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What Are the Deadlines for Issuing Records of Employment (ROEs)?


Last Updated on November 25, 2016

The authorities have prescribed the following deadlines for the issuance of Records of Employment (ROEs).

  • If the employers issue the Records of Employment (ROEs) on paper:

    • The employer would need to issue the Records of Employment (ROEs) within five calendar days of:

      • The first day of an interruption of earnings or,

      • The day on which the employer becomes aware of an interruption of earnings

    • In addition, when issuing paper Records of Employment (ROEs), the employer would need to give Part 1 (the original) to the employees

    • The employers would need to let the employees know that they would need to submit the paper Records of Employment (ROEs) to Service Canada if they intend to apply for Employment Insurance (EI) benefits

    • For this, the employees would need to either mail the original copies of their Records of Employment (ROEs) to Service Canada or drop them off in person at a Service Canada Centre

    • The employees would be able to ascertain the mailing address on the Information and Confirmation page once they submit their online application for Employment Insurance (EI) benefits

  • If the employers issue the Records of Employment (ROEs) electronically:

    • Employers who issue Records of Employment (ROEs) electronically have up to five calendar days after the end of the pay period in which the employee’s interruption of earnings occurs for issuing electronic Records of Employment (ROEs) to the employees

    • This is especially so if the pay period is weekly, biweekly (i.e. every two weeks) or semi-monthly (i.e. twice a month, usually the 15th and the last day of the month)

    • Some employers might have a monthly pay period or 13 pay periods per year (i.e. every four weeks or so)

    • These employers would need to issue electronic Records of Employment (ROEs) by whichever of the following dates that are earlier:

      • Five calendar days after the end of the pay period in which employees experience an interruption in earnings or,

      • Fifteen calendar days after the first day of an interruption of earnings

    • It is worth highlighting that employers who issue electronic Records of Employment (ROEs) no longer need to provide paper copies to their employees

    • Moreover, the authorities have based the deadline for submitting the electronic Records of Employment (ROEs) on the pay period type and the day on which the interruption of earnings took place

Examples of Deadlines for Submitting Electronic Records of Employment (ROEs)

The following table illustrates the deadlines for submitting electronic Records of Employment (ROEs).

Pay Period Type

Deadline

Example

Weekly

Employers having weekly pay period cycles would need to submit the electronic Records of Employment (ROEs) to Service Canada no later than five calendar days after the end of the pay period in which the interruption of earnings takes place

Tom stops working on March 01, 2015, which is the first day of the interruption of earnings. Tom’s employer has a weekly pay period that runs from February 27, 2015 to March 05, 2015. Tom’s employer would need to issue the electronic Records of Employment (ROEs) no later than March 10, 2015. This is because the pay period that contains the interruption of earnings will end on March 05, 2015.

Biweekly

Employers having weekly pay period cycles would need to submit the electronic Records of Employment (ROEs) to Service Canada no later than five calendar days after the end of the pay period in which the interruption of earnings takes place

Clare stops working on March 01, 2015, which is the first day of the interruption of earnings. Clare’s employer has a weekly pay period that runs from February 27, 2015 to March 12, 2015. Clare’s employer would need to issue the electronic Records of Employment (ROEs) no later than March 17, 2015. This is because the pay period that contains the interruption of earnings will end on March 12, 2015.

Semi-monthly

Employers having weekly pay period cycles would need to submit the electronic Records of Employment (ROEs) to Service Canada no later than five calendar days after the end of the pay period in which the interruption of earnings takes place

Gabriela stops working on March 01, 2015, which is the first day of the interruption of earnings. Gabriela’s employer has a weekly pay period that runs from March 01, 2015 to March 15, 2015. Clare’s employer would need to issue the electronic Records of Employment (ROEs) no later than March 20, 2015. This is because the pay period that contains the interruption of earnings will end on March 15, 2015.

Monthly

Employers having monthly pay period cycles would need to submit the electronic Records of Employment (ROEs) to Service Canada by whichever of the following dates is earlier:

  • Five calendar days after the end of the pay period in which employees experience an interruption in earnings or,

  • Fifteen calendar days after the first day of an interruption of earnings

Example 1

Craig stops working on March 01, 2015, which is the first day of the interruption of earnings. His employer has a monthly pay period that runs from March 01, 2015 to March 31, 2015.

It is worth highlighting that for a monthly pay period, employers need to issue electronic Records of Employment (ROEs) by whichever of the following dates is earlier:

  • Five calendar days after the end of the pay period in which employees experience an interruption in earnings (i.e. April 05, 2015) or,

  • Fifteen calendar days after the first day of an interruption of earnings (i.e. March 16, 2015)

In this scenario, the employer would need to issue Craig’s Record of Employment (ROE) no later than March 16, 2015, as this is the earlier of the two dates

Example 2

Jane stops working on March 30, 2015, which is the first day of the interruption of earnings. Her employer has a monthly pay period that runs from March 01, 2015 to March 31, 2015.

It is worth highlighting that for a monthly pay period, employers need to issue electronic Records of Employment (ROEs) by whichever of the following dates is earlier:

  • Five calendar days after the end of the pay period in which employees experience an interruption in earnings (i.e. April 05, 2015) or,

  • Fifteen calendar days after the first day of an interruption of earnings (i.e. April 14, 2015)

In this scenario, the employer would need to issue Jane’s Record of Employment (ROE) no later than April 05, 2015, as this is the earlier of the two dates

Thirteen pay periods (i.e. every four weeks)

Employers having 13 pay period cycles, where they pay their employees every four weeks, would need to submit the electronic Records of Employment (ROEs) to Service Canada by whichever of the following dates is earlier:

  • Five calendar days after the end of the pay period in which employees experience an interruption in earnings or,

  • Fifteen calendar days after the first day of an interruption of earnings

Example 1

Pamela stops working on March 01, 2015, which is the first day of the interruption of earnings. Her employer has a 13 pay period cycle that ends every fourth Sunday. The pay period that contains the interruption of earnings runs from March 01, 2015 to March 29, 2015.

It is worth highlighting that for a 13 pay period cycle, employers need to issue electronic Records of Employment (ROEs) by whichever of the following dates is earlier:

  • Five calendar days after the end of the pay period in which employees experience an interruption in earnings (i.e. April 03, 2015) or,

  • Fifteen calendar days after the first day of an interruption of earnings (i.e. March 16, 2015)

In this scenario, the employer would need to issue Pamela’s Record of Employment (ROE) no later than March 16, 2015, as this is the earlier of the two dates

Example 2

David stops working on March 23, 2015, which is the first day of the interruption of earnings. His employer has a 13 pay period cycle that ends every fourth Sunday. The pay period that contains the interruption of earnings runs from March 01, 2015 to March 29, 2015.

It is worth highlighting that for a 13 pay period cycle, employers need to issue electronic Records of Employment (ROEs) by whichever of the following dates is earlier:

  • Five calendar days after the end of the pay period in which employees experience an interruption in earnings (i.e. April 03, 2015) or,

  • Fifteen calendar days after the first day of an interruption of earnings (i.e. April 07, 2015)

In this scenario, the employer would need to issue David’s Record of Employment (ROE) no later than April 03, 2015, as this is the earlier of the two dates