Record of employment: everything you need to know

A Record of Employment (ROE) is a vital document in Canada that plays a significant role in the employment landscape. It serves multiple purposes and is essential for both employers and employees, particularly when it comes to receiving Employment Insurance (EI) benefits.

This article will delve into everything you need to know about a record of employment, including its definition, the process for obtaining it, and its importance in the realm of employment in Canada.

What is a record of employment (ROE)?

A Record of Employment is a document that Canadian employers must provide to employees when their employment ends. It outlines critical information, such as:

• Employee and employer details
• Duration of employment
• Reasons for termination
• Gross salary
• Total insurable hours worked

The ROE is essential for determining eligibility for Employment Insurance (EI) benefits. It communicates to Service Canada whether the employee qualifies for these benefits and how much they are entitled to receive.

Furthermore, the ROE is categorized into different types, such as a regular ROE, which is issued at the end of employment, and an interim ROE, which may be provided during a leave of absence.

When should a record of employment be issued?

An employer must issue a record of employment whenever an employee’s job ends, regardless of the circumstances. This includes:

• Voluntary resignations
• Layoffs or terminations
• End of a contract
• Leave of absence

Issuing the ROE promptly is crucial as it directly impacts the employee’s ability to apply for EI benefits. The timing of the issuance is not only a legal requirement but also a necessary part of supporting the employee during their transition between jobs.

How long does an employer have to issue an ROE in Ontario?

In Ontario, the employer must issue the ROE within a specific timeframe following the end of employment. The standard rule is that the ROE should be provided within:

• Five calendar days after the employee’s last day of work, if the employee is terminated or quits.
• Within 14 days if the employee has been laid off.

Failure to comply with these timelines could result in penalties for the employer, making it essential for businesses to adhere to these regulations vigilantly.

How do employees get their ROE?

Employees can receive their record of employment in two primary ways:

• Paper ROE: Employers typically provide a physical copy to the employee, which can be submitted to Service Canada.
• Electronic ROE: Employees can access their ROE through their My Service Canada Account, allowing for a more streamlined process.

It is important for employees to ensure that their personal information is up to date in the system to avoid any complications in obtaining their ROE.

How do employers submit an ROE?

Employers have the option to submit a record of employment in two ways, depending on their preference and the number of employees:

• Online Submission: Employers can use the ROE Web service provided by Service Canada to submit the ROE electronically, which simplifies the process and speeds up the issuance.
• Paper Submission: Alternatively, employers can fill out a paper ROE form and mail it to Service Canada.

Regardless of the method, accuracy in completing the ROE is crucial to ensuring that employees do not face issues with their EI claims.

What are ROE codes, and why are they important?

ROE codes are specific codes used on the record of employment to indicate the reason for the employee’s departure. These codes play a critical role in determining the employee’s eligibility for EI benefits. Some common ROE codes include:

• J – Shortage of work
• A – Leave of absence
• D – Dismissal

Accurate coding is essential because it informs Service Canada about the circumstances surrounding the termination. Incorrect or misleading codes can lead to delays or denials of EI benefits, which can significantly impact the employee’s financial situation.

What happens if my employer doesn’t give me a ROE?

If an employer fails to provide a record of employment, employees may face challenges in accessing EI benefits. In such cases, employees can take the following steps:

• Contact the employer and request the ROE.
• If the employer still does not comply, employees can report the issue to Service Canada.

Service Canada has procedures in place to assist employees in obtaining their ROE from non-compliant employers, including possible investigations.

Frequently Asked Questions about Record of Employment

Related questions about record of employment in Canada

When must an employer issue a ROE?

Employers are required to issue a Record of Employment whenever there is a termination of employment, whether voluntary or involuntary. This obligation extends to various scenarios, such as layoffs, resignations, or the end of a contract. Adhering to the timeline for issuing the ROE is critical to ensure employees can access EI benefits promptly.

Is a record of employment the same as T4?

No, a Record of Employment and a T4 form serve different purposes. The T4 form is a tax document that summarizes an employee’s earnings and the taxes deducted during the year, while the ROE focuses specifically on employment history and the reasons for termination. Both documents are important, but they cater to different aspects of employment and taxation.

What happens if my employer doesn’t give me a ROE?

If your employer fails to provide you with a Record of Employment, it can hinder your ability to apply for EI benefits. In such cases, you should first reach out to your employer to request the document. If they still do not comply, you can contact Service Canada for assistance, as they can help you obtain your ROE through their established procedures.

What is the 7-day rule for ROE?

The 7-day rule refers to the requirement for employers to issue a Record of Employment within seven days of the employee’s last day of work. This timeline is crucial for ensuring that employees can apply for EI benefits without unnecessary delays. Employers must comply with this rule to avoid potential penalties and support employees during their transition.