Record of Employment (ROE): What Newcomers Need to Know for EI Claims

Welcome to Canada! As you settle into your new life, you'll encounter many new systems and processes designed to support residents, including newcomers. One crucial document you'll likely hear about, especially if you experience a job loss or need to take time off work, is the Record of Employment (ROE). For many newcomers, understanding the ROE is the first step towards accessing vital Employment Insurance (EI) benefits. This comprehensive guide from WelcomeAide is designed to demystify the ROE and help you navigate the process with confidence.

Navigating employment regulations in a new country can feel overwhelming, but we’re here to help. The ROE is not just a piece of paper; it's a key document that confirms your employment history and insurable earnings with an employer. Without it, claiming EI benefits can be significantly delayed or even impossible. Whether you’re looking for your first job in Canada, planning for parental leave, or facing an unexpected job loss, knowing about the ROE is essential for your financial well-being.

What Exactly is the Record of Employment (ROE)?

The Record of Employment (ROE) is a document issued by an employer to an employee when that employee experiences an interruption of earnings. This interruption can be due to various reasons, such as a layoff, termination, resignation, leave of absence (like parental or sickness leave), or even a strike or lockout. Essentially, it's a comprehensive record of your employment history with that specific employer, detailing your insurable hours and earnings.

The primary purpose of the ROE is to provide Service Canada with information needed to determine your eligibility for Employment Insurance (EI) benefits. Think of it as your official employment transcript, verifying your work history and earnings so that Service Canada can accurately calculate any potential EI benefits you might be entitled to. Without an ROE, Service Canada cannot process an EI application because they lack the necessary data to confirm your eligibility and benefit amount.

Types of ROEs: Electronic vs. Paper

In Canada, ROEs are primarily issued in two formats:

• Electronic ROE (eROE): Most employers submit ROEs electronically directly to Service Canada. This is the most common and preferred method. When an eROE is issued, you won't receive a physical copy. Instead, the information is automatically sent to Service Canada, and you can view it online through your My Service Canada Account (MSCA). This method is generally faster and more efficient.
• Paper ROE: In some cases, usually for smaller businesses or specific circumstances, an employer might issue a paper ROE. If you receive a paper ROE, it's crucial to keep it safe. You will need the information from this paper copy to complete your EI application, and in some cases, you may need to submit the original paper copy to Service Canada.

Regardless of the format, the information contained within the ROE is the same and equally important for your EI claim.

Why is the ROE So Important for Newcomers?

For newcomers to Canada, understanding the ROE is particularly vital. Many immigrants and skilled workers arrive with the intention of working and contributing to the Canadian economy. However, unexpected situations can arise:

• First Job Loss: You might secure your first job in Canada, only to face a layoff or contract termination. The ROE from this employer will be critical for claiming EI benefits while you search for new employment.
• Planning for Family: If you plan to start a family in Canada, parental leave benefits are available through EI. Your ROE will be necessary to prove your insurable hours and earnings before taking time off.
• Sickness or Injury: Should you become ill or injured and unable to work, EI sickness benefits can provide financial support. Again, your ROE is the key document.
• Caregiving Responsibilities: EI also offers benefits for those who need to take time off work to care for a critically ill or injured family member, or to support a family member nearing the end of life.
• Understanding Canadian Systems: The ROE process introduces you to a fundamental aspect of Canada's social safety net. Learning how it works empowers you to access support when needed.

Without a valid ROE, Service Canada cannot process your EI application, leaving you without potential income replacement during challenging times. This could lead to significant financial stress, especially for those new to the country who might not have a strong financial cushion yet.

Who Needs an ROE?

Anyone who experiences an "interruption of earnings" from an insurable employment needs an ROE. This includes:

• Employees who are laid off or terminated: This is the most common scenario.
• Employees who resign: Even if you quit your job, your employer is still required to issue an ROE. While resigning often affects EI eligibility for regular benefits, the ROE is still necessary for Service Canada to make that determination.
• Employees taking a leave of absence: This includes parental leave, sickness leave, compassionate care leave, or leave to care for a critically ill or injured person.
• Employees whose contract ends: If you were on a temporary contract, an ROE is issued when the contract concludes.
• Employees who are suspended: If a suspension constitutes an interruption of earnings.
• Employees involved in a strike or lockout: The ROE will indicate this reason for separation.

