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PayTime tm RECORD of EMPLOYMENT

[Modified Dec 30, 2002]


To obtain a copy of "Employment Insurance: The new Employment Insurance System and employers" from Human Resources Development Canada call 1-800-276-7655. To obtain information on the "Record of Employment" contact your local office Human Resources Centre of Canada office, call 1-800-667-3355 to get your local number.

The main "RECORD of EMPLOYMENT" screen appears as the following:

PAYTIME                                                               9:47:47 am
                   +---------------------------------------+
                   ¦ R E C O R D  O F  E M P L O Y M E N T ¦
                   +---------------------------------------+
+------------------------------------------------------------------------------+
¦        The computer will first ask you for the Employees you wish            ¦
¦        to issue 'Records of Employment' to, then will extract the            ¦
¦        information from the past earnings file                               ¦
¦                                                                              ¦
¦                                                                              ¦
¦        You will then supply the additional information needed on             ¦
¦        the Record of Employment, such as 'Reason for issuing the             ¦
¦        record' and  'Vacation pay' etc. Also, if the history is not          ¦
¦        in the computer you will be asked to supply the information.          ¦
¦        Enter dates as Mo/Dy/Yr in any date fields.                           ¦
¦        +------------------------------------------------------------+        ¦
¦        ¦ *** BE SURE TO BACKUP YOUR DATA FILES BEFORE YOU START *** ¦        ¦
¦        +------------------------------------------------------------+        ¦
¦        Company No.:   :           Employee No.:         :                    ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+

_________(P)roceed, Re(c)over EI records, (R)eturn to menu or (Q)uit ( )________

ACCESS:

Press <P> on the Master menu, and <C> on the Report menu.

OPERATION:

Press <P> to create the ROEs or press <C> to recover the E.I. earnings information for a selected employee.


If you pressed <P>, the Record of Employment file contains records this message appears:
 
The Record of Employment file has entries in it
Do you want to clear the file  (Y/N) : :
(Y) to Clear the files of any outstanding records.



If you have just printed an ROE and wish to reprint it, press <N>. If this is the first time you have printed an ROE for this employee, press <Y>. Enter Company No. or leave BLANK to return to menu. If the Company/Employee record is not found on file a message will appear:
 

         >>>>>>>>: EMPLOYEE NOT FOUND!

If the employee is found it will be displayed and a message will appear:
 

Company No.:001:           Employee No.:BC       :

The Good Profit Company: Bee   Cee
-------------------------------------------------------------------------------
Is this the correct EMPLOYEE, or press 'Esc' to abort (Y/N) ( )

Press <Y> if the Employee is correct, or press <Esc> to abort.



The following Screen will appear:
 
PAYTIME                                                               9:58:26 am

+-------<RECORD OF EMPLOYMENT - Lines 1-14 for: Bee   Cee            >---------+
¦(2) Serial No. of Record Amended or Replaced :            :                   ¦
¦                                             (3) Employee's Id: BC            ¦
¦(4) Employer's Name & Address:                                                ¦
¦                                                                              ¦
¦    The Good Profit Company                                                   ¦
¦     (5) RC Business No. (BN):                                                ¦
¦    , ,                                                                       ¦
¦                                             (6) Pay Period Type:      : :    ¦
¦                                                                              ¦
¦                                             (8) S.I.N.:   -   -  0           ¦
¦------------------------------------------------------------------------------¦
¦(9) Employee's Name & Address:              (10) First Day Worked   :01/01/90:¦
¦                                                                              ¦
¦    Bee   Cee                               (11) Last Day EI Paid   :  /  /  :¦
¦    123 Victoria St                                                           ¦
¦    Vancouver, B.C.,                        (12) Final Pay Per Date :  /  /  :¦
¦                                                                              ¦
¦(13) Employee's Occupation: Bookkeeper                                        ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+
                           (P)roceed or (C)orrect ( )

ACCESS:

From previous screen.

OPERATION:

Follow the Government instruction booklet on "Employment Insurance - 2000 Guide for Employers" to enter the specific information needed on this and the following screens.

