Filing a Record of Employment (ROE) with QBO Payroll
These instructions will help you prepare and file a Record of Employment for terminated employees in Quickbooks Payroll.
Instructions - Summarized
- In QBO > Payroll: Change the Employee Status to "Terminated". Add the Termination Date and Reason Code.
- In QBO > Payroll: After saving the status change, QBO will prompt you with the ROE creation process.
- Follow the onscreen instructions in QBO to download the ROE file and follow the given link to Service Canada's ROE Web.
- Upload the ROE to Service Canada's site.
Instructions - Detailed
A) Change Employee Status
- In QBO, navigate to Payroll > Employees
- Select the Employee
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Select "Actions" from the top right of the screen, then "Change Status"
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Change the Status to "Terminated"
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Complete the information for Last day of work and Reason for status change
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QBO will prompt you to ask if you want to create the Record of Employment. Select "Continue".
B) Generate the Record of Employment
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QBO will first generate a PDF copy (this is not an official ROE) for you to Review. Check to make sure all details are correct, then download the PDF to your computer for your records to serve as a backup.
- Click "Next"
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Download the BLK file to your computer (this is the file that you will upload to Service Canada).
- Follow the link in QBO to ROE Web to file the ROE with Service Canada.
Service Canada ROE Web:
https://www.canada.ca/en/employment-social-development/programs/ei/ei-list/ei-roe/access-roe.html
TIP: If you accidentally skip over the steps above and need to retrieve a Record of Employment you can always access them by navigating to Payroll > Payroll tax and scroll down to the bottom of the page to see the "Record of employment" section.
C) Upload BLK file to Service Canada ROE Web
- Sign in to Service Canada's ROE Web using either your GCKey or bank login credentials.
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From the list of My Organization(s), select the relevant organization
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Navigate to the ROE Web Main Page
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From the Quick Links on the next page, select "I want to upload a Payroll Extract file"
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Upload the BLK file that you downloaded from Quickbooks and follow the on-screen steps to upload the file
The next steps are critical to ensure that your ROE is submitted to ROE Web. Skipping these steps will result in your ROE not being marked as filed with Service Canada.
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When you see "Successful Upload" click the "View Progress" link to see the status of your ROE
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On the next page, click on the ROE from the File Name list to open the uploaded file.
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In the "File Contents" section, select ROE Passed (View): 1
- Once you click on ROE Passed, you need to view the ROE and verify all details. Once reviewed, click the checkbox to confirm.
Make sure you see the "ROE successfully submitted to Service Canada message
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Click "Create Report/Print ROEs" and download a copy for your records. You can also email the PDF to the terminated employee.
That's it, you're done 🥳. Please let your Agile BK team know if there's anything we can do to help.