A Record of Employment (ROE) is used by Service Canada to determine whether an individual qualifies for Employment Insurance benefits, what the benefit rate will be, and the duration of the employee’s claim.
A Record of Employment is commonly requested by an employee when they:
- Leave UBC
- Are laid off
- Are taking a Leave of Absence (e.g. maternity, parental or sick leave)
- Have had within the last 52 weeks, or since the last ROE, seven consecutive calendar days without work and insurable earnings from the employer
If the above applies and you plan to make a claim for Employment Insurance, Service Canada requires a record of your employment history and earnings.
UBC pays employees semi-monthly. Service Canada requires UBC to report:
- Insurable Hours: the recent consecutive pay periods to calculate the employee's total insurable hours are 25 pay periods, or the period of employment if shorter than 25 pay periods.
- Insurable Earnings: the recent consecutive pay periods to calculate the employee's total insurable earnings are 13 pay periods, or the period of employment if shorter than 13 pay periods.
A record of employment is only issued to employees with a minimum of a seven-day break between employments. No paper record is produced, and electronic submissions go directly to Service Canada. Individuals can log into the Service Canada website to access their ROEs.
If you require a Record of Employment, please submit a Workday support request through the UBC Self Service Portal (CWL required):
- Select "Request a Service"
- Select "Workday Support"
- Fill in the form, choosing "Payroll" as the issue category, and "Record of Employment" as the issue subcategory.
If you are going on a leave of absence, your Record of Employment should be automatically generated and uploaded to ROE web at Service Canada as part of your going on leave activities. When you log into your Service Canada account, you will be able to view any Records of Employment on file.
Why was there a Record of Employment issued for me in October 2020?
At the end of 2020 UBC transitioned to Workday as its administrative system for finance and HR, which includes the work of the university's Payroll Operations team. Service Canada requires an employer to issue Records of Employment (ROE) when there is a change in payroll software.