Record of Employment in Canada

A Record of Employment, commonly called an ROE, is a document that records information about an employee's employment and is used by Service Canada to administer the Employment Insurance program. Employers generally issue an ROE when an employee who receives insurable earnings experiences an interruption of earnings. The ROE includes information such as insurable hours, insurable earnings, the employee's pay-period information, and the reason the ROE was issued.

Service Canada uses the information on the ROE to assess whether a person may qualify for EI, calculate the amount of benefits, and determine how long benefits may be payable. This is why accurate information on the form matters, particularly when an employee has recently stopped working. An ROE can be issued electronically or on paper. Most ROEs are now submitted electronically, but paper ROEs are still used in certain situations.

Why Does Service Canada Use an ROE?

The ROE gives Service Canada information that it needs to assess an EI claim. Among other things, the information helps establish an employee's insurable employment, hours and earnings and the circumstances surrounding the interruption of earnings. For example, the reason recorded on the ROE can help Service Canada understand whether employment ended because of a shortage of work, a voluntary resignation, dismissal, illness, maternity leave or another circumstance.

However, an ROE is not an EI approval document. Service Canada considers the ROE alongside the other information in an application and applies the eligibility rules for the particular EI benefit. For regular EI benefits, for example, applicants generally need enough insurable hours, must have lost their employment through no fault of their own, and must be ready, willing and capable of working while actively looking for employment.

When Does an Employer Need to Issue an ROE?

An employer generally needs to issue an ROE when an employee experiences an interruption of earnings. One common situation is when an employee has, or is expected to have, seven consecutive calendar days without work and without insurable earnings from the employer. This is commonly referred to as the seven-day rule. Other circumstances can also create an interruption of earnings, including certain leaves, illness, injury, dismissal and other employment changes. The deadline depends on whether the employer issues the ROE electronically or on paper.

ROE Issuing Deadlines

There are special rules and exceptions for particular pay cycles and employment situations, so the precise deadline can vary. Service Canada's current guidance should be used when determining the deadline for a specific situation. The important point for employees is that you should not have to wait indefinitely for your ROE. If you have stopped working and are planning to apply for EI, you should apply as soon as possible rather than delaying your application because you are waiting for the document.

How Do You Get an Electronic ROE?

If your employer submits your ROE electronically, it is sent directly to Service Canada. Your employer does not have to give you a printed copy, although they may provide one as a courtesy. Employees can view electronic ROEs through My Service Canada Account (MSCA). Once you sign in to MSCA, go to the Employment Insurance section and select the option to view your records of employment.

Current Service Canada guidance states that electronic ROEs can be accessed and printed through MSCA, with records available online for seven years following the date they were issued. This makes an electronic ROE relatively straightforward to access. You generally do not need to ask your employer for a second copy simply because you want to view the document. Service Canada also retains ROE information for a longer period. Its current ROE information states that ROEs are kept for 11 years.

What If You Receive a Paper ROE?

Some employers still issue paper ROEs. If you receive a paper ROE and intend to apply for EI, you should keep the original and follow Service Canada's instructions for submitting it. Unlike electronic ROEs, paper ROEs are not automatically transmitted to Service Canada by the employer.

If you apply for EI online, Service Canada provides instructions about how to submit the original paper ROE. You may generally be required to upload it with your application, mail it, or take it to a Service Canada Centre, depending on the instructions provided for your application. If your employer tells you that the ROE was submitted electronically, check your MSCA account before assuming that a paper copy is missing.

Common ROE Reason Codes

One section employees often notice is the reason for issuing the ROE. The reason is recorded using specific codes. Some common examples include:

There are also more specific versions of some codes. For example, an employee who quits to return to school or to take another job can have a more specific reason recorded. The reason code is important, but employees should not assume that one code automatically determines whether they will receive EI. Service Canada assesses the circumstances of the claim and the applicable EI eligibility requirements. If you believe the reason for your ROE does not accurately describe what happened, raise the issue with your former employer and, where appropriate, Service Canada.

What Information Is on an ROE?

An ROE contains information that helps Service Canada assess an employee's EI claim. Depending on the circumstances, it can include:

• Employee identification information
• Employer information
• The employee's first day of work
• The last day for which the employee was paid
• The reason for issuing the ROE
• Total insurable hours
• Total insurable earnings
• Earnings by pay period
• Vacation pay and other amounts paid or payable
• Other information relevant to the interruption of earnings

The ROE's insurable hours and earnings are particularly important because they are used in the EI assessment process.

ROE vs T4: What Is the Difference?

An ROE and a T4 are both employment documents, but they serve different purposes. A T4 Statement of Remuneration Paid reports remuneration an employer paid to an employee during a calendar year. It is primarily used for income tax reporting and completing a Canadian tax return. An ROE, on the other hand, is primarily connected with Employment Insurance and an interruption of earnings. It provides Service Canada with information about insurable employment, including insurable earnings and hours.

In simple terms, your T4 tells the tax system about your annual employment income, while your ROE helps Service Canada assess an EI claim after an interruption of earnings.

What If Your ROE Is Missing?

A missing ROE can be frustrating, particularly if you have recently lost your job and are trying to apply for EI. The first step is to check your My Service Canada Account. If your employer submits the ROE electronically, it should appear there once it has been processed. If it is not there, contact your employer and ask whether the ROE has been issued and whether it was submitted electronically or on paper.

