Records of Employment (ROE)
What is a Record of Employment?
The Record of Employment is a record of insurable earnings and hours for employees who leave employment with the Board for any reason or experience an interruption in earnings, such as maternity, parental or adoption leave. The ROE document must be filled out within a specific time frame. The FMCSD submits its ROEs electronically to Service Canada.
When are ROEs issued by payroll?
ROEs are only issued when an interruption of earnings occurs. An interruption of earnings is defined by Service Canada as follows:
“When an employee has had or is anticipated to have seven consecutive calendar days with no work and no insurable earnings from the employer, an interruption of earnings occurs. This situation is called the seven-day rule.”
The seven-day rule applies when employees quit their jobs or are laid off, or when their employment is terminated. When the seven-day rule applies, the first day of the interruption of earnings is considered the last day for which paid service is provided.
For the 2015-16 school year, there is only two instances when ROEs will be issued for all 10 or 11 months employees:
- On or before July 12th for the Instructional Support Group;
- On or before March 14th for the Teachers’ Convention Week (7 calendar days from February 22nd – 28th) for Instructional Support Group;
- On or before July 19th for the Administrative Support Group.
ROEs will also be issued to specific individuals for other interruptions of service such as termination or long-term leave of absences without pay.
Note that ROEs are not issued for the Christmas Break and the Easter Break as the interruption of service is less than 7 calendar days.
Will I get a copy of my ROE?
The District is submitting electronic ROEs directly to Service Canada. To view your electronic Records of Employment (ROEs), you need to use your “My Service Canada Account”. For more information on how to access your electronic ROE, consult the Service Canada Web Page here or contact the local Service Canada Office.
How long before the ROEs are issued
The deadline for submitting electronic ROEs to Service Canada is based on the pay period type and the day on which the interruption of earnings occurred. For employees paid on a biweekly basis, the ROEs will be issued electronically to Service Canada five calendar days after the end of the pay period in which the interruption of service occurs. For employees paid on a monthly basis, the ROE will be issued up to 5 days after the end of the pay period when the employee’s interruption of earnings begins or up to 15 days after the first day of the interruption.
Why does it takes so long to get the ROEs issued?
To generate an ROEs, it is necessary to change the status of the employee from “active” to “inactive” in the payroll system. We must therefore wait until the bi-weekly pay is processed for the pay period that includes the interruption of service. Otherwise, the employee would not get paid for any paid day in the pay period.
When the interruption of service applies to a group of employee, all employees in the group must be terminated before the ROEs can be processed and sent to Service Canada. The employees must then be re-activated in time for the next pay period. The procedure is quite labour intensive and done by the same individual that must also process the regular pay. For example, producing an ROEs for employees of the Instructional Support Group impacts the pay records of almost 200 staff members.
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Fort McMurray Catholic Board of Education
9809 Main St.
Fort McMurray, AB, T9H 1T7
Phone: 780-799-5700 Fax: 780-799-5706