In short, if you were working in Canada and paying into EI (visible as "EI" deductions on your pay stub), and your employment with an employer ends or is interrupted for seven consecutive calendar days or more, you need an ROE from that employer.

When and How Your Employer Issues an ROE

Employers have a legal obligation to issue an ROE. The timeliness of this issuance is crucial for your EI application.

Employer Timelines for Issuing an ROE:

• If the employer issues an eROE (electronic): The employer must submit it to Service Canada within five calendar days of the first day of an interruption of earnings or the date they become aware of an interruption of earnings.
• If the employer issues a paper ROE: They must issue it to you within five calendar days of the first day of an interruption of earnings or the date they become aware of an interruption of earnings, OR by the date of your next scheduled pay, whichever is later.

It's important to note these timelines. If your employer delays issuing your ROE, it can significantly delay your EI application. You should communicate with your employer about the ROE as soon as you know your employment is ending or being interrupted.

What If Your Employer Doesn't Issue Your ROE?

If your employer fails to issue your ROE within the stipulated timeframe, don't panic, but do take action:

1. Contact Your Employer: Politely follow up with your employer (HR department or direct manager) and remind them of their obligation to issue the ROE. Keep a record of your communication (dates, who you spoke to, what was discussed).
2. Contact Service Canada: If your employer still doesn't issue the ROE after your attempts, contact Service Canada directly. You can explain the situation, and they can intervene to help obtain the ROE from your employer. You can still apply for EI benefits even if you don't have your ROE, but you must explain why it's missing. Service Canada will then contact your employer to request it.

Remember, you have a right to your ROE. Don't hesitate to seek assistance if you encounter difficulties.

Understanding the Key Sections of Your ROE

The ROE form (whether electronic or paper) contains several blocks of information. While you don't need to memorize every single one, understanding the key blocks will help you ensure accuracy and comprehend your EI claim:

• Block 15A – Total Insurable Hours: This shows the total number of hours you worked for that employer during the period covered by the ROE. This is crucial for determining if you meet the minimum insurable hours required for EI eligibility.
• Block 15B – Total Insurable Earnings: This is the total amount of money you earned that EI premiums were paid on. This figure is used to calculate your weekly EI benefit amount.
• Block 15C – Insurable Earnings by Pay Period: This breaks down your earnings by pay period, which Service Canada uses to calculate your best weeks of earnings for benefit calculation.
• Block 16 – Reason for Issuing This ROE: This is one of the most critical sections. It indicates why your employment ended. Common codes include:
  • A: Shortage of work/end of contract/layoff
  • D: Illness or injury
  • E: Quit
  • F: Maternity
  • G: Retirement
  • H: Work sharing
  • K: Other (e.g., parental leave, compassionate care)
  • M: Dismissal/Suspension
  • N: Leave of absence

  The reason code significantly impacts your eligibility for certain EI benefits. For instance, if you quit (E) or were dismissed for misconduct (M), you might not be eligible for regular EI benefits.

• Block 17 – Payouts: This section details any vacation pay, severance pay, or other monies paid to you upon separation. These payments can affect when your EI benefits will start.
• Block 18 – Comments: Your employer can add additional information here that might be relevant to your EI claim.

Always review your ROE carefully for any errors. If you find a mistake, contact your employer immediately to request a correction. An incorrect ROE can lead to delays or issues with your EI claim.

For more detailed information on specific blocks, you can refer to the Service Canada guide on ROE blocks.

Connecting Your ROE to Employment Insurance (EI) Benefits

The ROE is the bridge between your employment and your eligibility for Employment Insurance benefits. EI is a program designed to provide temporary financial assistance to Canadians who are out of work through no fault of their own, or who are taking time off for specific life events.

Types of EI Benefits Relevant to Newcomers:

• Regular Benefits: For those who have lost their job through no fault of their own (e.g., layoff, shortage of work) and are actively looking for new employment.
• Sickness Benefits: For those who are unable to work due to illness, injury, or quarantine.
• Maternity Benefits: For biological mothers who are pregnant or have recently given birth.
• Parental Benefits: For parents who are caring for a newborn or newly adopted child. These can be shared between parents.
• Caregiving Benefits: For individuals who need to take time off work to provide care or support to a critically ill or injured family member, or to a family member who is gravely ill with a significant risk of death.

