Rippling

Overview

Rippling provides functionality for the automatic generation and electronic submission of Canadian Record of Employment (ROE) filings by directly integrating its payroll system with the requirements set by Service Canada. The platform is designed to streamline this compliance task by leveraging a unified data model, where employee payroll information is the single source of truth for generating necessary documentation. An ROE is a mandatory document in Canada that employers must issue whenever an employee experiences an interruption of earnings. This includes events such as termination, layoff, or various types of leave like maternity, parental, or sick leave. Service Canada uses the information on the ROE, particularly the record of insurable hours and earnings, to determine an individual's eligibility for Employment Insurance (EI) benefits.

Key Features

According to product updates from 2025, Rippling has enhanced this process with specific features for administrative oversight. A 'Termination Record of Employment' feature, noted as released in July 2025, allows administrators to preview and modify the ROE within the platform before it is finalized and submitted. This provides a critical control point to ensure accuracy. Furthermore, a 'Records' tab, introduced in November 2025, acts as a centralized repository for viewing and managing all payroll filings, including ROEs, which simplifies record-keeping and auditing.

Technical Specifications

Service Canada has strict deadlines for ROE submission. For electronic filings, the ROE must be submitted within five calendar days after the end of the pay period in which the interruption of earnings occurred. Rippling's platform facilitates compliance with this deadline by enabling direct electronic submission to Service Canada. Once an administrator reviews and approves the draft ROE, it can be filed electronically through Rippling, which is an authorized payroll provider by the Canada Revenue Agency (CRA). The system also supports the amendment process, allowing administrators to submit corrections to an ROE at any time if errors are discovered after the initial filing. This is managed through the same interface, maintaining a consistent workflow for all ROE-related activities.

How It Works

Rippling's system automates the population of the ROE form by pulling required data directly from its native payroll module. This includes the employee's Social Insurance Number (SIN), the period of employment, and the detailed breakdown of insurable earnings and hours for the lookback period, which is typically the last 53 weeks. This integration eliminates the need for manual data entry or the error-prone process of transferring information between different systems or spreadsheets. The workflow is triggered within Rippling when an administrator processes an event that qualifies as an interruption of earnings. The system then compiles the historical payroll data to create a draft ROE.

Use Cases

Employers are legally required to retain ROE records for a period of six years. Rippling's platform supports this requirement by storing copies of all submitted filings in the centralized 'Records' tab, ensuring they are accessible for compliance and audit purposes. Employees can access their electronic ROEs directly through their 'My Service Canada Account,' which means employers are not required to provide paper copies.

Limitations and Requirements

However, there are limitations and considerations associated with this automation. The accuracy of the auto-generated ROE is entirely dependent on the completeness and correctness of the payroll data entered into the Rippling system throughout the employee's tenure. Any inaccuracies in recorded hours, earnings, or leave dates will be reflected in the ROE, potentially leading to filing errors and compliance issues. Therefore, meticulous data management is crucial. Certain complex scenarios may also require manual intervention or heightened review. These can include mass layoffs, which involve a large volume of simultaneous filings, or situations involving backdated interruptions of earnings that may require payroll adjustments. While Rippling's system is designed to handle various leave types, the specific nuances of each may require careful configuration and review to ensure the ROE is generated correctly. Ultimately, while the software provides significant automation, the employer remains legally responsible for the accuracy of the information submitted to Service Canada and for ensuring overall compliance with all regulations.

Comparison to Alternatives

Summary