The Record of Employment on the Web (ROE Web)

Improving Service to Business

If you are already registered for ROE Web access the service to open a session.

General Information

Importance of the Record of Employment (ROE)
What is ROE Web?
Why use ROE Web?
Who can use ROE Web?
Steps to register for ROE Web
Required Registration Documents
How to complete the ROE Form
Security & Confidentiality
Privacy Notice Statement
Frequently Asked Questions (FAQ) 

Technical Specifications

Minimum system requirements
User requirements for ROE   Web
Technical specifications for developers - XML Interface

Additional Information

Best 14 weeks pilot project
Changes to Regulations Concerning Electronic ROEs
Changes to Regulation 19 of the EI Act and how they impact the Record of Employment
Pamphlet - Changes to Regulation 19
Phase out of Record of Employment Laser Print (ROE Laser)
Employment Insurance Information for employers
Canada Revenue Agency – Services for Business 
School Board Communique - Supplement to the Guide 

Importance of the Record of Employment (ROE)

The ROE is the single most important document in establishing an Employment Insurance (EI) claim. Service Canada, an initiative of Human Resources and Social Development Canada (HRSDC), uses the information on the ROE to determine whether a person qualifies for EI benefits, the benefit rate and the duration of his/her claim. Every year, over one million Canadian employers produce an average of eight million ROEs. The ROE also plays an important role in controlling the misuse of EI funds. An employer must complete an ROE whenever there is an interruption of earnings. The ROE must be issued even if an employee has no intention of filing a claim for EI benefits. To learn more about the ROE…

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What is ROE Web?

ROE Web was launched in 2003 in response to a long-standing request from the employers community to facilitate the ROE production process. ROE Web is a secure Web-based application which enables employers to create, submit and print 53 Week ROEs via the Internet. The application also enables them to view, retrieve and amend ROEs at anytime.

ROE Web offers two methods of issuing ROEs electronically:

• Online Data Entry. This method enables employers to produce ROEs one at a time by using an online version of the ROE form. ROE Web provides pre-filled information, drop-down menus and online help options. Valid ROEs are assigned a serial number and saved into the Service Canada database for a six-year period. ROEs can be retrieved for printing or for modifications at a later time; and
  
  
• Bulk Transfer. For employers using a compatible payroll software or that have developed an interface with ROE Web, payroll data can be extracted and submitted directly to Service Canada in batches. By using the bulk transfer, employers can submit up to 1200 electronic ROEs per bulk file. For ROEs that failed validations rules, employers are able to make the required corrections using the Online Data Entry or by uploading a new bulk file with only the corrected ROEs.

This application allows employers to generate an ROE in PDF format (153 kb) that can be printed on plain bond paper using a standard office printer.

Security mechanisms have been put in place to protect confidentiality, integrity and authenticity of information exchanged between ROE Web users and Service Canada over the Internet.

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Why use ROE Web?

ROE Web is Efficient, Reliable, Secure, and Easy to Use

Filling out a Record of Employment has never been easier!

Increases productivity

Employers can submit more than 900 electronic ROEs at once. This service also allows employers to import key ROE information back into their payroll system for easy reference and record keeping.

When employers complete an ROE, the accuracy of the information submitted to Service Canada about their employees’ insurable employment is important. ROE Web has a number of built in edits which help to minimize the risk of errors. Increasing the use of electronic ROEs is instrumental in reducing the costs and administrative burden for employers, enabling automation of EI claims, which results in faster service to EI clients.

Reduces the paper burden

Employers no longer need to order or store paper ROE forms, keep paper copies on file, or send copies to Service Canada. This will save time and money in administration, storage and postage.

Saves time

Employers can issue one ROE or hundreds at the touch of a button.  ROE Web is interactive and provides pre-filled information, online help and feedback to ensure forms are completed accurately, reducing the need for follow-up calls from Service Canada. With ROE Web employers can easily retrieve and amend an ROE if a change is required without having to re-enter all the information.

