Preliminary ROE Changes

The Preliminary Roe Changes option allows access to all information to be printed on the ROE. It is only mandatory for Teacher ROE's to be accessed through Preliminary ROE Changes and have the Teacher Wage section completed before the ROEs are exported. Should you require clarification on what to enter in any of these fields, please refer to the How to Complete the Record Of Employment supplied by Human Resources

Employee Number to Change

Enter the employee number. Use the look-up to select employees by name. Only employees that currently have a preliminary ROE will be listed under the lookup.

Change Employer/Employee/Wage/Vacation/Special/Web Reject/

Select the Employer tab to go the employer information screen.
Select the Employee tab to access the employee static screen.
Select the Wages tab to access the employee insurable hours and earnings screen.
Select the Vacation tab to access the employee vacation information screen.
Select the Special tab to access the special payments screen. XML ROE format only.
Select the Web Reject tab to reject a preliminary ROE. This prompt is only available when the preliminary ROE has been processed through the Web ROE Export.

When the preliminary ROE has been processed by the Web ROE Export process:

The message "Sent To Web Export CCCC_XML_######.BLK" will display at the bottom of the screen. The option to reject the ROE is available. ROE rejected by HRDC would be rejected through this prompt. By rejecting the ROE through this feature, the preliminary ROE is disconnected from the web ROE export file name, which frees the preliminary ROE to be adjusted and re-exported to a new web export file.

For Web XML ROE, HRDC rejects the full file when an ROE has an issue. Please see Web ROE XML Mass Rejection process when the export file contains more than one ROE.

The bottom of each screen will indicate if the ROE was created under the XML or Flat File 53 Week ROE version.

Employer Screen

Employer Constant Number

Enter a valid ROE Employer Constant number. Changing this value will update all fields related to the Employer Constants according to the new ROE Employer Constant.

An Employer Constant setup that does not match the current file setting can not be selected. If the current Employer Constant is an XML format, you can only change to another Employer Constant also set to use the XML format.

Use the look-up for a list of valid ROE Employer Constant numbers.

ROE Number

This is the ROE number related to BOX 1 and will be filled in when the ROE is finalized.

ROE Amended Number

If this ROE is to amend a previously issued ROE, enter the ROE number from the ROE previously issued.

Language

Enter the language in which you want correspondence.

Reason for ROE

Enter one of the valid reason codes. Use look-up for a list of all reason codes.

Payroll Reference Number

Enter your payroll reference number relating to box 3 on the ROE.

CRA Account Number

Enter the CRA Account number as relating to box 5.

Address

The first line of the employer's address for box 4.

Address

The employer city and province for box 4.

Postal Code

The employer postal code for box 7.

Contact Name

Enter the person to be contacted regarding the reason for the ROE

Issuer Name

Enter the name to appear as the name of issuer in box 22

Signature Name

The signature of issuer may be printed when no manual changes will be made to the ROE
This field can be blank, if a manual signature is preferred on the ROE

Contact Phone

Enter the phone number of the contact person for box 16

Issuer Phone

Enter the phone number and extension of the issuer for box 21

Phone Extension

Enter the contact phone extension to be included in the ROE XML

Employee Static Screen

The employee name can only be changed through Employee Record Changes. This requires the employee's preliminary ROE to be recreated.

SIN Number

The SIN may be changed but a valid SIN must be entered

Pay Type

By default, this is the description from the pay cycle code. This field should describe the frequency of pay, e.g.: monthly, biweekly etc.

For Teachers with more than 27 weeks, this field should say Daily Contract Averaging.

A ROE with the pay type description of Monthly Non-Standard will generate a Web ROE with a Pay Type of O. Monthly Non-Standard ROE cannot have the Final Pay Ending Date equal to the end of the month.

A ROE with the pay type description of Semi-Monthly Non-Standard will generate a Web ROE with a Pay Type of E. Semi-Monthly Non-Standard ROE cannot have the Final Pay Ending Date be equal to the end of the month nor the 15th of the month.

The Non-Standard option for Monthly and Semi-monthly can be set per pay cycle code under the EI Table data base.

Occupation

The employee's occupation description is defined by the occupation description code on the ROE Employer Constant.

1^st Day Worked

By default, this field is taken from the employee's Current Hire date on the Master Pay Screen.

Last Day Paid

The last day the employee was paid. When an employee is Terminated, the system uses the employee's termination date to load the Last Day for Which Paid. When the employee is not Terminated, the system loads this date with the Last Day for Which Paid date entered during the ROE Creation process.

