Setup Considerations: Record of Employment (ROE) Reporting

Workday helps you generate and submit Records of Employment (ROEs) to Service Canada using a series of tasks and an integration.

Workday generates ROEs for employees who experience an interruption of earnings such as:

Termination.
Leave of absence.
Change organization assignment.
Change in pay frequency or schedule because of a pay group transfer.

You can also create an ROE on demand when Service Canada requests one and an ROE triggering event hasn't occurred.

Workday makes it easier to manage your ROE reporting obligations while complying with Service Canada requirements. Workday keeps your ROE data synchronized with Service Canada when you use Workday as your system of record for ROE reporting. Workday also enables you to:

Issue original and amended ROEs.
Configure criteria based on ROE events, worker eligibility, and pay results for Workday to create ROEs automatically.
Configure reason codes and default comments. When configured, Workday automatically populates the comments and reason codes on the ROE when you create ROE data.
Integrate with Service Canada.
Load
Issued
ROEs and serial numbers back into Workday from Service Canada, using an integration. Therefore, keeping Workday in sync with Service Canada.

Issue an ROE when an employee experiences an interruption of earnings.

Configure ROE creation criteria so Workday prepopulates ROE data when you complete these business processes in Workday:

Assign Pay Group
with a pay frequency or schedule change.
Change Organization Assignments for Worker
.
Request Leave of Absence
.
Termination
.

Create ROEs for retro-active events without having to rerun the specific effective date range.

Create ROEs for workers in multiple jobs.

Schedule when Workday should create ROEs based on completed events and effective since the last time Workday created ROEs.

Amend a previously issued ROE when you need to correct ROE data.

Ignore an ROE triggering event when there isn't an interruption of earnings, such as a worker on paid leave.

Use or modify these Workday delivered ROE creation criteria:

Any specified leave event.
Any specified termination event.
Company transfer events.
Completed ROE events.
Events effective after first processing period begin date of previous pay group.
Last Day For Which Paid Prior to First Day of Leave events.
Leave events that aren't part of cascading leaves.
Leave events that have payroll effects.
Leave event types.
No leave entitlement as of first day of leave events.
Pay frequency change on assign pay group events.
Termination event types.
Terminations after ignored ROE leave events.

Questions	Considerations
Will I issue ROEs before going live on Workday to start a new employment period as of my Workday implementation date? Will I load historical data from my previous payroll application so that when I create ROEs in Workday, Workday reports the existing employment period that started in my previous payroll application?	Make this decision before running your first pay calculation in Workday. See Prepare and Load Historic ROE Data.
Which pay period do I need to allocate my earnings and deductions to?	Review Service Canada guidelines. You can specify the pay period allocation for insurable earnings and hours for each earning and deduction: Edit the earning or deduction and update the ROE section.
Are my earnings configured to report separation payments on the ROE?	You can configure separation payments for each earning by assigning it an ROE reporting type.
Where do you want to see ROE results?	Workday automatically displays ROE results on the ROE Results for Worker(s) and View ROE Events reports. To display ROE results on the worker profile, add ROE Results to the Pay for Worker Profile group. This tab will only be visible to payroll administrators, not workers.

Use Workday Payroll as your system of record for ROE reporting, including:

Corrections, such as overrides you process on the ROE.
Amendments, when you need to change what you reported on a previously issued ROE.

Do not correct or amend ROEs directly in Service Canada. Use Workday Payroll to process any ROE data, including data corrections or amendments to keep the data synchronized between Workday and Service Canada. Changing, correcting, or amending ROE data outside of Workday causes the ROE data in Workday to be out of sync with Service Canada. There is no way to resynchronize the data.

When Service Canada accepts and issues the ROEs in ROE Web, Workday:

Won't automatically update the Workday ROEs with a status of
Issued
.
Will be out of sync with Service Canada until you run the
Canada ROE Inbound
integration.

To update the status of the ROEs, you must:

Manually download the Service Canada import file from ROE Web.
Run the
Canada ROE Inbound
integration in Workday, which will update the status of the ROEs to
Issued
.

Workday doesn't support pay frequencies for 13 pay periods a year. To submit these types of ROEs with Service Canada, manually create and issue them.

Workday doesn't support Record of Employment (ROE) for workers with international assignments in Canada.

Configure the

ROE (CAN)

section of the

Edit Tenant Setup - Payroll

task. Select:

The
Select Submit by default on Approve ROE task
check box.

The
Preserve ROE period and separation payment overrides when re-creating ROE (default option)
check box.

These business processes are an ROE triggering event:

Assign Pay Group
with a pay frequency or schedule change.
Change Organization Assignments for Worker
.
Request Leave of Absence
.
Termination
.

When the business process completes, use the

Create ROE Data for Events

task to create ROE data.

Report	Considerations
ROE Prior Period History Results	Review ROE historical periods from your previous payroll application that you uploaded using the Import ROE Prior Period History Results web service.
ROE Reason Configuration	Review reason code mapping for accuracy.
ROE Results for Worker(s)	Review ROE data for workers.
View Create ROE Data Run History	Review this report to: See ROE creation method. Directly access ROEs.
View ROE Events	View all ROE triggering events that are In Progress , Completed , or marked Ignored . View ROE events that Workday hasn't created ROEs for yet, but are ROE triggering events. You configure ROE Events using the Maintain ROE Configuration task.
View ROEs to Amend	View terminated workers and workers on unpaid leave with an Issued ROE who receive earnings after Service Canada issues their ROE, but before their return to work.

You can create custom reports from report data secured to these ROE business objects:

ROEs for Selection Criteria
ROEs for Worker Parm
ROE Prior History Load
ROE Reason Configurations

Integrations	Considerations
Canada ROE Outbound	Workday includes only ROEs in Approved status in the outbound integration file. Generates an ROE outbound integration file. Exports the file to a server from which you can manually upload it to Service Canada. If Service Canada fails or rejects the ROEs, or you find an error, do not make changes to the ROE in Service Canada. You must use Workday to make any changes. In Workday, unapprove the ROE, correct the data, recreate and reapprove the ROE, then resend to Service Canada.
Canada ROE Inbound	Retrieves and imports an ROE file that you previously downloaded from Service Canada. Once Service Canada accepts an ROE, they assign it the Issued status. Import only Issued ROEs from Service Canada.

Web Services

Considerations

Import_ROE_Prior_Period_History_Results

Enables you to load your historical insurable hours and earnings into Workday. Use this web service before your Workday implementation if you’ve decided to continue the existing employment period without an interruption of earnings. Before using this web service, ensure that your period schedules include the historical periods you want to load. We recommend that you load a minimum of 1 year before your Workday implementation date and include only 1 line per reporting period, per worker. Example: If your pay periods are semi-monthly, load 24 payroll periods. If the data isn't valid, access the Cancel ROE Prior Period History Results task to remove the historical periods. Recreate the ROE to remove the canceled prior period history results from the ROE.

Workday offers a Touchpoints Kit with resources to help you understand configuration relationships in your tenant. Learn more about the Workday Touchpoints Kit on Workday Community.