Secure

ROE Web uses the Secure Channel security and authentication service epass for online registration and authentication. Information on ROE Web is encrypted to ensure that there is little to no risk of it being accessed by unauthorized individuals. Firewalls are used to securely separate the outside world from our internal computer systems and the ROE Web database. Finally, the authentification process ensures that the identity of the individual submitting the ROE Web data is verified.

Easy to use

The registration process is simple and efficient. An online training module is available, providing an opportunity to practice completing ROEs online in a user-friendly and secure environment. In addition, a dedicated Business Service Centre Help Desk is available at 1 800 385-5470 to answer any technical questions.

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Who can use ROE Web?

The ROE Web application is currently available to all Canadian businesses that have at least one Canada Revenue Agency (CRA) Business Number (BN) and who meet the system requirements.

Accountants and bookkeepers, acting as Payroll Processor, who wish to sign up clients, can also use ROE Web.

If your business has an agreement with a Payroll Service Provider (PSP) to issue ROEs, Service Canada has developed an electronic solution for them to issue large volumes of ROEs. Contact your PSP to determine if the service is available.

If your business uses specialized payroll software, contact your software vendor to check if the version you are using is compatible with ROE Web.

If you are an employer outside Canada, your registered subsidiary operating in Canada can use ROE Web.

To date, Service Canada is not able to provide the ROE Web service for self-employed fishers.

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Steps to register for ROE Web

Whether you are a small, medium or large employer, an accountant, bookkeeper or small Payroll Processor, you need to register with Service Canada following steps 1 to 7.

1. IDENTIFY - Identify a Primary Officer (PO) who will take responsibility for the ROE Web program.
   
   
2. AUTHORIZE - Prepare a Letter of Authorization on business letterhead signed by a senior business representative indicating the PO is authorized by the business to act on its behalf has legal signing authority and takes responsibility for the administration of ROE Web program.
   
   
3. COMPLETE - Complete the Registration form.
   
   
4. SIGN - The PO completes and signs the ROE Web Employer Agreement (PDF 97 kb) or the Payroll Processor Agreement (PDF 150 kb) and the Client-Employer Agreement - Annex A (PDF 25 kb).
   
   
5. VISIT - The PO visits a Service Canada Centre and is authenticated after presenting two pieces of identification, one of which must have a photo, such as a driver’s licence, Canadian passport or employee identification card. In cases where the PO cannot go to the nearest Service Canada Centre, you may request an in-person visit. Please note that not all Service Canada Centres offer this service. You may wish to call an office before visiting it in person.
   
   
6. ACTIVATE - Upon receipt of the documents, Service Canada will create a business account and send an email to the PO giving him/her access to the training site. Within 20 business days, the PO will receive, by mail, the ROE Web Internet address and the activation code to be used to log on to the application for the first time.
    
7. START - Upon receipt of the activation code, the PO will:

Access levels

In order to use ROE Web, the business will need to identify the following individuals and determine access levels:

• Primary Officer is the business representative responsible for the ROE Web service and can be an officer, employee, or agent who has been authenticated in person by Service Canada. The PO can also be designated by the business to sign the Employer Agreement on its behalf in order to register for ROE Web. The PO can also issue ROEs, enrol and assign access levels to others within the business, such as Designated Officers, ROE Web Issuers, and Viewers.  
  
  
• Designated Officer is an employee or individual authorized by the PO to issue ROEs or enrol and assign access levels to ROE Web Issuers and Viewers who have been authorized to submit or view ROEs.
  
  
• ROE Web Issuer is an employee, agent or contractor acting on behalf of the business who has been identified and authorized to submit ROEs.
  
  
• Viewer is an employee, agent or contractor acting on behalf of the business who has been identified and authorized to view and print ROEs. 

NOTE: Although it is not mandatory, it is recommended that the PO designates another individual within the business to act as the Designated Officer.

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Required Registration Documents

Whether you are an Employer or a Payroll Processor, you will need to print, complete and sign the required documents and bring them to a Service Canada Centre with two pieces of identification (one with photo) in order to register for ROE Web.

For all:

• Registration Form – Outlines the information that the business will need to provide in order to create a business account in the program enrolment database.
  
