ROE Web is an online application designed for Canadian employers to assist in the creation of electronic records of employment (ROEs) using Internet technology for direct submission to Human Resources and Skills Development Canada (HRSDC) or Service Canada.
It is a reasonably diverse platform that allows multiple authorized users to eliminate time and technology constraints and streamline the termination process in their workplace. In addition, it provides users with the ability to properly document ROEs and eliminates many common mistakes made with the traditional paper version of the document.
HR professionals responsible for completing ROEs on behalf of their own or third-party organizations need to register for ROE Web. But first they should consult with their payroll or human resources information system (HRIS) provider to see if its system platform supports ROE Web. Most end user payroll systems do support it.
To register, follow these steps:
• Designate a primary officer to manage access and administrative rights to ROE Web.
• Prepare a letter of authorization or letter of agreement for Service Canada or HRSDC.
• Complete and sign a registration form, available at www.servicecanada.gc.ca/roeweb.
• Visit a Service Canada centre with two pieces of identification, with at least one having a photograph.
• Activate the account, finalize registration and add users.
• After receiving an email for activation, enter the confirmation code and choose credentials.
Service Canada requires original forms and documentation to be presented at the local office by a signing officer for the organization, which has to be the same officer registered with ROE Web or Service Canada.
There are two useful websites offered by the CRA outlining different information regarding ROE Web. There’s a general information website at www.servicecanada.gc.ca/eng/ei/employers/roe_web.shtml and a training website for users available upon registration.
Using ROE Web and its functions
Once logged in, users click the ROE “Payroll Extract” button (if they don’t want to upload an information file from their payroll system, they can enter information manually by clicking the ROE button). This will provide a “Browse” box for file upload. Once the file has been selected, enter the password and click (do not press enter) the “Select and Upload File” button.
Once the file has been uploaded, the confirmation will say, “Your file will be transferred and processed.” The status of the file must then be checked by clicking the “View” button on the ROE menu. At the File Transfer Update menu, the status of the submission can be seen.
The three main status issues are:
• The ROE Passed column displays ROEs that were successfully validated and saved as a draft.
• The ROE Failed column displays ROEs that contain at least one error and need to be corrected.
• The ROE Rejected column displays ROEs that were submitted with an invalid or missing Canada Revenue Agency (CRA) business number.
To submit a file, the highlighted file number under the status of the ROE must be clicked. If the ROE is passed, users can save or print a copy. If the ROE is rejected, they will need to check the file for missing information. If they are unable to solve the problem, they can call the support line for assistance.
If the ROE is rejected, there is missing or incorrect information in the actual document that requires manual user correction. The document will then have to be adjusted according to the provided tips and resubmitted until the program deems the document sufficient for Service Canada’s use.
Useful features of ROE Web
There are many useful features of the site:
Simple administration: It’s easy to add and remove users.
Archived reporting: Just search a previous ROE by name, serial number or other information and the site will generate copies of any existing information on that individual. Reports can also be generated as many times as needed.
Simplified amendments: Simply click “Amend” on the ROE menu, search the ROE you wish to amend and the fields are populated automatically.
Easy to read: Summaries show serial numbers, submission dates and employee names.
Bulk transfers: It’s helpful for bulk transfers of up to 500 records at one time.
Speed: It’s easy to provide an electronic record to an employee or Service Canada immediately, which greatly reduces traditional delays in processing.
Drawbacks of ROE Web
However, there are a few problematic features of ROE Web:
• Sensitive fields or information requirements cause frequent errors.
• Data exports must be specifically formatted (ROE Web help can assist with this).
• Constant password requirement for every action can make the process time-consuming.
Overall, ROE Web is fairly user-friendly with a solid support system. However, redundant processes and requirements can sometimes cause frustration when using the different functions of the website.
Nicole J. Winter is the payroll services manager for Payroll Solutions International, an international Payroll/HRIS provider based in Guelph, Ont.