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Administrator Guide
Last Updated: 2023-09-08
Example: Create Multiple ROEs for a Terminated Worker in Multiple Jobs

Example: Create Multiple ROEs for a Terminated Worker in Multiple Jobs

This example demonstrates how to create multiple Records of Employment (ROEs) for a terminated worker with multiple jobs.
A worker has 2 positions in 2 pay groups with different pay frequencies. You end the worker's additional job using the
End Additional Job
 task, then terminate the worker.
Security: These domains in the CAN Payroll functional area:
  • Process: ROE (Create Data) - CAN
  • Reports: ROE Results for Worker(s) - CAN
  • Process: ROE (Edit Data) - CAN
  • Process: ROE (Approve Data) - CAN
  1. Set up ROE reporting.
  2. You can:
    • Complete on-cycle payroll for the period, which includes the worker's last day.
    • Pay final wages using an off-cycle payment in the period containing the Last Day for Which Paid.
  3. Create ROE data for the terminated worker.
    For a worker in multiple jobs, Workday creates:
    • 2 ROEs for a worker who has 2 positions in 2 pay groups with different pay frequencies.
    • 2 ROEs for a worker who has 2 positions, in 2 companies with different payroll account numbers.
    • 2 ROEs for a worker who has 2 positions, in 2 pay groups with the same frequency and different payment dates.
    • One ROE for a worker who has 2 positions in the same company, but 2 different pay groups with the same pay frequency and schedule.
    When you don't configure a processing position using the
    Maintain Payroll Processing Position Rules
     task, the worker's primary position for the ROE automatically populates the
    Occupation
     field.
  4. Access the
    ROE Results for Worker(s)
     report to select the ROEs and the relevant command. When no errors exist, Workday sets the ROE status to
    In Progress
    , and you can approve the ROEs.
    To view a list of multiple ROEs for workers in multiple jobs or linked ROEs (Example: Original and Amend) for workers in one position, select the
    View linked or multiple ROEs for a worker in list view
     check box in the
    Edit Tenant Setup - Payroll
     task.
  5. Access the
    Approve ROEs
     task. To find the ROEs you want to approve, select
    Approve All ROEs in Progress
     or search and select a worker's name.
    • To approve the ROE in
      Draft
       status, select the
      Confirm
       check box.
    • Select the
      Confirm
       and
      Submit
       check boxes to set the ROE to
      Submit
       status in the ROE outbound integration. Selecting both enables you to avoid the need to submit the draft ROEs manually after you loaded them to Service Canada.
    You can select the
    Submit
     check box automatically if you select the
    Select Submit by default on Approve ROE
     task check box on
    Edit Tenant Setup - Payroll
    .
  6. Select options from these fields on the
    Launch/Schedule Integration
     task to select which Approved ROEs to include in the outbound file for Service Canada:
    • Pay Group
    • Company
    • Worker
    Workday includes all ROEs in
    Approved
     status in the outbound integration file if you don't select an option.
    Approved ROEs sent to Service Canada update to
    Pending Issuance
    . If you need to update or change an ROE in
    Pending Issuance
     status:
    • Select
      Cancel Pending Issuance
      , either when you view the ROE or from the worker profile (
      ROE
      Cancel Pending Issuance
      ) to change the status of a single ROE back to
      In Progress
      .
    • Use the
      Change ROE Pending Issuance Status to Approved
       task to revert all ROEs in an outbound integration file to
      Approved
      .
  8. Import the issued ROEs into Workday from Service Canada.
    Workday recommends that you import only ROEs with an
    Issued
     status from Service Canada. If you import ROEs with the
    Passed
    ,
    Failed
    , or
    Rejected
     status into Workday, you must delete or recreate the ROE data before sending the ROE back to Service Canada. For more information, see the Service Canada web site.
Workday generates 2 ROEs and the imported ROE status for each update from
Pending Issuance
 to
Issued
. The Issued Date and ROE Serial Number display for each ROE.