  
• Letter of Authorization – Authorizes the PO to act on behalf of the business, giving him/her legal signing authority as well as responsibility for the administration of the ROE Web program.

For Employers:

• Employer Agreement (PDF 97 kb) – Outlines the employer’s responsibilities under ROE Web. 

For Payroll Processors:

• Payroll Processor Agreement (PDF 150 kb) – Outlines the responsibilities of payroll processors — including accountants, bookkeepers, etc. — and their clients under ROE Web.
  
  
• Client-Employer Agreement - Annex A (PDF 56 kb) – Authorizes the payroll processor to produce ROEs on behalf of its client.

NOTE: Payroll Processors who wish to sign up clients and use ROE Web for their own business as well, should also complete and sign the Employer Agreement.

IMPORTANT: The signatures required for the agreements shall be those of the PO or person of authority within the business (president, owner, manager or principal shareholder).

About PDF files

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Minimum system requirements

Upon receipt of the activation code, users will need the following in order to run ROE Web securely:

• High Speed Internet access — due to the fact that the dial-up system is too slow to allow a transmission to be completed successfully;
• Adobe Acrobat Reader version 5 or later;
• Meet the minimum technical requirements for using an epass as indicated on the epass Canada site ;
• Accept the Applet warning message when using the ROE Web application.

For more information about technical specifications, refer to the User Requirements.

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Security & Confidentiality

The Government of Canada and Service Canada takes the security and confidentiality of the Canadians’ personal information seriously. Encryption, Firewalls, Authentication: these are the means used to ensure the security of client transactions. By usingencryption, we ensure that the data sent is electronically scrambled and therefore minimizes the risk of it being seen or by unauthorized individuals. Firewalls are a combination of hardware and software designed to securely separate the outside world from our internal computer systems and database.  Authentication ensures that the identity of the individual submitting the data is verified. By following these three principles we are providing the security that the Canadian public has expressed as a need to ensure their confidence in Government of Canada electronic business transactions.

The Employer consents to and accepts that the Canada Employment Insurance Commission (Commission) may collect and use identifying information, being the name of the Employer and its province of operation, and if required, its CRA Business Number, issued by the Canada Revenue Agency, for the purposes of communicating securely with the Commission and identifying any ROE submitted by the Employer using the ROE Web Internet application.

The Employer will inform the Primary Officer (PO), Designated Officer(s) (DO) or ROE Web Issuers that identifying information of the PO, DO or Issuers collected and used by the Employer for purposes of Program Enrolment to the ROE Web Program or for purposes of suspension or revocation of Program Enrolment, may be provided to the Commission upon request, and the Employer warrants that the PO, DO or Issuers have consented to any such disclosure of identifying information prior to Program Enrolment. The Employer further warrants that any contractor acting on its behalf as a PO, DO or Issuer has consented to the disclosure of identifying information to the Commission.

It is understood that the Employer has the right to access and request correction of any identifying information from the records maintained by the Commission, and that the PO, DO and Issuers have a right to access to their identifying information in accordance with the Privacy Act.

It is understood that the Employer, PO, DO and Issuers may, at any time, by signed written notice, either electronically and digitally signed, in writing, or by facsimile, withdraw their consent, and if they do so, the Commission may not be able to provide them, or continue to provide them, with enrolment with the ROE Web Program, in which case ROEs may be submitted by other means by those individuals.

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Privacy Notice Statement

Information on ROE Web is collected by HRSDC and is to be used for the administration and enforcement of the Employment Insurance Act. The information will be retained in Personal Information Banks HRSDC PPU 150, 180 and 385, and will be used and disclosed in accordance with the conditions listed therein. This information may also be used for policy analysis, research and/or evaluation purposes. In order to conduct these activities, information under the custody and control of HRSDC may be linked. The information collected will be administered in accordance with the Privacy Act. Under provisions of the Privacy Act, individuals to whom the information pertains have the right to the protection of, and access to, their personal information. Instructions to assist an individual in obtaining his/her personal information, as well as a detailed description of the Personal Information Banks, are found in the Info Source  or available at your Service Canada Centre.