Self Submitter

A business that has not authorized Nmbr to submit ROEs on its behalf is configured as a Self Submitter.

For Self Submitters:

• ROEs can be generated and finalized in the payroll platform.

• Once finalized, the ROE must be downloaded as an XML file.

• The business is responsible for uploading and submitting the XML file through Service Canada's ROE Web.

• Nmbr does not submit the ROE to Service Canada on the business's behalf.

Self Submitter is appropriate when a business manages its own ROE submissions or has not completed the authorization required for managed submission.

Managed Submitter

A business that has completed the required authorization process can be configured as a Managed Submitter.

For Managed Submitters:

• ROEs are generated and finalized in the payroll platform.

• Nmbr submits the ROE to Service Canada on the business's behalf.

• The business does not need to download and manually upload the ROE to Service Canada.

• Submission functionality may not be available directly to the business because submission is handled through the managed process.

Managed Submitter - ROE Web

With Managed Submitter – ROE Web, Nmbr is authorized to electronically submit ROEs to Service Canada on behalf of the business through ROE Web.

Before managed submissions can begin, the required authorization must be completed and approved by Service Canada.

Once authorization is approved, ROEs generated and finalized through the payroll platform can be submitted to Service Canada on the business's behalf.

Unless otherwise specified, the Component instructions in this guide apply to the ROE Web workflow.

Managed Submitter - ROE SAT

ROE Secure Automated Transfer (ROE SAT) is a separate managed submission method used to transmit ROEs electronically to Service Canada.

The ROE SAT authorization and submission workflows differ from ROE Web. As a result, the ROE Web procedures outlined in this guide should not be used for ROE SAT submissions.

Refer to 📄 Record of Employment Secure Automated Transfer (ROE SAT) – Coming Soon for ROE SAT specific guidance.

Change to Managed Submitter – ROE Web

To request a change from Self Submitter to Managed Submitter:

1. Navigate to the ROE section in the Partner Portal.

2. Download the pre-filled ROE Authorization Form.

3. Have the client review and sign the form.

4. Confirm that the address on the form matches the business registration address on file with the CRA.

5. Upload the completed and signed authorization form in the Partner Portal.

6. Wait for confirmation that Service Canada has approved the authorization.

A Nmbr team member will provide notification once the authorization has been approved and the business's submission configuration can be updated.

Change to Self Submitter - ROE Web

To change a business from Managed Submitter to Self Submitter:

1. Have the client log in to ROE Web and request the required change to its ROE Web account, or contact the Employer Contact Centre to revoke the existing authorized representative.

2. Wait for Service Canada to complete the revocation.

3. Once the revocation is confirmed, ROE Web will notify the client that the authorization has been approved. Once the client receives confirmation, the Nmbr team can be notified to update the business’s ROE submission settings accordingly.

How to View an ROE from the Employee Profile

1. Navigate to the Employee page.

2. Select the applicable employee to open their profile.

3. Locate the ROEs tab within the Employment section.

4. Select View beside the applicable ROE.

This view can be used to review previously issued ROEs for the employee and confirm whether an ROE has already been generated.

How to View All ROEs in Business Settings

1. Navigate to Business Settings.

2. Select ROE tab from the menu.

3. Use the available filters or search functionality to locate the applicable ROE.

4. Select View to open the ROE.

This view provides a consolidated list of ROEs across the business.

How to Amend an ROE

1. Navigate to Settings and open the Employees tab.

2. Locate the applicable employee.

3. Select the ⋯ menu beside the employee's name.

4. Select View ROEs.

5. Locate the finalized ROE that requires correction.

6. Select the ⋯ menu beside the ROE.

7. Select Duplicate. A new draft ROE will be created using information from the original ROE.

8. Update the required information, such as dates, values, insurable earnings, or the reason for separation.

9. Review any validation messages displayed at the top of the ROE and resolve the identified issues.

10. Select Save Changes.

11. Once all required corrections have been made and validation issues have been resolved, select Finalize ROE.