Eligibility Criteria – How Your ROE Plays a Role:

To be eligible for any EI benefits, you generally need to meet specific criteria, all of which are verified through your ROE:

1. Accumulated Insurable Hours: You must have worked a certain number of insurable hours in the last 52 weeks (or since your last EI claim, whichever is shorter). The exact number of hours varies depending on the type of benefit and the unemployment rate in your region. Your ROE's Block 15A provides this crucial information.
2. Reason for Separation: As mentioned, the reason your employment ended (Block 16) is a significant factor. For regular benefits, you generally must be out of work through no fault of your own.
3. Availability for Work (for Regular Benefits): For regular benefits, you must be ready, willing, and capable of working each day and actively searching for new employment.

Your ROE serves as the official proof for Service Canada regarding your insurable hours and the circumstances of your job separation. Without it, your claim cannot be processed.

Step-by-Step Guide: Using Your ROE for an EI Claim

Once you have your ROE (or know it has been submitted electronically), you can proceed with your EI application. It's crucial to apply as soon as possible after your last day of work, even if you haven't received your ROE yet.

Step 1: Gather Necessary Information and Documents

Before you start your application, have the following information readily available:

• Your Social Insurance Number (SIN).
• Your mother's maiden name.
• Your mailing address and, if different, your residential address.
• Your full banking information (bank name, branch number, account number) for direct deposit of benefits.
• The names and addresses of all your employers for the last 52 weeks, along with the dates of employment and reasons for separation.
• Your Record(s) of Employment (ROE) from all employers for the last 52 weeks. If you have a paper ROE, you'll need the information from it. If it's electronic, Service Canada will access it directly.
• If you're applying for sickness, maternity, or parental benefits, you might need additional documentation (e.g., medical certificates for sickness, proof of birth/adoption for parental).

Having everything ready will make the application process smoother and faster.

Step 2: Apply for EI Online

The easiest and fastest way to apply for EI is online through the official Service Canada website:

1. Visit the Official Website: Go to the Employment Insurance application page on Canada.ca.
2. Complete the Application: Follow the step-by-step instructions to fill out the online application form. It will ask for personal details, employment history, and information about your interruption of earnings.
3. Declare Missing ROE (If Applicable): If you haven't received your ROE yet, there will be a section in the application where you can indicate this. Service Canada will then follow up with your employer.
4. Submit Your Application: Once completed, submit your application. You will receive a confirmation number. Keep this number safe!

It's highly recommended to apply as soon as your employment ends, even if you are waiting for your ROE. There is a waiting period for EI benefits (typically one week), and applying promptly ensures your benefits start as soon as possible after this period.

Step 3: What Happens After You Apply?

• Confirmation: You'll receive a confirmation number immediately after submitting your online application.
• Waiting Period: There's usually a one-week waiting period before you can start receiving benefits. This is equivalent to the first week of benefits for which you are otherwise eligible.
• My Service Canada Account (MSCA): If you don't have one already, create a My Service Canada Account (MSCA). This account allows you to view the status of your EI application, check your payment information, access your electronic ROEs, and submit required reports. This is an invaluable tool for managing your EI claim.
• Required Reports: For regular EI benefits, you will generally need to complete bi-weekly reports to confirm your availability for work and report any earnings. Failure to submit these reports can result in delays or suspension of your benefits.
• Decision: Service Canada will review your application and ROE(s) to determine your eligibility and benefit amount. You will be notified of their decision.

For more personalized assistance, WelcomeAide offers online chat support where you can ask questions about your EI application process.

