Record of Employment (ROE) in Ontario – 2025 Guide

In Ontario, a Record of Employment (ROE) is more than just paperwork — it’s a crucial legal document that can directly affect whether an employee qualifies for Employment Insurance (EI) benefits.

If you’re an employer, issuing an ROE on time — and using the correct code — is not optional. Failing to do so could result in government penalties. If you’re an employee, your ROE can determine how quickly you receive financial support after losing your job.

In this guide, we’ll explain:

• When and how ROEs must be issued in Ontario
• How long employers have to submit an ROE
• What ROE codes like “M” for dismissal actually mean
• What to do if your ROE is late, missing, or incorrect

Table of Contents

What Is a Record of Employment (ROE)?

A Record of Employment (ROE) is a formal document that Ontario employers must issue when there’s an interruption in an employee’s earnings.

This document tells Service Canada:

• When your employment started and ended
• How much insurable income you earned
• Why your job ended, shown through a specific ROE code (e.g. Code A, Code M)

What’s Included on an ROE?

Every ROE includes key employment details, such as:

• Your employment dates
• Your total insurable earnings
• The reason for job separation (via a code like A, E, or M)
• Your final pay period details

Even if you don’t plan to apply for EI, the employer is still legally obligated to issue your ROE after an earnings interruption.

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When Does an Employer Need to Issue an ROE in Ontario?

An Ontario employer must issue an ROE any time there’s an interruption of earnings. This happens when:

• The employee quits, is terminated, or is laid off
• Weekly earnings fall below 60% of normal levels due to:
  • Illness or injury
  • Maternity or parental leave
  • Quarantine or caregiving responsibilities

Common Scenarios That Trigger an ROE:

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How Long Does an Employer Have to Issue an ROE in Ontario?

The deadline to issue a Record of Employment (ROE) in Ontario depends on how the ROE is filed — either on paper or electronically.

If the ROE is Issued on Paper:

The employer must issue the ROE within 5 calendar days of:

• The first day of the interruption of earnings, or
• The day they become aware of the interruption — whichever is later

If the ROE is Issued Electronically (Most Common):

The deadline depends on the pay schedule.

What Happens if the ROE Is Late?

An employer who fails to issue an ROE on time may face:

• Fines of up to $2,000
• Up to 6 months in jail
• Delays in the employee’s EI benefits
• Potential legal action from the employee

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How Do Employees Access Their ROE in Ontario?

How you get your ROE depends on whether your employer issues it on paper or electronically.

If Your ROE is Issued on Paper:

Your employer must give you a physical copy directly — usually in person or by mail. If you lose it, you can:

• Ask your employer for a replacement copy
• Request assistance through Service Canada

If Your ROE is Submitted Electronically:

You can view and download it through your My Service Canada Account (MSCA) online.

Through MSCA, you can:

• Access your ROE and EI claim history
• Apply for Employment Insurance (EI) benefits
• Manage your CPP and OAS information

Tip: You’ll need a GCKey or a sign-in partner (e.g., your online banking credentials) to access MSCA.

What If You Can’t Find Your ROE?

Contact your employer immediately and ask if the ROE has been filed. If it hasn’t been submitted, you can still apply for EI — Service Canada will allow you to submit your application and follow up later with the ROE.

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How Do Employers Submit a Record of Employment in Ontario?

Employers in Ontario can submit a Record of Employment (ROE) either by paper (less common) or electronically using Service Canada’s online platform.

Paper ROEs:

For employers still using paper forms:

1. Give the original (white) copy to the employee
2. Send the blue copy to Service Canada
3. Keep a copy for internal records for at least 6 years

Electronic ROEs:

Employers can issue ROEs online using ROE Web, Service Canada’s secure web-based platform.

To submit electronically, the employer must:

• Register their business with ROE Web
• Submit ROEs based on the correct pay period timing
• Ensure the correct reason code (e.g., Code A, E, M) is selected
• Add details in Block 18 if needed

Legal Reminder for Employers

Failing to issue an ROE on time or entering incorrect information can result in financial penalties, EI claim delays for the employee, and government audits or legal complaints.

