This article covers the steps to generate Record of Employment (ROE) XML files within NetSuite SuitePeople Payroll for subsequent submission to Service Canada.
Two methods are available in NetSuite:
Single ROE: For issuing an ROE for an individual employee.
Mass ROE (MAS): For issuing ROEs for multiple employees.
Prerequisites
Before generating an ROE in Zone Payroll, ensure the following system actions are complete:
Final pay has been successfully processed in the payroll module.
Insurable earnings and hours data are accurate for the relevant periods.
System Note: Do not enter the termination date in the employee's HR record until after the ROE values have been reviewed and the XML has been generated.
Option 1: Generate a Single ROE
Step 1: Navigate to the ROE List
Go to Payroll Administration > Canada > ROE > List.
Click the New button.
Step 2: Select the Employee
In the new window, select the required employee.
NetSuite will populate the form with payroll data.
Step 3: Review System Data
Review the populated fields for accuracy against payroll records:
Reason for issuing the ROE
First day worked / Last day worked
Final pay period end date
Total insurable earnings / Total insurable hours
Step 4: Generate the ROE XML
Click the Generate ROE XML button.
The system will create the XML file. Save this file to your local drive for external submission.
Option 2: Generate Mass ROEs (Batch)
Use this option only when details (reason code and interruption dates) are identical for the entire group.
Step 1: Navigate to Start Batch
Go to Payroll Administration > Canada > ROE > Start Batch.
Step 2: Select Employees
Select the employees requiring ROEs for this batch.
Select the common ROE Reason Code applicable to all selected employees.
Step 3: Review Batch Data
Review the summary data generated by the system for the selected group to ensure accuracy before finalizing the batch.
Step 4: Generate Batch ROE XML
Click Generate Batch ROE XML.
The system will create the XML file(s). Save them to your local drive for external submission.
Step 5: Upload the ROE to Service Canada (ROE Web)
Once the ROE XML file has been generated and saved from the payroll system (either Single or Mass ROE), it must be uploaded and submitted through Service Canada’s ROE Web portal.
Important: Generating the ROE in the payroll system does not automatically submit it to Service Canada. The ROE is only considered issued once it has been successfully uploaded and accepted in ROE Web.
Uploading the File
-
Log in to the Service Canada – ROE Web website using your credentials and select your organization if prompted.
ROE Web Main Page
From the left-hand navigation menu, click Upload a Payroll Extract File. (Insert Screenshot: Left menu with “Upload a Payroll Extract File” highlighted)
Under "Step 1: Select File(s)," click Choose Files and select the ROE XML file you generated previously (e.g.,
ROE_1356_2.blk).Under "Step 2: Select Folder," choose the appropriate destination folder for the ROE.
Under "Step 3: Complete the Declaration," check the box to certify that the information submitted is accurate. Confirm the Issuer Name, then click the Upload File(s) button. (Insert Screenshot: Declaration checkbox and Upload button)
Confirming Submission and Status
After uploading, a "Successful Upload" message will appear.
(Insert Screenshot: Successful Upload confirmation showing the "View Progress" link)
Click the View Progress link in the confirmation message.
On the progress screen, verify that the ROE status reads Accepted or Submitted.
From this screen, you can also download or print a PDF copy of the official ROE for your records.
ROE status/progress screen
Post-Generation: Locating Stored ROEs in Zone Payroll
Once generated, a record of the ROE details is stored within NetSuite on the employee record.
Path: Employee Profile > Tax Info > CA Record of Employment
Additional Resources: