Preliminary ROE Creation

The Preliminary Roe Creation module brings employees' information across from the payroll, building preliminary ROEs for the employees selected. The ROE system is a separate system from the payroll and therefore ROEs are not affected by changes to either the employees or the payroll history.

The preliminary ROE is a working section which allows you to build and change any necessary information on the employee's ROE before exporting the ROE for submission to HRDC. The Web ROE Finalization Process is then used to finalize the ROEs which moves the ROE from the preliminary work area to the Finalized ROE section.

Note, ROEs can be finalized through the Web ROE Finalization Process with or without bringing back the HRDC file.

Each employee may have only one preliminary ROE at a time. During preliminary ROE creation, you have the option to refresh an employee's ROE information which will override any changes previously made to the preliminary ROE. When you specify the employee's preliminary ROE information is not to be refreshed and an employee already has a preliminary ROE, that employee will be rejected from the preliminary ROE creation.

Keep the preliminary ROE work area clean by purging out unwanted preliminary ROEs after each batch of ROEs are processed.

The preliminary ROE creation will automatically generate insurable earnings information for all employees except for employees with a pay cycle code whose EI table is marked as Teacher ROE. Teacher ROEs have special handling.

The employee's pay cycle code from the employee's master function line is used to generate the insurable earnings total and details. The ROE Creation process works backwards through the payroll calendar finding pay periods where the employee was defined to work, based on the pay cycle code until the number of periods required has been found or the last ROE date has been reached. When an employee's pay cycle is in a payroll calendar, but no insurable earnings exist for that period, the process will generate a zero insurable detail entry. When insurable earnings exist in a pay period where the employee's pay cycle is not in the calendar, these earnings are not included on the ROE and the period does not count. A message is generated in the log to inform you of the unreported insurable earnings.

With the XML format ROE file, additional fields are available for completion and uploading. These new fields are only available when the ROE is created for submission in the XML format.

On 53 week ROEs the details of earnings under Box 15C are always completed regardless of a break in service, and Box 15C is completed for the same number of periods as the hours or Box 15A, equivalent to 53 weeks. Box 15B, the Total Insurable Earnings is completed for only equivalent to 27 weeks. This means that the details of earnings for Box 15C will most likely not be the same as the total of Box 15B.

HRDC states that Statutory Holiday pay occurring after the last day worked is to be reported with the Last Pay period of regular wages. Depending on the dates, this may mean a future pay period. The XML ROE Creation will accommodate the pulling in of future Statutory pay to be reported on both the Statutory reporting on Box 17B as well as added to PP1 wages on Box 15C, the total earnings for Box 15C and if applicable to total hours for Box 15A. The future Statutory pay may be in history format (a payroll was run) or simply timesheets in the future pay period.

When processing the ROE Creation with a future history period generated, you will need to define an Override Final Pay Period as the last actual pay period to be reported. This is not necessary when the Statutory pay exists in timesheet format only.
The reporting of future hours and earnings included in the ROE are also detailed out on the ROE Creation report per employee for reference, see imagine below.

Since future earnings will be pulled back onto the ROE, the next ROE may require omission of those same earnings. The option to define a pay period and pay codes to be excluded from the PP# reporting is also included. The exclusions per employee are also detailed on the ROE Creation report for reference. For further details on future Statutory pay, please see the Statutory Dates and Exclusion prompts below.

Employees that are paid an average salary may have their insurable earnings converted to actual salary for ROE reporting. Please see Appendix AR for details on ROES for Average Salaries.

When the current EI table for the payroll has the field Teachers ROE set to "Yes", this will trigger the Teacher ROE to create using the average daily formula.

Teacher ROE's are to be generated in a special manner using the daily averaging formula as defined by Human Resource Development Canada, as defined for the electronic ROE

Add up all the insurable earnings the teacher received during the contract period.
Subtract any insurable amounts the teacher received because of the separation.
Divide the total insurable earnings amount by the total number of calendar days in the contract period. This amount is the average daily earnings.

