A Record of Employment (ROE) is an essential document for Canadian employees and employers, providing important details about an individual’s work history, which plays a critical role when applying for Employment Insurance (EI) benefits. Sage, a popular software company providing comprehensive payroll and HR solutions, offers a streamlined process for generating and managing ROEs, making the entire process more efficient and less error-prone.
You can order ROE forms in large print, e-text, and DAISY formats. You can order them online or by calling 1 855 216-3427 Canada (1-855-216-3427).
What is an ROE or ROE Forms
A Record of Employment (ROE) is a form that Canadian employers must issue to an employee when there is a break in their employment. The ROE contains key information about the employee’s work history, including details such as:
- Employee’s full name and Social Insurance Number (SIN)
- Employer’s business name and contact information
- Employment start and end dates
- Total earnings and hours worked
- The reason for the employee’s departure (e.g., termination, resignation, layoff)
- Employment status (full-time, part-time, etc.)
This form is crucial for employees who wish to claim Employment Insurance (EI) benefits, as it provides the necessary details about their work history and the reason for their job separation.
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The Role of Sage in ROE Generation
Sage provides tools that simplify the process of creating and submitting ROE forms. Using Sage payroll software, employers can automatically generate ROEs for their employees when there is a break in employment, ensuring the document is accurate, compliant, and submitted on time.
Here are some key features of Sage ROE Forms:
- Automated ROE Generation: Sage allows employers to automatically generate ROE forms for employees when they leave the organization or when there’s a significant change in their employment status (e.g., maternity leave, termination, or resignation).
- Accuracy and Compliance: Sage’s software ensures that all required fields on the ROE are completed properly and in compliance with Canada’s Employment Insurance regulations. This reduces the risk of errors that could delay the employee’s EI application.
- Multiple Formats: Sage allows employers to generate ROEs in various formats, such as paper, electronic (e-ROE), or PDF, offering flexibility depending on the employer’s needs and the preferences of the employee.
- Integration with Payroll Systems: Sage’s payroll solutions are integrated with the ROE generation process, allowing payroll information (such as hours worked, earnings, and deductions) to be automatically transferred into the ROE form. This minimizes the need for manual data entry, making the process faster and less prone to mistakes.
- Easy Submission to Service Canada: For electronic ROEs (e-ROEs), Sage software can directly submit the completed forms to Service Canada through the ROE Web system. This system streamlines the process, ensuring quick and efficient submissions and reducing the risk of delays or rejections.
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How to Generate ROEs Using Sage Software
Generating an ROE using Sage is a straightforward process, especially for employers who already use Sage’s payroll systems. Here’s a step-by-step guide on how to generate ROEs using Sage:
- Access Sage Payroll System: Log in to your Sage account and navigate to the payroll section where you manage employee records.
- Select the Employee: Identify the employee for whom you need to create an ROE. The system will pull up the employee’s information, including work history, earnings, and hours worked.
- Review Employment Details: Ensure that the employee’s information (such as name, SIN, and dates of employment) is accurate. Review the reason for the employee’s departure and ensure it is correctly reflected in the form.
- Generate the ROE: Once all the required information is verified, you can generate the ROE by clicking the appropriate button within the software. The system will automatically fill in the necessary fields based on the employee’s payroll records.
- Review and Edit if Necessary: After the ROE is generated, review the form for accuracy. If any details need to be adjusted, you can make edits directly in the software.
- Submit to Service Canada (for e-ROEs): If you’re generating an electronic ROE (e-ROE), Sage software will allow you to submit the form directly to Service Canada through the ROE Web system. This method is preferred for quicker processing and ensures that the ROE is filed in compliance with the regulations.
- Provide the Employee with a Copy: Once the ROE is completed and submitted, you should provide a copy to the employee, whether in paper form, electronically, or via the format requested by the employee.
Why is It Important to Use Sage for ROE Forms?
- Streamlined Process: By using Sage to create ROE forms, employers save time and reduce the complexity involved in generating these documents. This is especially helpful when dealing with a large number of employees or multiple terminations in a short period.
- Compliance with Regulations: Sage ensures that all ROE forms are filled out according to the latest Employment Insurance (EI) regulations. This is essential for avoiding errors that could delay or jeopardize the employee’s eligibility for EI benefits.
- Reduce Errors: Automatic data transfer from payroll records to the ROE form minimizes the chance of human error in completing the forms. This means fewer mistakes and a smoother process for both employers and employees.
- Timely Submission: Timeliness is key when submitting ROEs, as Service Canada requires that ROEs be issued within five days of the employee’s last day of work. Sage makes it easier for employers to generate and submit these forms on time, helping employees access their EI benefits without unnecessary delays.
- E-ROE Advantage: Submitting an e-ROE through Sage’s integration with Service Canada’s ROE Web system ensures faster processing and a more efficient process overall. It also reduces paperwork and administrative burden for the employer.
Common Challenges with ROEs
While Sage’s software makes the ROE generation process much easier, it’s important to be aware of some common challenges:
- Incorrect Information: Errors in the employee’s personal details or employment history (such as incorrect SIN numbers or misreported earnings) can result in delays in the processing of the employee’s EI claim.
- Late Submissions: Employers must submit ROEs promptly after the employee’s last day of work. If there is a delay, it can affect the employee’s ability to apply for EI benefits and may lead to penalties.
- Multiple Departures: Employers managing multiple employee departures simultaneously may face challenges in ensuring that each ROE is generated correctly. Sage’s software helps streamline this process, but attention to detail is still necessary.
Conclusion
In conclusion, Sage ROE Forms provide a seamless and efficient solution for employers who need to create and submit Record of Employment forms for their employees. By automating the process, ensuring compliance, and reducing errors, Sage streamlines the entire ROE generation process, benefiting both employers and employees.
You can order ROE forms in large print, e-text, and DAISY formats. You can order them online or by calling 1 855 216-3427 Canada (1-855-216-3427).
For employers looking to manage employee records, ensure timely and accurate submission of ROEs, and minimize the administrative burden, Sage’s payroll software is a valuable tool that simplifies the process and ensures compliance with Canadian regulations. By using Sage, employers can support their employees in accessing important Employment Insurance (EI) benefits and maintain a smooth workflow in managing workforce transitions.