Common Mistakes Newcomers Make with ROE and EI

Understanding potential pitfalls can help you avoid delays or issues with your EI claim:

• Delaying the EI Application: Many newcomers wait until they have their physical ROE before applying. This is a common mistake. You should apply for EI as soon as your job ends, even if you don't have your ROE. Service Canada will follow up with your employer. Delays in applying can result in lost benefit weeks.
• Not Following Up on a Missing ROE: While Service Canada can request the ROE, it's always best to be proactive. If your employer doesn't issue it on time, politely follow up and then contact Service Canada if necessary.
• Misunderstanding the "Reason for Separation" (Block 16): Incorrectly stating or misunderstanding why your employment ended can negatively impact your eligibility. For example, resigning from a job generally disqualifies you from regular benefits unless there's "just cause" (e.g., workplace harassment, dangerous conditions). If you disagree with the reason stated on your ROE, you should immediately contact your employer and Service Canada.
• Not Creating a My Service Canada Account (MSCA): This account is your primary portal for managing your EI claim. Without it, you cannot easily view your eROEs, track your application status, or submit reports.
• Not Reporting Earnings While on EI: If you work any hours or earn any income while receiving EI benefits, you must report it. Failure to do so can lead to overpayments, penalties, and even fraud charges.
• Ignoring Communication from Service Canada: Service Canada may send you letters or requests for more information. Respond promptly to avoid delays or suspension of your benefits.
• Assuming All Earnings are Insurable: Not all types of income are insurable for EI purposes. For most standard employment, it will be, but it's good to be aware. Your ROE will clearly state your insurable earnings.

Tips for Newcomers Regarding ROE and EI

Here are some proactive tips to help newcomers navigate the ROE and EI process smoothly:

• Keep Detailed Records: Maintain a personal record of your employment dates, hours worked, earnings, and contact information for all your employers. This will be invaluable if you ever need to apply for EI.
• Understand Your Pay Stubs: Familiarize yourself with your pay stubs. Look for deductions like "EI" (Employment Insurance) and "CPP" (Canada Pension Plan). This confirms you are in insurable employment.
• Communicate with Your Employer: Maintain open communication with your employer, especially if you anticipate an interruption of earnings. Confirm when and how your ROE will be issued.
• Know Your Rights: Understand that your employer is legally obligated to issue an ROE. If they fail to do so, you have recourse through Service Canada.
• Apply Promptly: The golden rule for EI is to apply as soon as your work stops, even if you don't have your ROE yet. This minimizes any potential loss of benefits.
• Use Your My Service Canada Account: Set up and regularly check your MSCA. It’s your central hub for all EI-related information.
• Seek Assistance: Don't hesitate to seek help if you're confused or facing difficulties. WelcomeAide offers various programs and services to assist newcomers with employment-related challenges. You can also contact Service Canada directly for support.
• Learn About Local Resources: Many community organizations and settlement agencies offer free services to help newcomers with job searching, resume building, and understanding employment rights.

Being informed and proactive will significantly ease your journey through Canada's employment and social support systems.

Timelines to Remember

Staying on top of timelines is key to a successful EI claim:

• ROE Issuance by Employer: Within 5 calendar days of the interruption of earnings (for eROEs) or 5 calendar days/next scheduled pay (for paper ROEs).
• EI Application: Apply as soon as possible after your last day of work. You can apply before your ROE is issued.
• Waiting Period: Typically one week from when your benefits would otherwise begin.
• Reporting: If you are on regular EI benefits, you generally need to submit bi-weekly reports to Service Canada.

Missing these timelines can result in delays or a reduction in the total benefits you receive.

Costs Involved (or Lack Thereof)

It's important to clarify that there are no direct costs associated with obtaining or submitting your Record of Employment. Your employer is legally required to issue it free of charge. Similarly, there are no fees to apply for Employment Insurance benefits through Service Canada.

The "cost" related to EI is the premiums deducted from your insurable earnings while you are employed. These premiums are a small percentage of your gross earnings, up to a maximum annual amount, and are mandatory for most employees in Canada. These contributions are what fund the EI program, allowing you to access benefits when you need them.

Conclusion

The Record of Employment (ROE) is a foundational document for accessing Employment Insurance benefits in Canada. For newcomers, understanding its purpose, how it's issued, and how it impacts an EI claim is crucial for financial stability and peace of mind. While the process may seem complex at first, remember that resources like WelcomeAide and Service Canada are here to support you.

By being proactive, keeping good records, and understanding the key steps, you can confidently navigate the ROE and EI system. Don't let uncertainty prevent you from accessing the support you are entitled to. Embrace this knowledge as another step in successfully settling into your new Canadian life.

If you have further questions or need personalized guidance, explore our employment resources for newcomers or reach out to us directly through our contact page.