- Teacher ROEs generated using Contractual Salary formula must have the insurable earnings generated through the ROE Changes Wage screen. This type of ROE cannot be exported until the insurable earnings detail are completed.
- The electronic Teacher ROE generated using Insurable Earnings generates a 53 Week version ROE using the daily averaging formula based on the Teachers actual insurable earnings for the contract date range(s). Teacher ROEs Box 15B and 15C are determined by generating a daily rate per contract. The daily rate is expanded to fill as many weeks as the contract date range allows for. Should the current contract not contain 53 weeks, the insurable earnings for the prior year contract will be used to fill up the ROE earnings. Teachers ROE created using insurable history can be exported as is.
- Total hours for preliminary Teacher ROE will be calculated by this ROE creation process. Even though the Teacher's insurable earnings are calculated on a weekly contract averaging, the insurable hours are determined the same as every other employee type. The Teacher's total insurable hours will be taken from the number of pay periods for hours as defined on the EI table applicable to the teachers pay cycle code.

Sort ROE Report By Employee Name Or Number

Enter 'N' to generate the ROE Creation report in employee name sequence.
Enter 'E' to generate the ROE Creation report in employee number sequence.

Select by Number, Pay Cycle, Occ Code or Deduction Code

Enter 'E' to select employee by employee number.
Enter 'C' to select employees based on pay cycle code.
Enter 'O' to select employees based on occupation codes.
Enter 'D' to select employees based on deductions codes.

When Selection by 'C'ycle Code was Chose:

Enter Pay Cycle Code

Enter 1 to 15 pay cycle codes to be used for employee selection.

Select Clear to remove the selected pay cycle codes. Employees are selected when the employee's pay cycle code from the master or first function line matches one of the of the pay cycles entered.

The pay cycle code used for employee selection is also used for determining the EI table values for use in generation of the number of pay periods for insurable hours and earnings generation.

When Selection by 'O'ccupation Code was Chosen:

Enter Occupation Code

Enter up to 15 occupation codes to be used for employee selection.

Select Clear to remove the selected occupation codes. Employees are selected when the employee's occupation code from the master or first function line matches one of the of the occupation codes entered.

When Selection by 'D'eduction Code was Chosen:

Enter Deduction Code

Enter up to 15 deduction codes to be used for employee selection.

Select Clear to remove the selected deduction codes. Employees are selected when the employee has at least one of the defined deductions on their deduction master.

When Selection by 'E'mployee Number was Chosen:

Report All, Range or Selected Employees

Omit Reporting Terminated/On Leave/Both

Enter "N' to include Terminated and On Leave employees for ROE generation selection.
Enter 'T' to omit Terminated employees from the ROE generation selection.
Enter 'L' to omit On Leave employees from the ROE generation selection.
Enter 'B' to omit both Terminated and On Leave employees from the ROE generation selection.

When Selection by 'C'ycle Code was Chosen:

Alternate Selection Based on Storage Bank

Enter 'N' when an alternate employee selection based on the storage bank balance is not required.
Enter 'Y' when the alternate employee selection based on storage bank balance is required.

When 'Y'es Select by Storage Bank was Chosen:

Enter Storage Bank Numbers for Selection

Enter 1 or up to 15 storage bank codes to be used for employee selection.

After the employee has met the previous employee selection criteria the employee's storage banks are reviewed and if the employee has one of the storage banks defined for selection, that storage bank balance must be zero or the employee is not selected.The employee's transaction type balance must be zero in order for the employee to be selected.

When the employee does not have any of the storage banks, the employee will be selected.

Enter Pay Cycle Code/Function Line Default

Enter 'FUN' to indicate the pay cycle code from the employee's master function line is to be used when determining the EI table values to use in generation of the number of pay periods for insurable hours and earnings generation.
Enter a specific pay cycle code for use when determining the EI table values to be used in generation of the number of pay periods for insurable hours and earnings generation.

