Terminate an Employee & Issue a Record of Employment (ROE)

Province Payroll makes it easy to both terminate an employee and prepare their Record of Employment in one smooth workflow.

✍️ Steps to Terminate an Employee

  1. Go to the employee's profile.

  2. Scroll to the Employment Periods section.

  3. Click the "Terminate" button.

  4. On the termination form, enter:

    • Termination Date (required) – The last day the employee worked.

    • Termination Reason (required) – Choose from the provided list.

    • Comment (optional) – Add any internal notes, this will not appear on the ROE.

  5. Click Terminate Employee.

    • Once clicked:

      • The employee’s current wage will be closed.

      • Their employment period will be marked with an end date.

      • The employee will be excluded from future pay runs.

💡 Tip: Need to bring an employee back? See: How to Rehire an Employee

📋 Creating a Record of Employment (ROE)

After terminating an employee, you'll see a prompt to create their ROE. Canadian employers must issue an ROE within 5 calendar days of the end of the pay period in which an employee is terminated.

Before You Start

Make sure the following information is on file:

  • Employee’s Social Insurance Number (SIN)

  • Employee’s address

  • Business CRA Account Number

  • Business contact information (name, email, phone)

Step 1: Create Vacation Pay

  1. Click Create ROE.

Step 2: Handle Vacation Pay

⚠️ Important: Canadian employers must pay out any remaining vacation balance upon termination of an employee. To make this easy Province Payroll has built this into the ROE workflow. When you click "Create ROE", the Vacation Pay Balance Checker will:

  • Show the employee’s current vacation balance

  • Check if vacation pay exists in open pay runs

  • Calculate the remaining balance after those pay runs

To pay out the balance:

  1. Click "Create Vacation Pay Earning" if an open pay run exists (or create one first)

  2. Go to that pay run and click Calculate

  3. Return and Refresh the ROE creation page to confirm the balance is accounted for. You should see a message that reads “No action needed. The full vacation balance will be paid when the open pay run(s) are approved.”

💡 Tip: Switch the employee to “Pay Vacation Each Pay” to ensure any vacation that is accrued on the employee’s final pay is automatically paid out.

Step 3: Create the ROE Worksheet

  1. Select the Reason Code (e.g., A00 - Shortage of work, E00 - Quit, M00 - Dismissal, etc)

  2. Select Expected Date of Recall if the employee will be returning to the business:

    • U - Unknown (default option)

    • N – Not returning

    • Y – Expected date of recall (enter a date)

  3. Add Comments (optional)

  4. Click "Create and Review"

The system automatically calculates :

  • Block 15C – Insurable earnings and hours by pay period

  • Block 17A – Vacation pay

  • Block 17C – Other monies (bonuses, commissions, etc.)

Step 4: Review and Edit the ROE Worksheet

On the ROE Worksheet page, review all auto-calculated blocks.

To edit entries:

  • Click "Edit" next to any block to change amounts or dates

You can rebuild blocks if the employee's final pay run was modified after creating the ROE:

  • Click "Rebuild Block 15C" to recalculate pay periods

  • Click "Rebuild Block 17A" to recalculate vacation pay

  • Click "Rebuild Block 17C" to recalculate other monies

You can add manual entries for future payments that you’ll be making to employees if they’re entitled to them:

  • Click "Create Entry" for Block 17B (statutory holiday pay) or Block 19 (paid leave)

Step 5: Create the ROE Submission

Once the worksheet is correct:

  1. Scroll to the Actions section on the ROE Worksheet page

  2. Click "Create ROE Submission"

  3. You’ll be redirected to the ROE Submission Workflow page

💡 Tip: What is a Submission?
A submission is a frozen snapshot of your ROE at a specific point in time.
This ensures your submitted ROE doesn’t change if you later if it’s rejected by Service Canada and you have to make updates to employee data or pay runs.

Step 5: Download XML and Submit to Service Canada

To generate the XML file:

  1. On the ROE Submission Workflow page, scroll to Step 2: Download XML

  2. Click "Generate & Download XML" & enter your password to start the download

  3. The .BLK file will download to your computer

To submit to Service Canada via ROE Web:

  1. Go to Service Canada ROE Upload

  2. Select "Submit ROE" → "Upload XML file"

  3. Upload the .BLK file

  4. Submit the ROE

  5. Save the serial number provided (format: W123456789)

💡 Tip: We’ve put instructions with screenshots on how to navigate ROE Web right in the workflow, so you can follow those whenever you have to issue an ROE.

To update the status in Province:

  1. Return to the ROE Submission Workflow page

  2. In Step 3: Update Submission Status, select "Accepted"

  3. Enter the serial number

  4. Click "Update Status"

ROE Status Tracking

Your ROE moves through these statuses:

  • Draft → Not yet sent to Service Canada

  • Submitted → Uploaded to Service Canada

  • Accepted → Confirmed by Service Canada (requires serial number)

  • Rejected → Returned for corrections

If rejected, correct the ROE Worksheet and create a new submission.

Common Scenarios

  • Need to correct an ROE before submitting?
    Edit the worksheet entries, then click "Update ROE Submission" to regenerate the snapshot.

  • Service Canada rejected the ROE?
    Update the submission status to Rejected, make corrections, and create a new submission.

  • Approved new pay runs after creating the ROE?
    Go to the worksheet, click "Rebuild Block 15C", then update the submission.

  • Employee has no vacation balance?
    Skip the Vacation Pay Balance Checker and create the ROE directly.

What if you need a PDF copy of the ROE?

Over the past few years, Service Canada has been moving away from paper and PDF ROEs.
As of October 2025, Province Payroll does not provide a PDF copy.

If your employee needs to see their ROE:

Once you’ve submitted the ROE to Service Canada and marked it as Accepted,
the employee can view it online through their My Service Canada Account.

Send your employee these instructions:

  1. Go to My Service Canada Account

  2. Sign in (or create an account)

  3. Select “Employment Insurance”

  4. Click “View ROEs”

  5. The ROE will appear within 24–48 hours and can be viewed or downloaded as a PDF.

Tips

✅ Use the Vacation Pay Balance Checker before creating the ROE
✅ Generate the XML early to catch missing data
✅ Track serial numbers separately for your records
✅ Update the status to “Submitted” after uploading
✅ ROEs are due within 5 days—don’t wait for the final pay run

Need help? Review validation messages carefully—they show exactly what’s missing.