PAYTIME                                                              10:00:33 am

+------<RECORD OF EMPLOYMENT - Lines 15-16 for: Bee   Cee            >---------+
¦                                                                              ¦
¦(15A) Total Insurable Hours:   :    0.00:  (14) Date of return :  /  /  :     ¦
¦                                              (N)ot returning or (U)nkown : : ¦
¦(15B) Total Insurable Earnings:  :   0.00:                                    ¦
¦                                                                              ¦
¦(15C) Insurable Earnings by Pay Period:                                       ¦
¦                                                                              ¦
¦         1  :    0:          2  :    0:          3  :    0:                   ¦
¦         4  :    0:          5  :    0:          6  :    0:                   ¦
¦         7  :    0:          8  :    0:          9  :    0:                   ¦
¦         10 :    0:          11 :    0:          12 :    0:                   ¦
¦         13 :    0:          14 :    0:          15 :    0:                   ¦
¦         16 :    0:          17 :    0:          18 :    0:                   ¦
¦         19 :    0:          20 :    0:          21 :    0:                   ¦
¦         22 :    0:          23 :    0:          24 :    0:                   ¦
¦         25 :    0:          26 :    0:          27 :    0:                   ¦
¦                                                                              ¦
¦(16) Reason for Leaving : :                                                   ¦
¦     Contact :                    :             Telephone :(   )   -    :     ¦
+------------------------------------------------------------------------------+
                           (P)roceed or (C)orrect ( )

(15A) Total Insurable Hours in the last 53 weeks.

Block 15A – Total insurable hours – Enter total insurable hours for the number of pay periods according to the following chart. For example, where your pay period type is weekly, provide total insurable hours in the last 53 consecutive pay periods, or less if the period of employment was shorter. Review section, on front of pamphlet titled “When to issue the ROE,” with regards to part-time, on-call or casual workers.
Pay period type reported in Block 6 Number of consecutive pay periods to report for 15A – Total Hours – or less if period of employment was shorter
Weekly Last 53
Bi-weekly Last 27
Semi-Monthly Last 25
Monthly Last 13
13 pay periods a year Last 14



(15B) If the Employee had continuous employment in the last pay period, enter the Total Insurable Earnings for the period. See the table below for an explanation.

(15C) If there is a break in the employment weeks, enter the last pay period earnings. See the table below for an explanation.


Blocks 15B – Total insurable earnings - ONLY complete 15B, according to the following chart below, if there are insurable earnings in each consecutive pay period. Remember to include insurable earnings of Block 17. View additional instructions on Page 2. NOTE: While insurable earnings for premium purposes are limited to $39,000 annually, there is no such maximum for ROE reporting purposes. Example, if the insurable earnings in the appropriate pay period are $56,345.02, report all of those earnings.
Pay period type reported in Block 6 Number of consecutive pay periods to report for 15B Total earnings or 15C – detailed earnings – or less if period of employment was shorter
Weekly Last 27
Bi-weekly Last 14
Semi-Monthly Last 13
Monthly Last 7
13 pay periods a year Last 7

Insurable earnings by pay period - ONLY complete 15C, according to the chart above, if there are pay periods where the employee has had NO insurable earnings. Always leave Block 15B blank if completing Block 15C. In completing 15C, the first entry should record the insurable earnings for the final (most recent) insured pay period and also include the insurable earnings of Block 17. Enter a breakdown of insurable earnings by pay period according to the above chart. Where there is a pay period with zero or no insurable earnings, enter "NIL".

General Information for Blocks 15B and 15C. For employees who are working on a contract basis and who, under this contract, are paid during pay periods that do not cover the entire period of the contract, the following method must be used to report insurable earnings in either Block 15B or 15C. First, average the total insurable earnings of the contract by dividing these earnings by the number of weeks in the contract. Then, multiply this weekly average by 27 or less, if this is the case, which is the number of pay periods (from the chart) to be used to report earnings for a weekly pay period type.

For employees who are paid solely on commissions or on salary and irregularly paid commissions, the following method must be used to report insurable earnings in either Block 15B or 15C. First, average the total insurable earnings paid in the last 52 calendar weeks (or less if the period of employment is shorter) by dividing these earnings by 52 or less, if this is the case. Then, multiply this weekly average by 27 or less, if this is the case, which is the number of pay periods (from the chart) to be used to report earnings for a weekly pay period type.