When teacher ROE is active for this payroll:

Teacher Use Contract Salary or Insurable Earnings

Enter 'C' to generate the ROE using the contractual salary values. Contractual salary teacher ROEs will be generated, and the wages must be assigned using the averaging formula from the wages screen of the ROE changes.
Enter 'I' to generate the Teacher ROE using actual Insurable Earnings from the employee EI history for the dates of the contract(s).

When Teacher ROE by Insurable Earnings is Selected:

Contract Start Date

Enter the first day of the Teacher contract.

Contract End Date

Enter the last day of the Teacher contract. If the contract end date entered is anything other than the pay period end date, you must use that same date for the last day paid and final pay period end date.

The total number of days between these dates will display.

When the current contract does not contain 53 weeks you would complete the contract dates for the prior year contract information. Leave the Prior Contract Start date empty when the prior year contract does not apply.

The dates entered are default contract start and end dates. Should a selected employee's Current Hire, Last ROE Date or Final Pay Ending date supersede one of the contract dates, the employees' number of day count will be done using the newer date. The ROE Creation report will detail the employees' dates used, day counts, and daily rate calculated based on the employee's specific dates.

When selection by selective employee teacher ROE is being processed:

Add Unprocessed Insurable

Leave this field blank when the employee does not have unprocessed insurable earnings to be included in the Teacher Contract Insurable earnings.
Enter the total unprocessed insurable earnings for the selected Teacher. These earnings will be added to the first contract total insurable earnings and used in the generation of the daily average. This field would be used when the Teacher's ROE is being created before the final pay period has been processed and updated but the employee has worked sometime in the upcoming period.

Refresh Preliminary ROEs With New Payroll Data

Enter 'Y' to refresh an employee's preliminary ROE information based on all values currently in the system. Refreshing an employee's preliminary ROE will override any changes previously made to the preliminary ROE.

Override Final Pay Period

The override final pay period determines the starting pay period, working backwards through the employee's EI history for the number of pay periods to be reported for both insurable hours and insurable earnings.

Enter <CR> to indicate the final pay period should be determined per employee based on the employee last EI history entry.
Enter a final pay period if you want to define an override to the last pay period for all employees selected. The system will determine the last EI pay period per employee and, if that pay period is greater than the final pay period entered here, the employee's final pay period will be overridden to this final pay period.

Enter Roe Employer Constant Number

Enter the ROE Employer Constant number to be used in generation of this batch of preliminary ROE's.

The Activate XML ROE field on the employee constants will determine the options to follow:

Enter Reason Code for Issuing ROE

Enter the reason for ROE code. Use look-up for a list of valid codes.

If a reason code is not entered when the preliminary ROEs are created, the reason code will have to be added individually through Preliminary Roe Changes.

The default value screen allows for flexible defaults to be added to the preliminary ROE's. These default values can be used to reduce the number of individual changes required to each ROE. When any field is left blank the preliminary ROE is generated with a blank in the corresponding field. All default values can be changed per employee as needed through Preliminary ROE Changes.

Last Day for Which Paid

Enter the last day for which the employee was paid. To be used for Box 11 on the ROE. When an employee is Terminated, the system will use the employee's termination date for the Last Day For Which Paid. When the employee is not Terminated the system will use this date. The employee's last timesheet date will override when the Use Timesheet Dates Feature is used. This Last Day For Which Paid will be applied when the Function Line is used when this date is earlier than the Function line end date.
Overriding this date will also affect the determination of Statutory Holiday dates included per employee. This date, when newer than the employee's final pay period ending date, can define the date of the last day for which paid and the date used for future Statutory Holidays dates.
For Teacher ROEs, it is required that the Last Day For Which Paid and the Final Pay End Date must match. If you enter a default Last Day For Which Paid, this value will auto populate for the Override Final Pay End Date.

