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A Separation Certificate is an official document that Canadian employers must provide when an employee's job ends. It records key details about their employment, including why they left, their work dates, and their total earnings - essential information for Employment Insurance (EI) claims.

Service Canada uses these certificates to determine if former employees qualify for EI benefits and calculate how much they can receive. Employers need to issue this document within five days of the last day worked, ensuring workers can quickly access unemployment support they may be entitled to under federal law.

You need to provide a Separation Certificate when any employee leaves your organization - this includes resignations, layoffs, dismissals, or retirements. The timing is crucial: Canadian law requires employers to issue this document within five days after the last day worked.

This certificate becomes especially important during major workforce changes like restructuring, seasonal shutdowns, or when employees request Employment Insurance benefits. Getting it right helps avoid Service Canada penalties and ensures your former employees can access their EI benefits without delays. Keep detailed employment records handy to complete these certificates accurately.

• A standard Service Canada Record of Employment (ROE) serves as the main Separation Certificate nationwide
• Paper ROEs come in sets of three copies: one for Service Canada, one for the employee, and one for employer records
• Electronic ROEs are submitted directly through Service Canada's ROE Web system, becoming increasingly common for larger employers
• Special versions exist for specific industries like fishing and agriculture, accommodating unique employment patterns and earnings structures
• Supplementary documentation may be required for complex situations like mass layoffs or workplace closures

• Employers: Must issue Separation Certificates accurately and promptly, maintaining proper employment records for completion
• HR Departments: Handle the preparation and submission of certificates, ensuring compliance with Service Canada requirements
• Employees: Receive their copy of the certificate and use it to apply for Employment Insurance benefits
• Service Canada: Reviews certificates to process EI claims and enforce compliance with federal regulations
• Payroll Providers: Often assist in preparing certificates by supplying accurate earnings and employment data

• Employee Details: Gather full name, social insurance number, and complete employment history dates
• Earnings Information: Compile total insurable earnings for the last 52 weeks, including vacation pay and bonuses
• Work Schedule: Document regular hours, shifts, and any special work arrangements
• Departure Information: Record final day worked, reason for leaving, and any severance or termination pay
• Documentation Review: Double-check all calculations and dates before submitting to Service Canada
• Submission Timeline: Submit within five days of the final work day to avoid penalties

• Business Information: Legal business name, address, and Business Number or Payroll Account Number
• Employee Identity: Full legal name, Social Insurance Number, and complete address
• Employment Period: First and last days of work, including any breaks in service
• Earnings Details: Total insurable earnings, pay period type, and vacation pay owed
• Termination Information: Reason for separation using Service Canada codes, final payment details
• Declaration Section: Employer certification of accuracy, authorized signature, and date of issue

A Separation Certificate (Record of Employment) often gets confused with a Separation Agreement, but they serve very different purposes in Canadian employment law.

• Legal Purpose: A Separation Certificate is a mandatory government document for Employment Insurance claims, while a Separation Agreement is a negotiated contract outlining terms of employment termination
• Timing: Certificates must be issued within 5 days of the last work day; Agreements can be negotiated before, during, or after employment ends
• Content Scope: Certificates focus on employment facts and earnings data, while Agreements cover severance, benefits, non-compete clauses, and other negotiated terms
• Legal Requirements: Certificates follow strict Service Canada formatting rules; Agreements are more flexible and can be customized to specific situations