If you still cannot obtain the document, do not automatically wait before applying for EI. Service Canada specifically says that you can apply for EI even if you have not yet received your ROE. Applying more than four weeks after your last day of work may result in lost benefits, so applying promptly is important. A missing ROE can delay the processing of an EI claim, but that does not mean you should postpone the application.

Can You Apply for EI While Waiting for Your ROE?

Yes. You should apply for EI as soon as possible after you stop working, even if your employer has not yet issued your ROE. Service Canada advises applicants not to wait for the ROE before submitting an EI application. If you wait more than four weeks after your last day of work to apply, you may lose benefits. The practical approach is:

1. Stop working and determine whether you may need EI.
2. Apply for EI as soon as possible.
3. Check MSCA to see whether your electronic ROE has been submitted.
4. Contact your employer if the ROE is missing.
5. Follow Service Canada's instructions if a paper ROE is issued.
6. Provide any additional information Service Canada requests.

Remember that applying without an ROE does not guarantee that your EI claim will be approved. Service Canada still has to assess whether you meet the eligibility requirements for the benefit you requested.

What Should You Do If Your ROE Is Incorrect?

Mistakes can happen. Your ROE may contain incorrect dates, earnings, hours, employment information, or a reason for separation that you believe does not reflect what happened. Start by reviewing the document carefully and comparing it with your employment and pay records. If something appears incorrect, contact your employer and explain the specific information that needs to be reviewed. Employers are responsible for ensuring that the information submitted on an ROE is accurate, and Service Canada's guidance provides for an amended ROE when previously submitted information needs to be corrected or updated.

For example, an employer may need to submit an amended ROE when information on a previously issued ROE needs to be changed or when Service Canada asks for an amendment. If an incorrect ROE has already been used in an EI claim, do not assume the issue will resolve itself. Explain the discrepancy to Service Canada and provide supporting information if requested.

What If Your Employer Does Not Issue an ROE?

If you believe your employer should have issued an ROE but has not done so, contact the employer first. Ask whether the ROE has been issued electronically and whether it has been submitted to Service Canada. If it was issued electronically, check MSCA rather than waiting for a paper copy. If the employer has not issued the ROE and you need EI, you should still submit your EI application promptly.

Service Canada can request information and deal with the missing ROE as part of the claim process. Keep copies of relevant employment documents, such as pay statements, employment contracts, and correspondence with your employer. These records can be useful if Service Canada asks you to clarify information about your employment.

Record of Employment and Newcomers to Canada

Newcomers sometimes encounter confusion because ROE, EI eligibility and immigration status are discussed around the same time. These are three separate matters.

Your ROE

Your ROE is an employment record used primarily by Service Canada for EI administration. It records information about your insurable employment and an interruption of earnings.

Your EI Eligibility

EI eligibility is determined under the rules for the particular EI benefit. For regular EI benefits, for example, applicants must meet requirements involving insurable employment, the reason they stopped working, the required number of insurable hours, availability for work and active job searching. Receiving an ROE does not guarantee that you will receive EI.

Your Immigration Status

Your immigration status is a separate issue governed by Canada's immigration rules. A work permit, permanent resident status, or other immigration document determines whether and under what conditions you can work or remain in Canada. For example, a temporary foreign worker's ability to continue working after losing a job may depend on the conditions of their work permit. An ROE does not extend, renew, or replace a work permit.

This distinction is particularly important for newcomers. If you lose your job, do not assume that applying for EI changes your immigration status or permits you to work for another employer. Check the conditions of your immigration document and obtain appropriate immigration advice if your employment situation changes.

Does an ROE Guarantee EI Benefits?

No. An ROE is an important document for the EI process, but it does not guarantee eligibility or payment. Service Canada uses the information on the ROE as part of its assessment, while EI eligibility depends on the requirements of the specific benefit. For regular EI benefits, these can include having enough insurable hours, losing employment through no fault of your own, being available and capable of working, and actively looking for work. This is why receiving an ROE should be viewed as an important step in the EI process rather than as an approval notice.

How Long Should You Keep Your ROE?

If you have an electronic ROE, you can access it through MSCA. Current Service Canada information says electronic ROEs are available through MSCA for seven years after they are issued, while Service Canada retains ROE records for 11 years. It is still sensible to keep your own copies of important employment documents, particularly if you are dealing with an EI claim, an employment dispute, or other administrative matters.

FAQs

What is a Record of Employment (ROE) in Canada?

A Record of Employment (ROE) is a document that records an employee’s insurable hours, earnings, and employment details when there is an interruption of earnings. Service Canada uses the information on the ROE when assessing an Employment Insurance (EI) claim.

When Does an Employer Need to Issue an ROE?

An employer generally must issue an ROE when an employee experiences an interruption of earnings, such as a layoff, dismissal, or certain leaves of absence. The deadline depends on whether the ROE is submitted electronically or on paper.

Can I Apply for EI if I Have Not Received my ROE?

Yes, you should apply for EI as soon as possible rather than waiting for your ROE to arrive. However, submitting an EI application without an ROE does not guarantee that you will qualify for benefits.