Understanding ROE codes | Collage Help Center

If you are a Collage managed payroll customer, you will be asked to provide an ROE termination reason code when terminating an employee. This article will walk you through the termination codes on our platform and when to select them.

Overview
Common ROE codes
1. Involuntary terminations
2. Voluntary terminations
Other ROE codes

Overview

When an employee has an interruption of earnings, in most cases by way of going on leave or terminating employment, employers are required to issue a Record of Employment (ROE).

As per Service Canada, the ROE is the single most important document in the Employment Insurance (EI) program and therefore a crucial document to be completed accurately.

Along with employment information, the reason for issuing the ROE is required and provides important information to Service Canada. It is important to select the correct reason that corresponds to circumstances resulting in the interruption of earnings.

Note that it is a serious offence to misrepresent the reason for issuing an ROE. If you knowingly enter a false or misleading reason for issuing an ROE, you may be subject to fines or prosecution.

Common ROE Codes

The most common reasons for issuing an ROE, as set by Service Canada, are displayed below along with helpful details to determine when or why to use each reason.

Involuntary Terminations

Code	When to use this code:
A - Shortage of Work/Layoff	Employment ends due to end of contract or season End of casual/part-time work that is not a dismissal or suspension A temporary stop to operations The position is eliminated or made redundant Company is restructuring Employer goes bankrupt
M - Dismissal or Suspension	The employer initiates the separation from employment for any reason other than layoff or mandatory retirement Can also be when the employee is suspended from their employment, OR Employment is terminated within a probationary period because the employee was not well suited for the position Specify if employee was terminated within a probationary period when prompted

Voluntary Terminations

Code	When to use this code:
D - Illness or Injury	The employee is leaving work temporarily because they are ill or injured For a pregnant employee who is experiencing an interruption in earnings due to illness first, and then because of maternity leave
E - Quit	The employee initiates the separation from employment. If the reason is known, include it when submitting a termination: Follow spouse Return to school Health reasons Voluntary Retirement Take another job Employer relocation Care for a dependant To become self-employed
F - Maternity	A person who is pregnant or has recently given birth and is leaving the workplace to take maternity leave. Note: does not apply to adoptive parents or a parent who is not pregnant or who has not given birth. Use code P instead. If the pregnant employee is experiencing an interruption in earnings for illness before giving birth, choose code D.
N - Leave of Absence	The employee is leaving the workplace temporarily to take an unpaid leave of absence Does not include: Illness or injury, maternity leave, parental leave, compassionate care leave, or leave for a caregiver providing care to a critically ill or injured person as these have corresponding codes.
P - Parental	The employee is leaving the workplace temporarily to take parental or adoption leave. Not to be confused with maternity leave, for someone who is pregnant or recently gave birth and is taking a leave

Other ROE codes

Below is a list of other less common ROE codes that may apply to a termination. If you did not see your reason in the common ROE codes but see it in the list below, please reach out to our support team and let us know when terminating an employee.

Code	Type	When to use this code:
B - Strike or Lockout	Involuntary	An employee is on strike or has been locked out of the workplace
G - Retirement	Involuntary	The employee is leaving the workplace because of mandatory retirement or through a Work Force Reduction approved by Service Canada See the Work Force Reduction program for details If the employee is voluntarily retiring, see Code E - Quit
H - Work-sharing	Voluntary	The employee is participating in the Service Canada Work-Sharing Program
J - Apprentice Training	Voluntary	The employee is leaving the workplace temporarily to participate in a government-approved apprenticeship training program
Z - Compassionate Care/Family Caregiver	Voluntary	The employee is leaving the workplace temporarily to claim compassionate care benefits, or family caregiver benefits
K - Other	Voluntary/ Involuntary	Only in exceptional circumstances, if none of the above codes apply. Examples include, but are not limited to: Change in payroll/ownership or company name. Change in pay period type. Death of an employee. Service Canada has requested the ROE.

If you use reason K - Other, you must add additional information in the termination reason, to be included in Box 18 of the ROE. This reason should only be used when no other reason adequately represents the reason for leave or termination, as it removes the ROE from the automated processing system and requires manual review by Service Canada.

If you are unsure which reason applies to your employee’s situation, contact us for support.