--- title: Producing a record of employment description: Complete a record of employment, produce its XML for ROE Web, declare it issued and amend it if needed. url: "http://illizeo.com/en/centre-aide/canadian-payroll-records-of-employment/" updated: "2026-11-11" category: Payroll / Canadian payroll --- # Producing a record of employment In Canada, the employer produces a record of employment (ROE) whenever an employee has an interruption of earnings: end of contract, but also leave, illness, maternity… Canadian payroll opens a record at each contract end, pre-fills it from the closed pays, and produces the XML to upload to ROE Web, Service Canada’s service. You then declare it issued in Illizeo. This article explains these steps, and how to amend a record already issued. It is aimed at payroll managers and administrators. ## Before you start - The employer must have a Canadian employer record, with its contact person — see [Setting up a Canadian employer and the payroll settings](https://illizeo.com/en/centre-aide/canadian-payroll-canadian-employers/). - The pays of the period must be closed for their earnings to count. - **Records of employment** right: at the **Access** level, you read the list and each ROE, and download the XML; at the **Execute** level, you create an ROE, complete it, produce the XML, declare it issued, amend an issued ROE, and receive notices and reminders. The Administrator and Payroll Manager roles hold it at the Execute level. ## Reading the list of records Open **Canadian payroll › Records of employment** and choose the **Employer** if you have several. The page has two lists: - **To produce**: open records, with the **Employee**, the **Last day paid**, the **Reason** (or **To choose**), the **Due date** (flagged **overdue** once passed) and the **Status**: **To complete**, or **XML ready, to upload to ROE Web**. A record created by hand is marked **created by hand**; a record that corrects another, **amends ROE no. …**. - **Issued**: records declared issued, with their date and serial number; a record replaced by an amended ROE is marked **replaced**. Each contract end opens a record automatically. The record must be uploaded to ROE Web no later than 5 days after the end of the pay period in which the interruption falls. ## Creating a record for an interruption without a contract end 1. In **New ROE**, choose the employee’s **Contract**. 2. Choose the **Reason** (for example **Illness or injury**, **Maternity**, **Parental**). 3. Click **Create**. The message “Record of employment created.” confirms it and the record joins the **To produce** list. ## Completing a record Click the employee to open their record. The header shows the deadline (“due by …”). If a pay of the period is not closed, a warning says its earnings do not count yet. ### Dates and reason - **First day worked (block 10)** and **Last day paid (block 11)**. - **Reason for issuing (block 16)**: the list uses Service Canada’s reasons (shortage of work, quit, illness, maternity, dismissal…). - **Expected date of recall (block 14)**: **Unknown**, **Not returning** or **Returning on a date**, with the **Return date**. - **Comments (block 18)**. ### Insurable earnings and hours The **Insurable earnings and hours (blocks 15A and 15C)** block lists each pay period (PP1, PP2…) with its **Source** — **Illizeo pay** or **Before Illizeo** —, its **Earnings** and its **Hours**, and the total insurable hours. For an Illizeo pay, leave the hours empty to keep the proposal (contract or pay hours), or correct them. For a period before Illizeo, enter the insurable earnings and hours. ### Final amounts and special payments - **Vacation pay (block 17A)**: the **Vacation pay code** and the **Amount**. - **Statutory holidays paid after the last day (block 17B)**: the **Holiday date** and the amount. - **Other monies (block 17C)**: the **Amount code** (severance pay, pay in lieu of notice, bonuses…) and the amount. - **Special payments (block 19)**: paid sick leave, wage loss indemnity, paid maternity or parental leave. Each list is filled in with **Add** and corrected with **Remove the line**. Click **Save the record**. ## Producing and uploading the XML 1. Click **Produce the XML**. The message “The record of employment XML is ready.” appears, and the status becomes **Draft XML ready: upload and review it in ROE Web**. 2. Click **Download the XML**. 3. Upload the file to ROE Web and review the record there before issuing it. ## Declaring the record issued Once the record is issued in ROE Web: 1. In **Declare issued**, enter the **Issued on** date and the **Serial number** (W or M followed by 8 digits, as ROE Web shows it). 2. Click **Declare issued**. The message “Record of employment declared issued.” appears. The record moves to the **Issued** list and is frozen. If a four-eyes validation circuit is active for this action, the declaration goes for validation: the record is frozen until a second officer decides. A record that has not been issued yet can be deleted: the **Delete this record of employment?** dialog warns that its entries are lost. ## Amending an issued record 1. Open the issued record and click **Amend this ROE**. 2. An amended ROE opens: it corrects the original ROE, whose number it carries in block 2. Complete it in full: ROE Web replaces the original with it. 3. Produce its XML, upload it to ROE Web, then declare it issued. The original is then marked **Replaced by an amended ROE.**, with the **View the amended ROE** link. The SIN cannot be corrected this way; an ROE issued in error is corrected by writing “Previous ROE issued in error” in block 18. ## Good to know - Holders of the Execute level are notified of contract ends that open a record, and reminded as the deadline approaches. - With the SFTP deposit set up, a record’s XML goes to the company’s server on its own when it is declared issued. - Earnings from before Illizeo are entered in the record; the employee’s takeover totals also count. ## Frequently asked questions ### Does Illizeo send the record to Service Canada? No. You upload the XML to ROE Web yourself, then declare the record issued in Illizeo. ### The record stays in the To complete status. Why? Required information is missing, often the reason for issuing (block 16) or a date. Complete it and save. ### Can I delete an issued record? No. An issued record is frozen; to correct it, create an amended ROE. ### *Similaire*