Override Final Pay End Date

Leave blank to have the system use the final pay ending date from the last pay period each employee was paid. This date relates to box 12 on the ROE.
Enter the override final pay period ending date on or after the last day for which paid. To be used for box 12 on the ROE.
For Teacher ROEs, it is required that the Last Day For Which Paid and the Final Pay End Date must match. If you enter an Override Final pay End Date, this value will be auto populated for the Last Day For Which Paid.

Returning

Enter 'U' if it is not known if the employees will be returning.
Enter 'N' when the employees will not be returning.
Enter 'Y' when the employees 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.

First Day Worked Override

Leave blank to have the system use the employee's current hire date.
Enter First Day Worked override date. When an override date is entered, this date will be used in place of the employee's current hire date unless the employee's current hire date is more recent than the override date. The override date will be used when the employee has a blank current hire date. This First Day Worked Override will be applied when the Function Line Feature is used when this date is later than the Function line start date.
This date corresponds to box 10 on the ROE.

Use Timesheet Dates

This feature does not apply to Teachers ROE's.
Enter 'N' or leave this field blank when the First and Last day worked will not be generated by the timesheet entries.
Enter 'Y' when the employees First day worked and Last day worked should be determined based on the dates from timesheet entries.
When First Day Worked is to be determined by timesheet entry
First Day Worked Excluded Statutory Dates:

Exclude Statutory Pay Codes

Enter one or up to 10 statutory pay codes, separated by a comma. These pay codes will be excluded from the determination of the employees' First Day Worked

Exclude Statutory Dates

Enter one or up to 5 statutory dates, separated by a coma. These dates will be excluded from the determination of the employees' First Day Worked
When Last Day for Which Paid is to be determined by timesheet entry
Last Day For Which Paid Excludes Statutory Dates:

Exclude Statutory Pay Codes

Enter one or up to 10 statutory pay codes, separated by a comma. These pay codes will be excluded from the determination of the employees' Last Day for Which Paid.

Exclude Statutory Dates

Enter one or up to 5 statutory dates, separated by a comma. These dates will be excluded from the determination of the employees' Last Day for Which Paid.
The Last day worked will be taken from the highest date for the final pay period for which that employee worked. The Last Day Worked may come from a timesheet batch beyond the final pay period if the date of the timesheet falls within the date range of the final pay period. The First day worked will be taken from the first timesheet entry with a date larger than the employee's LAST ROE DATE (on master Pay screen). When no LAST ROE DATE exists, the First day worked will be set to the very first timesheet date found. Deleted and Suspended timesheets will be omitted when determining the First and Last day worked.

Comments

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

Field # To Change

Enter the field number to be changed.
Enter <CR> to continue.

Use the <UP> arrow to move up the screen to access the previous prompts.

Vacation and Statutory Holiday Pay

Vacation Box 17A

Vacation Code

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

As per ROE Payroll extract file transfer - XML ROE Version 2.0.

Pay Codes

Enter up to 15 vacation pay codes. The pay codes listed will define the total earnings to be reported under box 17A. Only earnings from the employee's Final pay period will be included under box 17A.

Start Date

Enter the vacation start date when applicable.

End Date

Enter the vacation end date when applicable.

Statutory Holidays Box 17B

Statutory Date

Enter a date to report statutory holiday earnings. The HRDC guide states 'Statutory holiday pay: Enter the dates of any statutory holidays occurring after the date in Block 11 and the amounts paid/payable to the employee for these dates.'

The Statutory Date reporting will pull statutory pay from the employee's YTD history as of the final pay period when the Stat being reported is for the final pay period. When the Statutory date is a future period, the process will determine the future period to be used for the Stat based on the employee's pay cycle code in the future payroll calendars. Future YTD earnings or simply a future timesheet of Statutory pay will be pulled back onto the ROE when a future Statutory Date with pay codes is defined. With a future Stat the hours will also be included in Box 15A and earnings under PP1 plus total for Box 15B. Future hours and earnings included on a ROE are detailed on the ROE Creation report per employee.

When one Statutory Date is entered, the process will report the total earnings as per the pay code list defined. Statutory pay is taken the from the employee's YTD history for the relevant pay period.