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What Are ROE Codes and Why Do They Matter?

Every Record of Employment (ROE) includes a code that explains why your job ended. These codes are used by Service Canada to decide:

• Whether you qualify for Employment Insurance (EI)
• How long your benefits will last
• Whether your employer acted properly when ending your employment

Common ROE Codes in Ontario

Learn More

Want a full list of ROE codes and what they mean across Canada? 👉 Visit our complete guide: Record of Employment (ROE) Codes in Canada.

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ROE Code M – For Cause vs. Without Cause in Ontario

When you’re let go from a job in Ontario, your employer will likely use Code M (Dismissal) on your Record of Employment (ROE). But Code M alone doesn’t say whether you were fired for cause or without cause — and that distinction is critical.

The real meaning is often found in Block 18, where employers can explain the nature of the dismissal.

What Does Termination For Cause Mean?

Termination for cause means your employer claims there was serious misconduct, such as:

• Theft or dishonesty
• Harassment or violence
• Willful disobedience or repeated insubordination

What Does Termination Without Cause Mean?

Most people in Ontario are dismissed without cause, meaning:

• The employer ended the relationship for business reasons
• You did nothing wrong
• You are still entitled to severance pay and EI

Even in these cases, your employer may still use Code M — but they must include the words “termination without cause” in Block 18.

Why Block 18 Matters:

If your ROE just says Code M with no further explanation, Service Canada may assume it was for cause, and deny or delay your EI benefits

🛡️ How We Can Help

At Samfiru Tumarkin LLP, we regularly help Ontario employees:

• Correct ROEs that were misclassified as “for cause”
• Access their full Ontario severance package — up to 24 months’ pay
• Get approved for EI after wrongful dismissal

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Termination Without Cause and ROE in Ontario

Most job terminations in Ontario are without cause — meaning the employer ended your employment for reasons unrelated to misconduct.

Even if you’re let go through no fault of your own, your employer will likely still use Code M (Dismissal) on your ROE.

What Should Your Employer Write in Block 18?

To avoid confusion or delays with Employment Insurance (EI), your employer should clearly state: “Termination without cause” or “Dismissed – not for cause”.

This ensures Service Canada understands you were not fired for misconduct — and helps protect your EI eligibility and future job prospects.

What If They Don’t Write That?

If your ROE says Code M with no explanation, or uses language suggesting “for cause” when that’s inaccurate, you could be denied EI and face delays getting severance.

What You Can Do

If your ROE doesn’t say “without cause,” you should ask your employer to amend the ROE and clarify the reason. You should also speak with an employment lawyer if they refuse or if you suspect misrepresentation

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Common Problems with ROEs in Ontario

Even though issuing a Record of Employment (ROE) is a legal obligation, Ontario employees often run into problems that delay their EI benefits or severance entitlements.

Here are some of the most common issues — and what to do about them:

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Key Takeaways About ROE in Ontario

• An ROE is required every time there’s an interruption in earnings — including termination, layoff, or extended leave.
• Employers must issue the ROE within 5 days of the interruption or the end of the pay period (depending on filing method).
• Most ROEs are filed electronically and can be accessed online through your My Service Canada Account.
• Incorrect or missing ROEs can delay EI and hurt your ability to collect severance.
• If Code M is used, Block 18 should specify whether it was “for cause” or “without cause” — especially in Ontario, where severance rights are tied to termination type.

How We Can Help

At Samfiru Tumarkin LLP, our Ontario employment lawyers help employees resolve ROE issues — especially when your employment ends without cause or your EI eligibility is at risk.

Whether you’ve been let go and given the wrong ROE code or dismissed without a proper severance package, we can step in. Our team has helped tens of thousands of non-unionized employees understand their rights, fix employer errors, and claim what they’re owed.

Call Us Today

Call Canada’s most positively reviewed employment law firm at 1-855-821-5900 or contact us online to book your consultation today.

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