Guide to Service Canada Record of Employment (ROE) for
By WelcomeAide Team
What Is a Record of Employment (ROE)?
If you're new to Canada and have started working, one of the most important employment documents you'll encounter is the Record of Employment (ROE). The ROE is an official Canadian government form that your employer must complete every time you experience an interruption of earnings — whether you're laid off, quit, go on leave, or your contract ends.
The ROE is critical because Service Canada uses it to determine whether you qualify for Employment Insurance (EI) benefits, including regular benefits, maternity and parental benefits, sickness benefits, and compassionate care benefits. Without a properly completed ROE, your EI application could be delayed or denied entirely.
As a newcomer to Canada, understanding the ROE system is essential. Unlike many other countries, Canada has a robust Employment Insurance program funded through payroll deductions. Every time you receive a paycheque, you'll notice EI premiums being deducted — the ROE is the key document that allows you to access those benefits when you need them.
When Is an ROE Issued?
Your employer is legally required to issue an ROE whenever there is an interruption of earnings. This includes situations such as:
- Layoff or termination: Whether temporary or permanent, your employer must issue an ROE
- Resignation: If you quit your job voluntarily
- Leave of absence: Including maternity leave, parental leave, medical leave, or compassionate care leave
- Seasonal employment ending: Common in industries like construction, agriculture, and tourism
- Contract completion: When a fixed-term employment contract expires
- Reduction in hours: If your hours drop below 60% of your normal weekly hours for more than one week
Your employer must issue the ROE within five calendar days of your last day of work if they submit paper ROEs, or within five calendar days after the end of the pay period in which the interruption occurs if they file electronically.
Electronic vs. Paper ROE
In Canada, most employers now submit ROEs electronically through ROE Web, Service Canada's online system. This is actually good news for you as an employee because electronic ROEs are sent directly to Service Canada — you don't need to physically collect or submit them yourself.
Here's how each type works:
Electronic ROE
- Submitted directly to Service Canada by your employer
- Automatically available on your My Service Canada Account (MSCA)
- You do NOT need to submit it with your EI application — Service Canada already has it
- Most large and medium-sized employers use this method
Paper ROE (Form Record of Employment)
- Your employer gives you a physical copy
- You must submit it yourself when applying for EI benefits
- Less common today but still used by some small employers
- The form has multiple copies — your employer keeps one, you get one, and one goes to Service Canada
How to Get Your ROE
If your employer files electronically, your ROE will appear automatically in your My Service Canada Account (MSCA). Here's how to access it:
- Go to canada.ca/my-service-canada-account
- Log in using your GCKey or Sign-In Partner (such as your bank)
- Navigate to the "Employment Insurance" section
- Click on "View my Records of Employment"
- All electronic ROEs from the past 11 years will be listed
If your employer issues paper ROEs, you should receive your copy directly. If you haven't received it within the required timeframe, contact your employer directly. If they still don't provide it, you can contact Service Canada at 1-800-206-7218 and they can intervene on your behalf.
Understanding the Information on Your ROE
The ROE contains several important blocks of information. As a newcomer, here are the key sections to understand:
- Block 10 — First Day Worked: The date you started your employment
- Block 11 — Last Day for Which Paid: The last day you were paid, which may differ from your last day of work
- Block 12 — Final Pay Period Ending Date: The end date of your last pay period
- Block 15A — Total Insurable Hours: The total number of hours you worked during the qualifying period — this directly affects your EI eligibility
- Block 15B — Total Insurable Earnings: Your total earnings subject to EI premiums
- Block 16 — Reason for Issuing: A code indicating why the ROE was issued (e.g., Code A for shortage of work, Code E for quit, Code M for dismissal)
Important for newcomers: The reason code in Block 16 is crucial. If the code indicates you quit without just cause or were fired for misconduct, you may not qualify for regular EI benefits. Always review this code carefully and dispute it with Service Canada if you believe it's incorrect.
What to Do If Your ROE Has Errors
Mistakes on ROEs are not uncommon, especially with dates, hours, and earnings. If you spot an error:
- Contact your employer first — Ask them to issue an amended ROE. Employers can submit corrections through ROE Web
- Document the discrepancy — Keep your pay stubs, employment contract, and any time records as evidence
- Contact Service Canada — If your employer refuses to correct the error, call 1-800-206-7218. Service Canada has the authority to investigate and can even issue penalties to employers who file inaccurate ROEs
- Don't delay your EI application — You can apply for EI even if your ROE hasn't been issued or has errors. Apply as soon as possible after your last day of work to avoid losing benefits
ROE and Employment Insurance: What Newcomers Need to Know
As a newcomer, there are some specific things to keep in mind about how the ROE connects to EI eligibility:
- You need a Social Insurance Number (SIN): You must have a valid SIN to work in Canada and to apply for EI. If you're on a work permit, your SIN will start with the number 9
- Insurable hours matter: You typically need between 420 and 700 insurable hours to qualify for EI, depending on your region's unemployment rate. In Metro Vancouver, you generally need 700 hours
- New entrant or re-entrant rules: If you're entering the Canadian workforce for the first time (or re-entering after a two-year absence), you need a minimum of 910 insurable hours to qualify for EI — significantly more than regular workers
- Multiple employers: If you worked for multiple employers, each one must issue a separate ROE. All insurable hours from different jobs can be combined for your EI application
Common ROE Reason Codes Explained
Understanding the reason code on your ROE helps you know what to expect when applying for EI:
- Code A — Shortage of Work/End of Contract: You were laid off. This is the most straightforward path to regular EI benefits
- Code D — Illness or Injury: You left work due to health reasons. You may qualify for EI sickness benefits
- Code E — Quit: You resigned. You generally won't qualify for regular EI unless you can prove "just cause" for quitting
- Code K — Other: Used for various situations. Service Canada will investigate further
- Code M — Dismissal: You were fired. EI eligibility depends on whether the dismissal was for misconduct
- Code N — Return to School: You left work to pursue education
- Code P — Parental Leave: You're going on maternity or parental leave
Tips for Newcomers Regarding ROEs
Here are practical tips to help you navigate the ROE system as someone new to Canada:
- Set up your My Service Canada Account early: Don't wait until you need EI. Register for MSCA as soon as you have your SIN so you can monitor your ROEs
- Keep all pay stubs: In case of disputes, your pay stubs are your best evidence of hours worked and earnings
- Know your rights: Under Canadian law, your employer MUST issue an ROE. It is not optional, and they cannot charge you for it
- Apply for EI promptly: Even if you haven't received your ROE, apply for EI within four weeks of your last day of work. Delays can result in lost benefits
- Get help if needed: If you're struggling with the process, visit a Service Canada Centre in person. Staff can help you in multiple languages, and interpretation services are available
For more information, visit the official Service Canada ROE page at canada.ca/record-of-employment or call 1-800-206-7218 (TTY: 1-800-529-3742). Service is available in English and French, with interpretation available in other languages upon request.
Understanding the ROE system is an important part of settling into Canadian working life. By knowing your rights and responsibilities, you can ensure you have access to the EI benefits you've earned through your payroll contributions.
Related Resources
WelcomeAide Tools
Related Guides
Official Government Sources
Keep WelcomeAide Free
This guide is free — and always will be.
WelcomeAide is a nonprofit. If this helped you, a small donation keeps us running for the next newcomer.
Support WelcomeAide →