Taxes and Compliance
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      How to Generate a New ROE

      This article will summarize how to generate an ROE for a Worker.

      To ensure all Insurable Earnings by Pay Period are captured accurately, the Record of Employment (ROE) should be generated only after the current pay period has been processed and paid. If the ROE is generated before the employee’s final pay is issued, the auto-populated Insurable Earnings by Pay Period may be incomplete, requiring manual adjustments.
      Skip to how to make manual adjustments.

      If you issue ROEs electronically

      If you issue ROEs electronically and your pay period is weekly, biweekly (every 2 weeks), or semi-monthly (twice a month, usually the 15th and last day of the month), you have up to 5 calendar days after the end of the pay period in which an employee's interruption of earnings occurs to issue an electronic ROE.

      If you have a monthly pay period or 13 pay periods per year (every 4 weeks), you must issue electronic ROEs by whichever date is earlier:

      1. 5 calendar days after the end of the pay period in which an employee experiences an interruption of earnings, or
      2. 15 calendar days after the first day of an interruption of earnings

      Source here

      You can generate a Record of Employment (ROE) directly from the payroll platform. This guide walks you through how to create and finalize an ROE for an employee.

      Steps to Generate a New ROE

      1. Go to the Employees page

      1. From the Payroll apge, click the 3 horizontal lines in the top left.

      2. Open the Employees page.

      3. Find the Employee and select.

      4. Select the ROE tab.

      5. Click Generate New ROE (top-right of the ROE section).

      2. Select the Business and Pay Schedule

      1. Choose the correct Business Entity.

      2. Select the employee’s associated Pay Schedule.

      3. Click Continue.

      3. Fill in the ROE Details

      Complete the following fields:

      1. First Day Worked – The date the employee first started working.

        • This should reflect the earliest “Effective To” date in Corfix.

        • When transitioning to a new payroll provider and submitting an ROE using code K17 (Change of Service Provider), using the earliest date maintains continuity with previous ROEs.

      2. Last Day Worked – The final day the employee worked or received pay.

      3. Separation Code – Select the appropriate reason from the dropdown.

      4. Click Generate ROE to proceed.

      4. How to Finalize the ROE

      1. Click the ⋯ next to the draft ROE and select Edit.

      2. The ROE form will open. Any errors will appear in red at the top.

      3. Update required fields to clear all errors.

      4. Click Save Changes.

      5. Once all errors are resolved, the Finalize ROE button will activate.

      6. Click Finalize ROE to complete the process.

      5. What Happens Next

      Self-Submitters

      • The finalized ROE XML file becomes available to download and submit through ROE Web.

      Managed Submitters (Corfix submits ROEs on your behalf)

      • Push the Submit button.

      • The ROE file is automatically uploaded.

      ROE Submission Types

      6. Making Changes After Finalizing

      • If updates are required after finalizing, create a new ROE by duplicating the original, updating the information, and finalizing the new version.

      • Learn more: How to Amend an ROE.

      Manual adjustments to previously generated ROEs

      If you generated an ROE before the employee’s last pay period was processed, the insurable hours and earnings may be incomplete and will require manual correction. Follow the steps below to update the ROE with the missing information:

      1. Navigate to the employee’s profile in Corfix Payroll.
      2. Open the Paystub tab.
      3. Copy the most recent Gross Pay amount.
      4. Switch to the ROE tab.
      5. Click the three dots (⋯) next to the relevant ROE.
      6. Select Edit.
      7. Scroll to Insurable Earnings by Pay Period and select View.
      8. Paste the copied Gross Pay into the first line.

      This ensures the ROE accurately reflects the employee's final insurable earnings.