A new Record of Employment (ROE) Web Agreement came into effect on November 02, 2013.

• The changes in terminology

  • The authorities replaced the term ‘Payroll Service Provider’ with the term ‘Service Provider’

  • The authorities replaced the term ‘Activation Code’ with the term ‘Authorisation Code’

• The changed terms and their new definitions

• The term ‘Service Provider’ refers to an individual or an entity that:

  • Provides accounting and payroll services to its client employers and,

  • Has the relevant authorisations from its client employers for managing the Records of Employment (ROEs) on behalf of a client employer and in accordance with the provisions specified in the Record of Employment (ROE) Web Client Employer Consent Form

• The term ‘Authorisation Code’ refers to a random, unique and temporary system generated code that the account holder will provide to the Primary Officer (PO) in order for the Primary Officer (PO) to complete the registration to the Record of Employment (ROE) Web

• Two new definitions

  • The authorities have added definitions for the terms ‘Record of Employment (ROE) Web Account’ and for ‘Representative’ [which has replaced the terms ‘Designated Officer’, ‘Issuer’ and ‘Viewer’]

  • The term ‘Record of Employment (ROE) Web Account’ denotes the allotted space within the Record of Employment (ROE) Web, which the account holder can use for the purpose specified in the agreement. It is worth mentioning that the Record of Employment (ROE) Web account typically comprises one agreement and one Primary Officer (PO). It might also feature many representatives. In addition, it could have multiple Canada Revenue Agency (CRA) Business Numbers in relation to which the account holder manages the Records of Employment (ROEs).

  • The term ‘Representative’ refers to an individual that the Primary Officer (PO) or another representative with appropriate access level typically identify and authenticate. The responsibilities of such representatives will vary based on the access level assigned to them within the Record of Employment (ROE) Web.

• The definitions removed

  • The authorities have removed the definitions for the following terms:

    • Designated Officer

    • Issuer and,

    • Viewer

• The definitions changed

  • For better alignment with the forthcoming changes to the Record of Employment (ROE) Web as well as for clarity purposes, the authorities have changed the definitions of the following terms:

  • The term ‘Main Business Address’ refers to the account holder’s business address as specified in the Account Holder Record of Employment (ROE) Web Account

• The term ‘Primary Officer (PO)’ refers to an individual whom the account holder has designated to act on its behalf. The responsibilities of the Primary Officer (PO) include:

  • Identifying and authenticating other individuals as representatives

  • Administering the Account Holder’s Record of Employment (ROE) Web Account

  • Accepting the Record of Employment (ROE) Web Agreement on behalf of the account holder

    • This includes making the necessary amendments to the Record of Employment (ROE) Web Agreement as well and,

  • Managing the Records of Employment (ROEs)

• The term ‘Record of Employment (ROE)’, for the purpose of the Record of Employment (ROE) Web, refers to the electronic form of the Record of Employment (ROE). It is available for completion within the Record of Employment (ROE) Web. Employers would typically complete this form for people employed in insurable employment, who typically experience an interruption of earnings.

• The term ‘Record of Employment (ROE) Web Enrollment’ denotes the process by which the authorities grant access levels to the Record of Employment (ROE) Web Account as a user to an individual

• The term ‘User’ is a generic term that typically refers to the individuals having the authority to act on behalf of the account holder as either a Primary Officer (PO) or as a representative

• The authorities have replaced the term ‘Record of Employment (ROE) Web’ with ‘Record of Employment (ROE) Web Account’ or ‘Record of Employment (ROE) Web Service’ in many instances throughout the agreement

• Section 6: The Responsibilities of the Account Holder

  • The authorities have made the following changes to sections 6.1 to 6.3 – they:

    • Have replaced the verbiage in 6.1 c for better reflecting the obligation of the account holder with respect to the identification of users

    • Have amended 6.2 to reflect new terminology and,

    • Have clarified 6.3 b

• Section 7: The Responsibilities Specific to the Account Holder Acting as a Service Provider

  • The authorities have made the new wording in section 7 to read – The authorities require account holders, in the role of service providers, to:

    • a) – No changes

• b) – Provide (upon request) the Commission with a copy of the signed Record of Employment (ROE) Web Client Employer Consent Form with regard to each client employer identified in the request, who authorises the account holder to manage Records of Employment (ROEs) on the client employer’s behalf

• c) – Minor change for clarity purposes

• d) – Minor change for clarity purposes

• Section 9: The Protection of the Username and the Password

  • The authorities have made the new wording in section 9 to read as:

  • 9.1 – Pursuant to the terms of this agreement, the authorities prescribe that the authorisation code assigned to the Primary Officer (PO) is personal. As such, it is not transferable.

• Section 11: The Revocation of the Enrollment to the Record of Employment (ROE) Web

  • To avoid repetition with Section 6, the authorities have made the new wording in section 11 to read as:

  • The account holder would need to inform users that the account holder could revoke the users’ access to the Record of Employment (ROE) Web Account if there is reason to believe that any of the following situations has taken place or is about to take place:

    • The individual ceases to be a user of the Record of Employment (ROE) Web Account

    • There is a change in the user’s identification or authentication information

    • The account holder suspects that the user’s username or password is insecure or compromised (or when the user’s username or password is insecure or compromised) or,

    • The user fails to meet the user’s obligations specified under this Agreement

• Section 16: The Guidelines for Privacy and Confidentiality

  • The authorities have made the new wording in section 16 to read as:

  • 16.2 – The account holder would need to inform each user that their identifying information, as provided by the user or collected by the account holder, for the purpose of the Record of Employment (ROE) Web Enrollment:

    • Might be sent to the Commission upon request

    • Might be used for identifying the user accessing the Record of Employment (ROE) Web and managing the Records of Employment (ROEs) and,

    • Might be used for the revocation of the users’ access to the Record of Employment (ROE) Web

As such, the account holder would need to ensure and warrant that each user has provided consent to any such collection of the identifying information provided by the user prior to the Record of Employment (ROE) Web Enrollment. In addition, the account holder would need to ensure and warrant that each user has provided consent to any such disclosure of the identifying information provided by the user prior to the Record of Employment (ROE) Web Enrollment.