Prepare an ROE in Beanflow Payroll

How to prepare a draft

1. Finish company and employee facts first. The company needs a full contact name, phone number, and CRA payroll account number. The employee needs a legal name, SIN, address, employment start date, pay group, and approved payroll. Beanflow will stop before the draft if those are missing.
2. Open Record of Employment in Beanflow Payroll. Choose the reason first, then the employee. Shortage of work, quit, and dismissal list employees with a termination date. Maternity, parental, and suspension list employees still on file.
3. Confirm the three dates. Beanflow fills first day worked, last day for which paid, and the final pay-period ending date from the employment start, the termination date when one is on file, and the approved pay period that includes that last paid day. Check them. If they do not match approved payroll, fix the dates or approve the missing period before continuing.
4. Answer the eligibility questions one at a time. For a typical small-business departure the answers are No. For the first four disclosure questions, Yes or Unsure still allows a payroll draft, but Beanflow leaves the related ROE block for you to complete in ROE Web. Yes or Unsure on the special-worker question stops the draft. See what each question means before you answer.
5. Preview, then download one draft. Preview checks the approved payroll history against the ROE rules. If the preview is clean, download the extract file. Do not edit that file by hand.
6. Import, review, and submit in ROE Web. Service Canada assigns the serial number when the electronic ROE is successfully submitted. Then record that serial number and issue date back on the Beanflow ROE record.

What each option means

These titles match the Reason and recall scenario menu. Choose the option that is actually true. Service Canada, not the employer, decides Employment Insurance.

What the eligibility questions mean

Beanflow asks these questions because payroll history cannot safely infer them. For a typical quit, layoff, or dismissal with only regular wages and maybe vacation pay, the first five answers are No. Answer Yes only when that situation is actually true. If you are not sure, choose Unsure — do not guess No so the draft can continue.

The first four questions are disclosure questions. Yes or Unsure does not stop the payroll draft; Beanflow omits the affected Block 17B, 17C, 18, or 19 content and tells you to complete that block in ROE Web after upload. The special-worker question is different: Yes or Unsure stops the draft because Beanflow cannot safely prepare Block 15C for that case. The last vacation-pay question can stay in Beanflow when the amount matches approved payroll.

Will the employee receive pay for a statutory holiday after the last day for which paid?

This is about a public holiday that falls after the last day you paid this employee for, and that you will still pay. Use the holiday’s date, not the cheque date.

• No — the last paid day is the last day of the job, and you will not pay any later holiday. This is the usual answer for a final quit, layoff, or dismissal.
• Yes — a holiday happens after that last paid day and you will still pay it. The common example is a temporary shortage of work that covers Christmas: the employee’s last paid day is before Christmas, they are coming back later, and you will pay Christmas or Boxing Day. Another example is a January last paid day when you still intend to pay Family Day in February.

Do not answer Yes just because a holiday exists on the calendar after they leave. Answer Yes only if you will actually pay that day. Yes or Unsure does not block the payroll draft; Beanflow leaves Block 17B out of the draft and tells you to add it in ROE Web after upload.

Was other separation-related money paid or left payable, other than vacation pay?

This is extra money because the job ended — not regular wages, and not the vacation payout asked later.

• No — you paid only regular wages, and maybe unused vacation. No severance, pay in lieu of notice, retiring allowance, or other leaving bonus.
• Yes — you paid or still owe severance, pay in lieu of notice, a retiring allowance, or another amount that exists only because employment ended.

Yes or Unsure does not block the payroll draft. Beanflow leaves Block 17C out; add it in ROE Web after upload, and check Block 15C period 1 if any of that money is insurable.

Did the employer pay leave or wage-loss after work stopped?

This is employer-paid leave or wage-loss indemnity that belongs on the interruption, not ordinary wages already in the last pay period. For maternity or parental leave, Beanflow asks this as: did you pay that leave, or will any leave pay continue after work stops?

• No — the leave is unpaid, or the employee simply stopped working. Unpaid maternity or parental leave is No.
• Yes — you paid sick leave, a maternity or parental top-up, or another wage-loss amount whose last paid day is the last day for which paid, or that continues after work stops.

Yes or Unsure does not block the payroll draft. Beanflow leaves Block 19 out; add it in ROE Web after upload.

Does an exceptional circumstance need extra comments on the ROE?

Block 18 is only for rare facts the reason code cannot show. Extra comments can pull the ROE out of automated processing, so most cases should stay No.

• No — a straightforward quit, layoff, dismissal, maternity leave, parental leave, or suspension. Nothing unusual needs to be written on the form.
• Yes — Service Canada would need a short written explanation that the reason code does not cover, such as an unusual interruption or a fact the official instructions say must go in comments.

Yes or Unsure does not block the payroll draft. Beanflow does not add Block 18 comments; add them in ROE Web after upload.

Does a special-worker or non-standard-pay situation apply?

This is for occupations and pay rules that do not use Beanflow’s regular weekly, bi-weekly, semi-monthly, or monthly path.

• No — a regular hourly or salaried employee on one of those four pay frequencies. Almost every small-business ROE is No.
• Yes — a special worker or averaging rule applies, such as a fisher, certain commission arrangements, or another occupation Service Canada treats differently. Quebec employment is also outside the current Beanflow draft path.

Yes or Unsure means Beanflow cannot prepare a draft.

Has vacation pay been or will it be paid because employment ended?

This is unused vacation paid out because the job ended. It is not the same as other separation money above.

• No — you are not paying unused vacation because employment ended.
• Yes — you paid or will pay unused vacation on the way out. Beanflow can continue only when that amount matches the approved payroll facts. If the numbers do not match, fix payroll first or finish the ROE in ROE Web.

When Beanflow cannot prepare the draft

Use this table. Take the employment dates and approved payroll facts with you; do not guess the hours or earnings in ROE Web.

See Service Canada's ROE Web sign-in and Payroll Extract instructions.