Field Definitions: PR Record of Employment Form

The following is a list of field descriptions for the PR Record of Employment form. Many of the descriptions include links to other topics that provide additional information about or related to the topic.

Employee

Employee field on the PR Record of Employment form.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field displays the number of the employee added for ROE reporting.

If you are manually adding an employee for reporting (not recommended), enter the employee number or press F4 for a list of valid employees. This field is not editable when you are on the Grid tab.

ROE Date

ROE Date field on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the ROE Date field in PR Employee ROE Workfile. You may override if needed.

Enter the Record of Employment (ROE) date for this employee record. This field is not editable when you are on the Grid tab.

SIN

SIN field on the PR Record of Employment form.

This field defaults from the SIN field in PR Employees for the employee specified in the Employee field. You can change the information in this field if necessary; however the change will not update to the field in PR Employees.

Enter the employee's 9-digit Social Insurance Number (SIN), without spaces or hyphens. This is the format required by Service Canada.

First, Middle, Last Name

Employee Name fields on the PR Record of Employment form, Info tab.

These fields default the employee's name (first, middle, and last) from PR Employees for the employee specified in the Employee field. You should not need to change this information; however, if you do, the changes will not be updated to the corresponding fields in PR Employees.

Address

Address fields on the PR Record of Employment form, Info tab.

These fields default the employee's address from PR Employees for the employee specified in the Employee field. You may change the information as needed; however, the changes will not be updated to PR Employees.

  • Address Line #1 - This field defaults from the Address field in PR Employees. Accept the default or enter the new street address.

  • Address Line #2 - This field defaults from the City field in PR Employees. Accept the default or enter the new city.

  • Address Line #3 - This field defaults from the Province and Country fields in PR Employees. Accept the default or enter the new Province and Country.

  • Postal Code - This field defaults from the Postal Code field in PR Employees. Accept the default or enter the new postal code.

Pay Period Type

Pay Period Type drop-down on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the Pay Period field in PR Groups based on the payroll group assigned to the employee (in PR Employees).

From the drop-down list, select the pay period type for this record of employment. The pay period type represents the frequency at which this employee is paid.

  • B-Bi-Weekly

  • M-Monthly

  • S-Semi-Monthly

  • W-Weekly

First Day Worked

First Day Worked field on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the Most Recent Hire Date field in PR Employees.

Enter the date of the first day of work for which the employee received insurable earnings. This will be the beginning date of the employment period for this ROE record.

Final Pay Period Ending Date

Final Pay Period Ending Date field on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from PR Pay Period Control based on the employee's last day for which paid.

Enter the ending date of the final pay period for this ROE record. This is the ending date of the regular pay period for the employee’s payroll group that includes the employee’s last day for which paid.

Reason for Issuing ROE

Reason for Issuing ROE drop-down on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the Reason for ROE field in PR Employee ROE Workfile. You may override as needed.

From the drop-down list, select the code that best corresponds to the reason for issuing this ROE:

A00-Shortage of work / End of contract or season

G07-Retirement / Approved workforce reduction

A01-Employer bankruptcy or receivership

H00-Work-Sharing

B00-Strike or lockout

J00-Apprentice training

D00-Illness or injury

K00-Other

E00-Quit

K12-Other / Change of payroll frequency

E02-Quit / Follow spouse

K13-Other / Change of ownership

E03-Quit / Return to school

K14-Other / Requested by Employment Insurance

E04-Quit / Health reasons

K15-Other / Canadian Forces - Queen's Regulations / Orders

E05-Quit / Voluntary retirement

K16-Other / At the employee's request

E06-Quit / Take another job

K17-Other / Change of Service Provider

E09-Quit / Employer relocation

M00-Dismissal

E10-Quit / Care for a dependant

M08-Dismissal / Terminated within probationary period

E11-Quit / To become self-employed

N00-Leave of absence

F00-Maternity

P00-Parental

G00-Mandatory retirement

Z00-Compassionate Care

Note: If you select code K00 or K15, you must enter details in the Comments field below.

Recall Code

Recall Code drop-down on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the Recall Code field in PR Employee ROE Workfile. You may override as needed.

From the drop-down list, select the recall code for this employee.

  • Y-Date of Recall - Select this option if the employee will be returning to work and you know the expected return date. Selection of this option requires entry of a Recall Date (below).

