Looking to create or find a Record of Employment (ROE) in QuickBooks Online? This article will guide you through creating and locating a ROE for active, inactive, and terminated employees. 

Using QuickBooks Online Advanced Payroll powered by Wagepoint? Click here.

Generate a ROE

  1. Select Employees from the left.
  2. Adjust the drop down menu to show All Employees.
  3. Select the desired employee from the list.
  4. Select the edit pencil next to Employment.
  5. From the Status drop-down menu, change the employee's status from Active to Terminated.
  6. Select Reason for Status Change and enter the appropriate termination date.
  7. Select Done.
  8. A pop-up will appear asking if you'd like to create the employee's Record of Employment. Select Yes.

Access a ROE

  1. Select Taxes from the left.
  2. Select Payroll Tax at the top.
  3. Select Employer Forms under the Forms section.
  4. Select the desired employee from the drop-down menu.
  5. Select ROE.
  6. Select View.
  7. This will open a new tab displaying the Record of Employment.

FAQs

Intuit coordinates with Canada Revenue Agency (CRA) tax guideline experts to bring you the most accurate form for your payroll. Read the Q&A section below if you would like to better understand the form we have filled out for you. You may also visit the CRA's website for detailed isntructions.

Q. Why does the ROE I print from QuickBooks Online have a “NOT FOR SUBMISSION” watermark?
A. The ROE printed from QuickBooks Online is not the legal form for Record Of Employment. You'll need to request the legal ROE forms from the Canada Revenue Agency (CRA). You can then use the ROE from QuickBooks Online as a guide to assist you with filling out the legal ROE forms from the CRA.  There are three copies of the legal ROE forms: one for your employee, one to mail back in to the CRA and one for your personal records.

Q. Why don’t the numbers in boxes 15C match the payroll details/paycheque list?
A. The CRA’s guidelines for ROE state that box 15C will split up paycheques based on the types of pay on the paycheque. Some paytypes (such as salary, wages, and vacation taken as hours off) are reported by the work period of the cheque, and some paytypes (such as bonuses, overtime, and vacation paid out as % of gross) are reported by the paydate of the cheque. For more information, see Why does box 15C on the Record of Employment not match the payroll details or paycheque list? (Canada only) or refer to the chart  Type of earnings, insurable/non-insurable earnings and hours, and pay-period allocation on the  CRA's website.

Q. Why is box 15B less than the total of boxes 15C?
A. Box 15B and 15C require information from different periods when filing electronically. Box 15B requires about one half a year’s earnings, and 15C requires about one full year. The exact number of periods you must use is detailed in charts from the CRA’s ROE instructions. Take special note of the table you use for box 15C, and how you decide to file the form, electronically or paper form. Further information, see the CRA's website

Q. Why does the earliest period (bottom-right most box) in box 15C have such a large total?
A. This is most likely the total Year to Date information that is recorded in QuickBooks Online Payroll as historical paycheques. This total is recorded as one amount and will show up as one amount on the ROE. You will need to reference your original records and separate out enough pay periods to finish the ROE.

Q. Why is box 15A (total insurable hours) lower than expected?
A. The answer is similar to the questions 3 and 4 above. Box 15A requires about a year’s worth of pay periods, different from box 15B. Historical Payroll does not record insurable hours, so you will need to reference previous records to determine the correct insurable hours.