When two or more Statutory Dates are entered, as with Christmas or Easter, the process will refer to the timesheet entries matching on the specified pay codes and dates. This allows for the use of a single Statutory pay code to be used for multiple Statutory Dates within the same pay period but still having the correct amount of Statutory monies per date reported on the ROE for Box 17B.

When you have defined pay codes that are both timesheet and non-timesheet, such as Statutory pay by timesheet and Vacation pay related to Statutory pay via a pay bank, the process will prorate the non-timesheet monies based on the timesheet monies, thus balancing the non-timesheet monies across the multiple Statutory dates.

Note: When a Pay Bank is used to pay vacation, monies based on Statutory pay, it is necessary to have a separate Pay Bank be used that includes only the Statutory pay to a unique Pay Code. The Regular Vacation Pay Bank would then exclude the Statutory Pay Code. This setup is the only way to ensure unique pay codes to select for monies to be reported on the statutory ROE Box 17B.

Pay Codes

Enter up to 15 pay codes. The pay codes listed will define the total earnings to be reported (along with the above date) under box 17B. Only earnings from the employee's Final pay period will be included under box 17B.

Exclude Prior Statutory Holiday Pay

The exclusion period and pay code prompts are for defining hours and/or earnings to be omitted from the reporting of a specified pay period from Boxes 15A through 15C. The intent of this feature is to allow a means of omitting the reporting of Statutory pay paid in an unreported ROE period but where the Statutory pay was already included on the previous ROE. This situation may occur when the Christmas Statutory days are pulled back on to the previous ROE but the earnings were paid in a pay period after the employee's Last ROE date.

Note: when an exclusion is defined, the ROE Creation report will report the hours and/or monies excluded per pay period, per employee for reference.

25 and 27 Exclusion Period

Enter a pay period to define the period to locate the hours and/or monies in the employee's history as well as the corresponding ROE reporting period.

26 and 28 Exclusion Pay Codes

Enter the pay codes to define the earnings to be omitted from the previously defined exclusion pay period.

Other Monies BOX 17C

Reason Code

Enter the applicable Reason code. Use look-up for a complete list of valid Reason codes. The Reason code will be reported under box 17C along with the earnings from the Final pay period defined by the following pay code list. Both the Reason code and corresponding Pay Code list must be completed.

As per ROE Payroll extract file transfer - XML ROE Version 2.0

Pay Codes

Enter up to 15 pay codes. The pay codes listed will define the total earnings to be reported (along with the above reason code) under box 17C. Only earnings from the employee's Final pay period will be included under box 17C.

Reason Start Date

Enter the other monies start date when applicable.

Reason End Date

Enter the other monies end date when applicable.

The report will list the following:

Employee number, name and SIN
The employee's pay cycle code used
The employee's final pay period used in insurable hour and earnings generation Total EI hours
Insurable Earnings as per Box 15B
Insurable Earnings as per Box 15C
ROE date as per the employees master pay screen
STATUS of the preliminary ROE,
Selected - new preliminary ROE
Updated – fresh preliminary ROE
Rejected - no preliminary ROE created
Converted – averaged salary converted by ROE Cross reference table
Converted From – original hours/earnings before conversion.
Contract' is displayed for ROE created using the contractual salary
'Insurable' is displayed for a Teacher ROE created using the insurable earnings to complete the ROE
Future period Statutory hours and earnings per period, when applicable
Excluded hours and/or earnings including pay period, when applicable
Total number of selected, updated and rejected preliminary ROE.
Total number of future entries, with total future hours and earnings included in ROEs.
Total number of excluded entries with total excluded hours and earnings.

On Teachers Insurable Earnings calculated ROEs, the default contract dates and day counts are included in the report header. The contract dates and day counts used per Teacher are displayed along with their calculated daily rate.

On a Teachers Insurable Earnings ROE where addition Unprocessed Insurable earnings were defined, the Unprocessed values is included on the report.