When an employee’s role ends or their earnings pause significantly, employers must provide a Record of Employment (ROE). This document isn’t just paperwork—it’s the key to the employee’s access to employment insurance benefits for record of employment meaning.

What information does a record of employment include?

An ROE captures essential facts about the employee’s time with the company and why it ended or paused. It usually covers:

• Employee name and personal details
• Employer name and contact information
• Employment period dates
• Reason for job ending (layoff, resignation, dismissal, etc.)
• Total gross wages paid
• Total insurable hours worked
• Payroll deductions and withholdings

This data ensures government agencies assess insurance claims fairly and accurately.

When is an ROE required?

Employers must issue an ROE in two specific cases:

1. End of Employment: Whether the employee quits or is let go, provide an ROE.
2. Earnings Interruption: If earnings stop for more than one week, such as during layoffs or extended leaves, an ROE is necessary.

If an employee holds several jobs, each employer’s ROE helps determine eligibility for benefits for when to issue an ROE.

How to issue the record of employment

ROEs can be submitted electronically or on paper. Electronic filing speeds things up and cuts errors. Common electronic options include:

• Service Canada’s “My Account” portal for direct entry
• Payroll software integrated with the ROE Web portal
• Secure Automatic Transfer Service (SATS) for bulk submissions

For paper ROEs, employers must request forms from the government using their business details (payroll account, business number, postal code). Paper ROEs require three copies:

• One to the employee for benefits claims
• One mailed to the government
• One kept on file for compliance

Deadlines for issuing an ROE

Deadlines depend on how you file and your payroll schedule.

Paper ROE process

• Must be issued within 5 calendar days of the first day of earnings interruption or when it becomes known.

Electronic ROE submission methods

• For weekly, biweekly, or semi-monthly pay periods, submit within 5 calendar days after the pay period ends when the interruption occurs.
• For monthly or 13-pay periods per year, submit by the earlier of 5 calendar days after pay period end or 15 calendar days after the interruption begins.

Meet these deadlines. Missing them risks fines and delays for employees.

Consequences of failing to provide an ROE

Skipping or delaying an ROE invites penalties:

• Fines up to $2,000
• Up to six months imprisonment
• Liability for damages if employees face benefit delays

Issuing accurate ROEs on time isn’t just regulation—it’s employer accountability for penalties for not issuing ROE.

Tips for accurate ROE completion

Correct ROE reporting takes care and understanding. Try these:

• Follow official guides on reporting earnings and hours
• Use payroll software that validates ROE formats and supports electronic filing
• Involve payroll or accounting experts for precision

This reduces mistakes that disrupt benefits or cause compliance headaches.

Additional considerations

• Double-check employee details and exact employment dates
• Use standard codes to describe why employment ended
• Keep copies of all issued ROEs for records and audits
• Stay updated on employment insurance regulation changes

Practical checklist for employers

• Confirm if an ROE is needed due to job ending or pay interruption
• Pick the best filing method (electronic preferred)
• Gather all employment and payroll details
• Complete the ROE thoroughly and correctly
• Submit or deliver it within the legal deadline
• Give the employee their copy promptly
• Keep a copy for your files
• Watch for any government follow-up

FAQ

What is a Record of Employment (ROE)?

An ROE is an official document employers must issue when an employee stops working or their earnings are interrupted. It provides details necessary for employees to claim employment insurance benefits.

When must an employer issue an ROE?

An ROE must be issued when employment ends or if earnings are interrupted for more than one week, such as during layoffs or extended leaves.

How can employers submit the ROE?

Employers can submit ROEs electronically via Service Canada’s portal, payroll software, or SATS for bulk submissions, or via paper ROEs requested from the government, though electronic submission is faster and reduces errors.

What are the penalties for not issuing an ROE on time?

Failing to provide or delay issuing an ROE risks fines up to $2,000, up to six months imprisonment, and liability if employees experience benefit delays.

What should employers do to avoid errors in ROEs?

Employers should follow official reporting guides, use payroll software that validates ROE formats, and involve payroll experts to ensure accuracy and compliance.

The Record of Employment is central to clear, fair benefits access and regulatory compliance for record of employment meaning. Set a clear process: name one owner, define a submission window, and keep communication tight.

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