Next entry screen:

PAYTIME                                                              10:03:49 am

+-------<RECORD OF EMPLOYMENT - Lines 17  for: Bee   Cee            >----------+
¦                                                                              ¦
¦(17) ONLY COMPLETE IF Payments or Benefits (Other than regular)               ¦
¦     Paid in or in anticipation of the Final Pay Period or                    ¦
¦     payable at a later date.                                                 ¦
¦                                                                              ¦
¦    (A) Vacation pay                             $ :   0.00:                  ¦
¦                                                                              ¦
¦    (B) Statutory Holiday Pay:                                                ¦
¦        Date: :  /  /  :                         $ :   0.00:                  ¦
¦        Date: :  /  /  :                         $ :   0.00:                  ¦
¦        Date: :  /  /  :                         $ :   0.00:                  ¦
¦                                                                              ¦
¦    (C) Other monies                                                          ¦
¦         :               :                       $ :   0.00:                  ¦
¦         :               :                       $ :   0.00:                  ¦
¦         :               :                       $ :   0.00:                  ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+
                           (P)roceed or (C)orrect ( )

The last entry screen:
 
PAYTIME                                                              10:06:36 am

+------<RECORD OF EMPLOYMENT - Lines 9-15  for: Bee   Cee            >---------+
¦                                                                              ¦
¦(18) Comments:                                                                ¦
¦      :                                    :                                  ¦
¦      :                                    :                                  ¦
¦      :                                    :                                  ¦
¦      :                                    :                                  ¦
¦      :Dates are expressed as Mo/Dy/Yr     :                                  ¦
¦                                                                              ¦
¦     1996 Insurable weeks : 0.0000:    Total earnings last 20 weeks :   0.00: ¦
¦                                                                              ¦
¦(19) Paid sick/maternity leave - from :  /  /  : Amount         :   0.00:     ¦
¦                                       (W)eeks/(D)ays : :                     ¦
¦(20) (E)nglish or (F)rench : :                                                ¦
¦                                                                              ¦
¦(21) Telephone :   -   -    -    :                                            ¦
¦                                                                              ¦
¦(22) Date      :  /  /  :                                                     ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+
                   (P)roceed, (C)orrect or (R)eturn to menu ( )

ACCESS:

From the previous screen.

OPERATION:

When all selected Employees have been processed the system will proceed to the Print ROE screen.

PRINT ROE

PAYTIME                                                              10:09:22 am
                    +--------------------------------------+
                    ¦ PRINTING  of  RECORD  OF  EMPLOYMENT ¦
                    +--------------------------------------+
+------------------------------------------------------------------------------+
¦                                                                              ¦
¦                                                                              ¦
¦     Load the printer with the Government 'Record of Employment' forms,       ¦
¦     or plain paper if you are going to type or write the form. You will      ¦
¦     be allowed to retry the printing if all is not well.                     ¦
¦                                                                              ¦
¦     Once the printing is completed, the employee's Insurable Earnings        ¦
¦     History will be archived to an archive (PREIARC.dbf) file. This is       ¦
¦     needed so you do not duplicate information on subsequent 'Record of      ¦
¦     Employment' issues. The information in the PREIARC.dbf file can be       ¦
¦     viewed from the 'B-> to BROWSE/VIEW files' on the Master Menu.           ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+

        (P)rint on form, (G)enerate plain report or (R)eturn to menu ( )

ACCESS:

From the previous screen.

OPERATION:

Once the forms have been printed the following message will appear:
 
(P)rint again, (A)rchive Earnings History or (Q)uit without update ( )
This will delete the Records from the Insurable Earnings file for those Employees you have just printed the Record of Employment..

EXIT:

Press <Q>  to abort the deletions and return to the Master Menu.


EMPLOYMENT  EARNINGS  RECOVERY

ACCESS:

Press <C> on the initial "Record of Employment" screen.