  • N-Not returning - Select this option if the employee will not be returning to work.

  • U-Unknown - Select this option if the employee will be returning to work, but you do not know the expected return date.

Recall Date

Recall Date field on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the Recall Date field in PR Employee ROE Workfile. You may override if needed.

Enter the date you expect the employee to return to work.

Note: This field is disabled for recall codes N-Not Returning and U-Unknown.

Total Insurable Hours

Total Insurable Hours field on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults the total insurable hours for the employee. The number of insurable hours comes from payroll data and is based on earnings codes that have been identified as having insurable hours (you selected the Insurable Hours check box in PR Earnings Codes, Addl Info tab). The number reported here is for the last 12 months plus one pay period and is represented in Block 15A of the ROE report. The total is rounded to the nearest whole number.

Note: If this is a final separation, then hours associated with statutory holiday separation payments whose post date occurs after the employee's separation date are excluded from this total.

If you manually add a record to the PR Record of Employment form, this field will remain blank and you will need to enter the total number of insurable hours for the last 12 months plus one pay period.

Total Insurable Earnings

Total Insurable Earnings field on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults the total insurable earnings for the employee. The insurable earnings amount comes from payroll data and is based on earnings codes that have been identified as having insurable earnings (you checked the Insurable Earnings box in PR Earnings Codes, Addl Info tab), as well as liability codes that have been identified as ROE insurable (you checked the ROE Insurable box in PR Deductions/Liabilities). The amount reported here is for the last 6 months plus one pay period and is represented in Block 15B of the ROE report.

If you manually add a record to the PR Record of Employment form, this field will remain blank and you will need to enter the total amount of insurable earnings for the last 6 months plus one pay period.

Contact Name

Contact Name fields on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), these fields default from the Contact First Name and the Contact Last Name fields in PR Employee ROE Workfile. You may override this information as needed.

Enter the first and last name of the person in your organization who is available to provide information and/or clarification about this employee/record of employment to Service Canada.

Contact Phone

Contact Phone fields on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), these fields default from the Contact Area Code, Contact Phone, and Contact Ext fields in PR Employee ROE Workfile. You may override this information as needed.

Enter the 3-digit area code, 7-digit phone number (####### or ###-####), and extension number (up to 5 digits) for the contact specified above.

Language

Language drop-down on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the Language field in PR Employee ROE Workfile. You may override if necessary.

From the drop-down list, specify the preferred language for communication with Service Canada regarding this ROE.

  • English

  • French

Comments

Comment field on the PR Record of Employment form, Info tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults from the Comments field in PR Employee ROE Workfile. You may override as needed.

Enter specific details about this ROE record (i.e. clarification of circumstances, etc.). Entry in this field is required if you selected K00-Other or K15-Other / Canadian Forces - Queen's Regulations / Orders from the Reason for Issuing ROE drop-down.

Details entered here will display in Block 18 of the ROE.

Pay Period Ending Date

Pay Period Ending Date field on the PR Record of Employment form, Insurable Earnings tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults dates for a set of pay periods for the employee's payroll group. The dates come from the past 12 months (plus one pay period) that precede and conclude with the employee's final pay period. All pay period ending dates within that time frame are included, whether or not the employee has insurable earnings in any particular pay period. If the employee has no insurable earnings in a particular pay period, than a 0.00 amount appears in the Insurable Earnings field, indicating a nil pay period for the employee.

If you are manually entering a record, you must enter a valid pay period for the employee's group. Press F4 for a list of pay periods.

For more information, see Reviewing Employee ROE Records.

Insurable Earnings

Insurable Earnings field on the PR Record of Employment form, Insurable Earnings tab.

If you initialized records via PR Employee ROE Workfile (strongly recommended), this field defaults the insurable earnings for the associated pay period (Pay Period Ending Date field) .

Note: All insurable separation payment earnings are allocated exclusively to the employee's final pay period, regardless of the pay period in which they were made. This conforms with Service Canada requirements for ROE reporting.

You can manually add or edit earnings for a pay period in this field if necessary.

For more information, see Reviewing Employee ROE Records.

Category

Category drop-down on the PR Record of Employment form, Separation/Special Payments tab.

Enabled only when the Separation check box is selected.

