Question

Your supervisor, Andrew Nimeck, has requested you prepare a memo explaining what a Record of Employment is, the importance of the form, and the importance of completing the form accurately. She is going to use the information you provide in a meeting with the payroll professionals to reinforce the importance of completing accurate Record of Employment forms. So o Wo

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To: Janine Beaureagard
From: Maria Legaspi
Date: January 31, 2019

Re: Importance of completing accurate Record of Employment forms

In response to your request to prepare a memo explaining what a Record of Employment is, the importance of the form, and the importance of completing the form accurately.

A record of employement form is an important document for organizations distributing insurable earnings to its employees. It is available in both electronic and paper form. The form must be completed even if the employee does not intend to take advantage of the employee insurance program. Details on the insurable earnings and insurable hours of the employees are filled out in the form. Filling out the form is extremely important as if the employee experiences an interruption in earnings, the form can be used to decide if the employee is eligible for EI benefits, the amount of such benefits and how long will he/she receive them. It is extremely important to fill out the ROE details accurately, as inaccurate details could render employees inadmissible for ROE benefits. Maximum care should be taken to ensure timely and accurate completion of the ROE form.

The ROE is a form that can be electronic or paper, that employers complete for employees receiving insurable earnings who stop working and experience an interruption of earnings. You must complete the ROE even if the employee does not intend to apply for EI benefits. ROEs can be complicated to fill out, but you must enter details about the employee’s work history with your organization, including insurable earnings and insurable hours. Each box requires a certain set of numbers for different pay periods. Your bookkeeping system can help place information accurately to avoid mistakes. There are two ROE formats available: transmitting the ROE to the CRA electronically or completing a paper ROE form.

Electronic Record of Employment - This type of ROE is submitted to Service Canada electronically. There are 3 ways to submit ROEs electronically:

1. ROE Web using compatible payroll software to upload ROEs from your payroll system
2. ROE Web manually entering data online through Service Canada's website
3. Secure Automated Transfer (SAT), which is performed on your behalf by a payroll service like FBC

By using FBC’s payroll service, ROE Web is an efficient, reliable, simple, and easy to use way of issuing an ROE electronically. E-filing is the suggested method of filing that Service Canada prefers. This application doesn’t have to go the Employee, the employer can send directly to Service Canada and employee just has to do an application. This method does not rely on Canada Post, which allows more timely filing.

Paper ROE - The paper ROE is a one-page form in triplicate. (There are three copies of the ROE: the first, an original, and the second and third are carbon copies.) Once you complete it, you must distribute the 3 copies of the paper ROE as follows:

• The employee receives the original, part 1 (the employee will use this copy to apply for EI benefits).
• The blue copy (part 2) goes to Service Canada
• Part 3 keep in your records for 6 years after the year to which the information relates.

Obligations as an Employer - You must remit all payroll withholding taxes for an employee – CPP contributions, EI premiums, and income tax deductions – within 7 days after the last day of employment of that employee. You also must provide a ROE to each former employee, generally, within 5 calendar days. Should your business end, you must file all required T4 and T4A slips with Canada Revenue Agency (CRA) within 30 days and provide copies of these slips to your former employees. The average small business owner spends 5 to 10 hours a week on their books. There are benefits to outsourcing your bookkeeping and payroll, giving more time back to you to work on your business.

Regards,

XYZ

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