Simplify Canadian ROE Compliance with Paperform

If you're a Canadian employer, issuing a Record of Employment (ROE) is a legal requirement whenever an employee experiences an interruption in earnings—whether due to termination, layoff, maternity leave, illness, or any other qualifying reason. The ROE is critical for employees applying for Employment Insurance (EI) benefits through Service Canada, and errors or delays can create headaches for both your HR team and your departing or absent employees.

This Record of Employment (ROE) Generator template is designed specifically for Canadian HR managers, payroll coordinators, small business owners, and accounting teams who need a fast, accurate, and compliant way to collect and organize all the information required to complete an ROE submission.

Why Use Paperform for Your ROE Process?

Instead of juggling spreadsheets, paper forms, and email chains, Paperform gives you a centralized, digital ROE intake form that guides your team through every required field—employee details, payroll period information, insurable hours, earnings, reason for separation, and more. The form is structured to mirror the official ROE requirements from Service Canada, helping you avoid common mistakes like incorrect pay period dates, missing insurable hours, or unclear separation codes.

With conditional logic, the form adapts based on the reason for separation. For example, if you select "Shortage of Work (Layoff)" or "Quit," the form will prompt for additional context or dates specific to that scenario. This ensures you're capturing the right details for every situation—terminations, temporary layoffs, maternity or parental leave, illness, retirement, and more.

Calculations built into the form can help you verify totals for insurable hours and earnings across pay periods, reducing the chance of data entry errors that might delay EI processing for your employee.

Perfect for Canadian Employers of All Sizes

Whether you're a small business owner managing a handful of employees, a payroll specialist processing ROEs for multiple departments, or an HR manager at a growing company, this template gives you a consistent, professional process that your whole team can use.

• SMBs and startups benefit from having a simple, no-code solution that doesn't require expensive HRIS software or payroll add-ons.
• HR and payroll teams can standardize ROE data collection, reduce back-and-forth with managers, and maintain clean records for audits or Service Canada inquiries.
• Accounting and bookkeeping firms serving Canadian clients can use this template to streamline ROE preparation as part of their payroll service offerings.

The form can be embedded on your intranet, shared via link with managers, or added to your offboarding checklist to ensure no ROE is missed or delayed.

Automate Your ROE Workflow with Stepper

Once you've captured the ROE details in Paperform, you can use Stepper to automate what happens next. For example:

• Send the completed ROE data to your payroll system or HRIS via integration or webhook
• Notify your payroll coordinator or external accountant when a new ROE is ready for review
• Route the submission to a manager for approval before final submission to Service Canada
• Create a PDF record of the form submission and save it to Google Drive, Dropbox, or your internal document management system for compliance recordkeeping
• Update your internal HR tracker or Airtable base with separation details and ROE status

This kind of automation ensures nothing falls through the cracks, reduces manual data re-entry, and keeps your records audit-ready.

Secure, Compliant, and Trusted by Canadian Employers

Paperform is SOC 2 Type II and GDPR compliant, with data residency controls and enterprise-grade security features that give you confidence handling sensitive employee information like Social Insurance Numbers (SIN), earnings, and employment dates.

For teams that need to manage multiple clients or branches, Agency+ plans let you organize ROE forms by client or location, with role-based permissions to control who can view or edit sensitive submissions.

Get Started in Minutes

This template is pre-built with all the fields you need to prepare a complete ROE, from employer and employee identification through to pay period details and reason for issuing. Simply customize the form to match your internal workflow, add your branding, and start using it the same day.

Canadian employment law requires ROEs to be issued within five calendar days of the first day of an interruption of earnings, or within five days of becoming aware of the interruption. With Paperform, you'll have a faster, more reliable process that helps you meet that deadline every time—reducing stress for your team and ensuring your employees can access EI benefits without unnecessary delays.

Whether you're processing a single ROE for a maternity leave or handling multiple layoffs, this template gives you the structure, accuracy, and speed you need to stay compliant and keep your HR operations running smoothly.