From the drop-down list, select the separation payment category.

  • V-Vacation - Select to enter a vacation payment. Requires entry in the Vacation Pay Type and Amount fields.

You can only enter one vacation payment. For more information on different types of vacation pay that you need to report, see the "How to Complete the Record of Employment Form" document on the Service Canada website.

  • SH-Statutory Holiday - Select to enter a statutory holiday payment. Requires entry in the Statutory Holiday Payment Date field and Amount fields.

You can enter up to three statutory holiday records. For more information about reporting statutory holiday pay, see the "How to Complete the Record of Employment Form" document on the Service Canada website.

  • OM-Other Monies - Select to enter any other payments other than vacation or statutory holiday pay. Requires entry in the Other Monies Code and Amount fields.

You can enter up to three other monies records. For more information on different types of other monies that you need to report, see the "How to Complete the Record of Employment Form" document on the Service Canada website.

  • SP-Special Payments - Select to enter a special payment (paid sick leave, maternity, or wage-loss insurance). Requires entry in Special Payment Code, Special Payment Start Date, Special Payment Period, and Amount fields.

The information you enter here will be reported in Block 19 of the ROE report. For more information on special payment types and how to file them, see the "How to Complete the Record of Employment Form" document on the Service Canada website.

Vacation Pay Type

Vacation Pay Type drop-down on the PR Record of Employment form, Separation/Special Payments tab.

Select the vacation pay type.

  • 2-Paid because no longer working - Select this option for vacation pay that has been or will be paid to the employee due to layoff or termination of employment.

  • 3-Paid for a vacation leave period - Select this option for vacation pay that has been or will be paid to the employee for a specific period of leave falling after the last day for which the employee was paid (i.e. Last Day for Which Paid field, Info tab), when the employee plans to take vacation leave that has been granted by the employer and will occur during the interruption of earnings.

  • 4-Anniversary - Select this option for vacation pay that has been or will be paid to the employee for a specific date each year (i.e. anniversary payments that fall within an interruption of earnings).

Statutory Holiday Payment Date

Statutory Holiday Payment Date field on the PR Record of Employment form, Separation/Special Payments tab.

Enter the payment date of the posted statutory holiday. This date must occur after the last day for which the employee was paid (i.e. Last Day for Which Paid field, Info tab) .

Other Monies Code

Other Monies Code drop-down on the PR Record of Employment form, Separation/Special Payments tab.

From the drop-down list, select the appropriate other monies code.

B05-Bonus (Holiday)

J00-Retroactive pay adjustment

B06-Bonus (Production/Incentive)

O00-Other

B07-Bonus (Event)

Q00-Profit sharing

B08-Bonus (Staying/Contract complete/EOS)

R00-Retiring allowance/leave credits

B09-Bonus (Separation or retirement)

S00-Settlement pay

B10-Bonus (Closure)

T00-Payout of banked overtime

B11-Bonus (Other)

U12-SUB Maternity/Parental/etc.

E00-Severance Pay

U13-SUB Layoff

G00-Gratuities

U14-SUB Illness

H00-Honorariums

U15-SUB Training

I00-Sick leave credits

Y00-Pay in lieu of notice

The information that you enter here will be reported in Block 17C of the ROE report. For more information on different types of other monies that you need to report here, see the "How to Complete the Record of Employment Form" document on the Service Canada website.

Special Payment Code

Special Payment Code drop-down on the PR Record of Employment form, Separation/Special Payments tab.

Select the code that identifies the special payment type.

  • PSL01-Paid Sick Leave - Insurable sick leave paid by the employer to the employee.

  • MAT01-Maternity - Insurable maternity, parental, compassionate care, or parents of critically ill children leave paid by the employer to the employee after the employee stops working.

  • WLI01-Wage Loss Indemnity (Not EI Insurance) - Insurable wage-loss indemnity plan payments paid by the employer to the employee after the employee stops working.

  • WLI02-Wage Loss Indemnity (EI Insurable) - Non-insurable wage-loss indemnity plan payments paid to the employee by a third-party.

Special Payment Period

Special Payment Period drop-down on the PR Record of Employment form, Separation/Special Payments tab.

Select the appropriate payment period from the drop-down list to identify the frequency with which you made payments to the employee.

  • D-Per Day

  • W-Per Week