Loss Insurance Period

• May be blank
• If completed it must be one of the following codes: 

D : Per Day
W: Per Week

Communication Preferred In

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

E: English
F: French

Print language to be used in printing the ROE

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

E : English
F : French

ROE processing method

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

D: Draft — System will only verify the ROE and no serial number will be assigned
S: To be submitted — System will verify the ROE and if the ROE passed the validations, then a serial number will be assigned. If the ROE did not pass the validations, it must be modified and submitted again

• A Draft ROE will be deleted from the database after a period of 15 days

S.N. of ROE Amended or replaced

May be blank