How to get ROE [managed by SimplePay]

Overview: This guide will help with:

  • When do I need to submit an ROE (Record of Employment)?
  • How do I terminate an Employee?
  • How do I create ROE?
  • How to modify data in 15A and 15 C?
  • How do I create electronic file ROE?
  • How to manage outstanding earnings (Vacation Pay, Termination pay etc.) in last pay period

When is ROE [Record of Employment] required?

You need to submit ROE in following situations:

  1. End of service [employee is terminated].
  2. Interruption of Earnings.
  3. Anytime the employee requests for one.

Terminate Employee

  1. Go to Employee > Setup
  2. Select employee from drop list
  3. Set status = Terminated
  4. Set termination date
  5. Termination date MUST fall in a pay period with regular hours.

Create ROE

  1. Go to Compliance > ROE > Create
  2. Select employee from drop list
  3. End date MUST fall in a pay period with regular hour
  4. Answer # 14 and 16

How to modify data in 15A and 15 C

  1. System populates data in 15A and 15C as processed in SimplePay.
  2. Data can be modified in these panels.
  3. Mouse over to view total amount for last pay period earnings, if you have value in 17A , 17B and 17C.
  4. Click Save.
  5. Changes can be reset to system values; Click Reset to undo changes.

How to request ROE from SimplePay

  1. Click Unmask [on main menu]
  2. After saving, Submit for ROE Web button is available. Click to get the ROE issued from Service Canada.
  3. It takes 2 days to issue an ROE. To get a pdf copy of an issued ROE, click View in ROE>List for a particular employee. ROE loads in a new window. Popup blockers must be disabled.

How to manage outstanding earnings [Vacation Pay, Termination pay, etc.]

Case 1

There are no insurable hours entered in the last pay period of an employee.

  1. Change the End Date of ROE to the last pay period with Insurable hours.
  2. Earnings in last pay period can be managed in block 17 in ROE i.e.
    1. Vacation pay can be entered in block 17 A [and can also be added to block 15A and 15B].
    2. Bonus, Severance Pay or any other earnings can be entered in block 17C [and can also be added to block 15A and 15B].

Case 2

The last pay period has been processed [past payment date] and there is outstanding Vacation pay, Severance pay or any other Earning.

  1. Go to Payroll.
  2. Open the last processed payroll for the employee and run adjustment add outstanding earnings.
  3. Payroll Adjustment guide:
    https://www.simplepay.ca/canada_payroll/help/guides/adjustments_guide/index.php