OPERATION:

The following screen will appear:
 
PAYTIME______________________________________________________________ 7:20:11 am
___________+-------------------------------------------------------+____________
___________¦ E M P L O Y M E N T  E A R N I N G S  R E C O V E R Y ¦____________
___________+-------------------------------------------------------+____________
+------------------------------------------------------------------------------+
¦                                                                              ¦
¦      This procedure will extract all the payroll records for the             ¦
¦      selected employee from the payroll (PxxxxTRN.dbf) files that are        ¦
¦      in the Paytime folder (or diskette).                                    ¦
¦                                                                              ¦
¦      You will be asked when the selected Employee was last Issued a          ¦
¦      R.O.E. statement.                                                       ¦
¦                                                                              ¦
¦------------------------------------------------------------------------------¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦                                                                              ¦
¦        Company No.:   :           Employee No.:         :                    ¦
¦                                                                              ¦
¦                                                                              ¦
+------------------------------------------------------------------------------+
________________________________________________________________________________
________________________________________________________________________________
________________________________________________________________________________

Enter the 'Company No.' and the 'Employee No.' for the employee that you wish to recover the E.I. earnings and hours for.

If the Company/Employee record is not found on file a message will appear:
 

         >>>>>>>>: EMPLOYEE NOT FOUND!

If the employee is found it will be displayed and a message will appear:
 

        Company No.:001:           Employee No.:BC       : 

        The Good Profit Company: Bee   Cee 
-------------------------------------------------------------------------------
Is this the correct EMPLOYEE (Y/N), or press 'Esc' to abort (N)

Press <Y> if the Employee is correct, or press 'Esc' to abort.
The following will appear on the screen:
 


------------------------------------------------------------------------------

      Enter the date this Employee was last issued a R.O.E., or
      the First Day Worked [which ever is the latest] :07/01/1998:
 

Enter the appropriate date.

The computer will then extract the Employee's earnings information from the PxxxxTRN.dbf files, and display it in a browse screen.
 

___________¦ E M P L O Y M E N T  E A R N I N G S  R E C O V E R Y ¦____________
___________++------------------------------------------------------+____________
+-----------¦CDE          ¦PFRM      ¦TOTHRS ¦INSERN   ¦UIWKS      ¦-----------+
¦           ¦-------------+----------+-------+---------+-----------¦           ¦
¦      This ¦002BC        ¦12/27/1998¦  35.00¦  1400.00¦ 1.0000    ¦           ¦
¦      selec¦002BC        ¦01/03/1999¦  40.00¦  1600.00¦ 1.0000    ¦are        ¦
¦      in th¦002BC        ¦01/10/1999¦  40.00¦  1600.00¦ 1.0000    ¦           ¦
¦           ¦002BC        ¦07/17/1999¦  40.00¦  1600.00¦ 1.0000    ¦           ¦
¦      You w¦             ¦          ¦       ¦         ¦           ¦a          ¦
¦      R.O.E¦             ¦          ¦       ¦         ¦           ¦           ¦
¦           ¦             ¦          ¦       ¦         ¦           ¦           ¦
¦-----------¦             ¦          ¦       ¦         ¦           ¦-----------¦
¦           ¦             ¦          ¦       ¦         ¦           ¦           ¦
¦      Enter¦             ¦          ¦       ¦         ¦           ¦           ¦
¦      the F¦             ¦          ¦       ¦         ¦           ¦           ¦
¦           +------------------------------------------------------+           ¦
¦        Company No.:002:           Employee No.:BC       :                    ¦
¦                                                                              ¦

Review the data, make any changes or deletions to the data here, even adding any E.I. earnings you make have from the Employee that you had on a manual payroll.

*** Care should be taken when modifying the data***
***Make sure you add the correct 'CDE' (Company No+Employee No)***.

When you are finished, press <Ctl>+<End> for the next step

(P)roceed to replace the old E.I.data with New Data, or press 'Esc' to abort ( )

Press <P> to replace the old E.I. data with New Data, or press <Esc> to abort.

The computer will return to the "RECORD of EMPLOYMENT" screen.


EXIT:

Press <Q>  to abort the deletions and return to the Master Menu.

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