Web ROE Finalization Process
The Web ROE Finalization Process allows a means of finalizing Preliminary ROE that were printed using the Web ROE system. This process will only process preliminary ROE with the selected Web ROE export file name attached. All ROE rejected by HRDC must be rejected through the Preliminary ROE Changes before running this process.
The HRDC Web ROE system now offers an optional ROE Import XML file. This file will contain the actual ROE number assigned to each employees ROE when the ROEs were printed. This Web ROE Finalization process allows you to finalize your Web ROEs using the Import XML file or without, as before. On the HRDC web site, after you have submitted your bulk transfer, you view and click to select your ROE file. This screen includes a bottom IMPORT ALL. When you click on the IMPORT ALL, the XML import file is generated, and the screen shows Download Import ROE File: Import-########YYYYMMDD.xml. Click on the file name will allow you to save this file to your own PC, please note the file name. Put this IMPORT########-YYYYMMDD.XML file in the directory with your CCCC_XML_######.BLK export file using FTP or a share disk. This would be in the directory pointed to by either SRB$EXPORT or SRB$OPSROE. Please note the actual directory where your Web ROE export file is created is listed on the top of the report when the Web ROE export process is run.
The ROE Import XML file contains the employee's number, SIN, ROE number if applicable (has been processed and thus assigned a ROE number), First day worked, Last Day Paid, Final Pay End date and total Insurable Earnings. When the Import file is processed, all these fields must match for the Preliminary ROE to be selected for Finalization. ROEs rejected for a mismatch are reported along with the reason for the mismatch.
When run in final mode, the ROE Date on the employee's Pay master screen will be updated and the Web ROE export file will be deleted.
Finalize with HRDC Import File
Enter 'Y' when you have extracted the HRDC Import XML file for your set of ROEs which contains the actual ROE numbers assigned.
Enter 'N' when you do not have the Import XML file. This option will allow you to finalize the ROEs starting with a ROE number you define and incrementing by one. When your ROEs were not created in consecutive order by HRDC you may need to adjust the finalized ROE to correct the ROE numbers.
When finalize with the import file is selected:
Enter Name of ROE Import File
Enter the full name of the ROE Import file to be processed. Automatically, all web ROE Import files in the ROE directory are displayed. You may scroll up and down to select the correct file.
You may also select 'Exit' to be taken to the 'File Upload' option to select the file that was exported from the Service Canada website.
Use the look-up to access the Web Import ROE file list.
Once an Import file has been selected, the Payroll system will verify the file contents and display the Bulk Filename, which is the original Web ROE Export file name. Only ROEs with this Web Export file number attached will be included in this finalization process. This display is intended to allow you to ensure you have selected the correct Import file. The number of ROEs issued, passed, failed and rejected as defined in the XML Import file is also displayed.
When finalize without the import file is selected:
Enter Name of ROE Web File
Enter the 6 characters that uniquely defined the Web ROE file to be processed. Automatically, all Web ROE export files in the ROE directory for this payroll are displayed, as shown below. You may scroll up and down to select the correct file. Use look-up to access the Web Export ROE file list.
Report Only or Process
Enter 'R' to generate a report of the ROE to be finalized.
Enter 'P' to generate a report and finalize all applicable ROE. Process mode will also remove the ROE Export file and when applicable the ROE Import file.
When process without the import file is selected:
Enter ROE Serial Number
Enter the ROE number on the first ROE form assigned by HRDC for this batch of Web ROE. The first ROE finalized with be assigned this ROE number. The ROE number will be incremented for each finalized ROE.
The report will list the following:
The header of the report will include the exact location and file name of the Web ROE export file and ROE Import file, when applicable.
Employee number and name
Employee SIN
ROE creation date or 'Rejected' when the ROE did not match
ROE number to be assigned or ROE number assigned by HRDC
Employee's ROE Date
Reason for Rejection
Total number of ROE finalized
Total number of rejected ROE