Final Pay End

The last day of the final pay period

Address

The employee's first address line

Address

The employee's second address line

City

The employee's city

Province

The employee's province.

Postal Code

The employee's postal code.

RETURNING

Enter 'U' if it is unknown if the employee(s) will be returning.
Enter 'N' when the employee(s) will not be returning.
Enter 'Y' when the employee(s) will be returning. A Date of return is required.

Date of Return

Enter the date the employees will return to work. This is only required if the ROE's will be marked with the employees returning set to 'Y'es.

Comments

Enter any applicable comments to be printed in box 18. Electronic ROEs that contain a comment must be manually reviewed by HRDC. Do not include comments that only confirm information entered on the ROE form.

Wages Screen

These fields are the insurable earnings details per pay period. The new 53 week ROE version requires the insurable earnings details for Box 15C to always be completed. The number of pay periods to be reported is dependent on the pay period type used. Enter 'NIL' for pay periods will no insurable earnings. The insurable earnings detail is reported with the final pay period first and then reverse order.

The total earnings entered from PP 01 through PP 53 are displayed. The correct number of periods to be reported for 15A, 15B and 15C is shown at the bottom of the screen based on the employee pay cycle code. These values are taken from the settings of the EI Table database per pay cycle code. All zero earnings balances will be converted to say 'NIL'.

Do not leave blank pay periods followed by pay periods with earnings defined.

Total Hours

Enter the total hours worked by the employee for the number of pay period defined by the pay period type.

Total Earnings

Enter the total insurable earnings for the employee for the number of pay period defined by the pay period type.

Teachers ROE Wages

By default, preliminary Teacher ROE's are created without insurable earnings information. These ROE's are generated with a status of Teacher Roe - Wages Not Done. The ROE cannot be printed or exported until the wage information is completed.

Enter 'T' or select the Teachers icon to generate or regenerate the Teacher insurable earnings information. This process will mark the Teacher ROE as wages complete and can then be printed.

The Teacher Wage averaging requires the Last Day Paid be entered and that date is used in the averaging formula.

Contract Start Date

Enter the first day of the Teacher contract.

Contract End Date

Enter the last day of the Teacher contract.

The total number of days between these dates will display.

Annual Salary

Enter the Teacher's Contractual salary for the contract year.

The following will display:

Daily Average - annual salary divided by total days
Insure Days - number of days for first 27 weeks
Earns 15B - daily rate times number of days for first 27 weeks
Insure Days - number of days from start of contract to LAST DAY PAID
Earns 15C - Insurable earnings, daily average times full insure days.

When the current contract does not contain 53 weeks you will be prompted for prior year contract information. Leave the Prior Contract Start date empty when the prior year contract does not apply.

When the prior year contract does apply, fill in the prior contract information as was done on the current contract information.

The following will display:

Daily Average - prior annual salary divided by prior total days
Insure Days - number of days insurable days to reach a maximum of 189
Earns 15B - Insurable earnings, prior daily average times prior insure days to 189
Insure Days - number of days to maximum of 365
Earns 15C - Insurable earnings, daily average times insure days

The Total Earnings will display the total insurable for both contract years.

Vacation Screen Box 17A and Box 17B

Vacation Code

Enter the code that applies to the type of vacation pay to be reported in BOX 17A.

As per XML ROE version 2.0

Vacation Pay

Enter the vacation pay to be included in Box 17A.

Start Date

Enter the vacation start date when applicable.

End Date

Enter the vacation end date when applicable.

Statutory Date

Enter a date to be reported under Box 17B.

Amount

Enter the earnings to be reported for the corresponding statutory date.

Other Code

Enter the code that applies to the type of other monies to be reported in Box 17c.

For details on codes and amounts / dates requirements, refer to the Other Monies Information table under Preliminary ROE Creation or refer to the table 17C.1 on the HRDC ROE Payroll Extract file transfer - XML File Layout and Edit.

Amount

Enter the other monies earnings to be reported in Box 17C.

Start Date

Enter the other monies start date when applicable.

End Date

Enter the other monies end date when applicable.

Special Payment Screen(s) Box 19

Payment Code

Enter the code that applies to the type of special payment to be reported in Box 19.

Amount

Enter the amount of the special payment to be reported in Box 19, when applicable.

Per day / week

Enter 'D' for day or 'W' or week to indicate the frequency of the special payment.

Start Date

Enter the special payment start date, when applicable.

End Date

Enter the special payment end date, when applicable.