Name: Fast & Flawless: How Rippling Simplifies Off-Cycle Payroll
Uploaded: 2025-10-21T18:00:05.151Z
Duration: 1 h
Description: Fast & Flawless: How Rippling Simplifies Off-Cycle Payroll

Transcript for "Fast & Flawless: How Rippling Simplifies Off-Cycle Payroll": Where are you? What? I am in Arlington, Virginia. If that helps anyone get started there. I think maybe we might have some audio issues, so I'm gonna go ahead and try that one more time just to get us started. Hopefully, everyone can hear me okay. Lovely. Alright. Great. So again, hi, everyone. We're gonna give it just maybe one more minute before we get started. I wanna make sure everyone gets joined and settled in before we kick things off. As I mentioned before, I'd love just as a fun activity to get things started. Drop in the chat where you're from. Oh, we have, Southwest Virginia. Fantastic. Another Virginia person. I am in Arlington. So it's great to see everyone. Cool. We are at the sixty second mark, so I'm gonna go ahead and get things started. We're gonna kick things off just with a housekeeping slide. So first of all, I'd love if you all could use the chat feature to post comments and connect with other attendees. Please also feel free to submit any questions in the q and a module at the bottom right. This webinar is gonna be recorded and shared with you tomorrow. So if you have any questions after the webinar, please feel free to reach out to webinars@rippling.com. And if you wanna see more of Rippling, make sure that you use the book a demo button in the top navigation bar, and you'll be able to set up a custom demo of Rippling's platform with one of our experts, maybe even including myself. So that's everything for the housekeeping. Let's get things started. So hi, everyone, and welcome. Thanks for joining us for Fast and Flawless, how Rippling simplifies off cycle payroll. This is part of our biweekly series where we show you exactly how rippling works, no sales call required. Today's session is focused on how rippling automates some of the most manual time consuming parts of managing your workforce really through one unified platform of HR, IT, and finance applications. We'll double click specifically on how simple it is to run an off cycle payroll with Rippling. And hello to Houston, Texas. Great. So as we jump in, I'm gonna quickly introduce myself. I am Alex Urie. I'm one of the managers of enterprise sales here at Rippling. I'm gonna be walking you through today's session and giving you the behind the scenes look at the Rippling platform. We're gonna go ahead and transition to just the slide to get things started there. Fantastic. So really before we dive into the demo itself, I wanna set the stage for a little bit of context on what Rippling is and what makes it so different from everything else out there. Because that's really the foundation for everything I'm gonna show you today. So first of all, what is Rippling and why is it different? Rippling is an all in one system for managing people, spend, and IT across a worldwide workforce. And unlike any any other traditional payroll first tools, we start with the employee profile. And when we do that, every update automatically flows to the right place. So that means everything from payroll, benefits, onboarding, app provisioning, expenses, and more, it's connected to a single source of truth for each employee. So when something changes like a promotion or a location update, Rippling automatically knows what to do across every system. And this really is due to both Rippling building our own internal applications as well as our integrations with over 650 different third party apps. So we call this, this change and this effect the ripple effect. And the reason for this is an update to one field will downstream create Rippling handling everything else from tax documents to benefits changes to device setup, even things like expense policies across every department. So we're gonna use this example here. Let's say Sarah gets promoted from, gets promoted to director and relocates to New York. So in most systems, someone in HR or IT would need to distribute new tax documentation for her to fill out. They potentially adjust her, benefits depending on new eligibility, update the master head counts head count plan, and ensure that we backfill her role. We also might need to update her device and change her expense policy to reflect that director level limit. Now with Rippling, all of this happens automatically. Once Sarah's role and location are updated in her profile, Rippling on Rippling instantly and automatically updates the right changes across HR, IT, and finance without anyone having to manually log into multiple multiple systems. So that would also be true if, let's say, Sarah moved from New York to Toronto. Rippling would automatically send a compliant tax documentation and employment agreement for how to enroll in Canadian benefits as well as other things like changing, you know, payroll and taxes and things of that nature. And all of this is due to the downstream changes that happen within rippling automatically because it's all managed within rippling. So that's the power of one unified system. No handoffs, no double work, just one seamless experience that saves you hours and keeps your organ sync. So that's everything from the value proposition of Rippling. Quickly, I'm just gonna go over what we're gonna see in today's call. So for today, we're gonna focus on a couple demos. The first one's gonna be onboarding. It's gonna be how, to process how a process usually takes hours and how Rippling is gonna turn that into minutes. Next, we're gonna look at payroll, where all of your data flows in real time so that you can run payroll with confidence. And next, we're gonna look at compliance, how Rippling will flag any risks and enforces any policies automatically so that you stay ready you stay audit ready without the need for manual tracking. Now each of these demos are prerecorded so we can keep things sharp and focused. We'll wrap with a live demo showcasing a real use case of Rippling's automation in action, and then we're gonna go to a q and a. So as I said before, make sure that you drop your questions in the chat or the q and a. And at the end of this, if you're interested in looking at anything else or diving deeper into Rippling, please make sure you press that button to book a demonstration, and you're gonna meet with one of our experts. So that's it for my start. I'm gonna kick things over, and we're gonna go ahead and watch some of these recorded demos. Let's walk through the process of onboarding a new hire into Rippling's system. Before we get started, I'll share a little secret. Rippling is famous for its ability to onboard new employees in ninety seconds or less. When onboarding someone into the system, you can either hire one individual, you can hire a large number of people at once, and even run a background check directly within Rippling. You have the ability to add someone directly into the system, or if you're using our recruiting module, you can pull them directly in from the applicant tracking system like I've done here. By doing so, many of the fields throughout this flow are going to be automatically prepopulated. But either way, Rippling is going to take me through the onboarding check where we will be collecting all of the relevant information needed for this employee profile or employee record. Quick call out here. If your company uses our headcount planning module and you've set a budget for the year, this is where you can actually hire this person against that plan. Rippling will automatically update the overall plan and budget in real time in the headcount planning module. Here's where we will really start to localize the onboarding process. Since you can operate as a global company within Rippling, you'll be able to choose the specific location, office, and country when you're onboarding this new hire. You can even hire remote employees in the system and will use their home address for taxation purposes. A key benefit of our system is that depending on the country that you choose, the questions in the onboarding flow will automatically change or adapt to ensure compliance. For example, if we were to hire a new employee in India, Rippling would guide us to be locally compliant by asking the right country specific questions. This would include ensuring the employee's annual salary complies with India specific minimum wage laws as well as any statutory holiday requirements. It's worth noting that Rippling can also support and pay your ten ninety nine contractors, whether they are in The US or abroad, and whether they are salaried, hourly, or temporary. If your company has multiple entities, you will be able to choose which entity you're hiring into. Following our previous example, you'd be able to select either The US or Indian entity. And if you don't have an entity in a specific country, you can still hire into that country using Rippling's employer of record service, which we support in over 75 other countries. From here, we can continue to build out the employee profile by adding key data points like their start date, who their manager is, what's their title, department, job family level. These attributes are what drive an individual's permissions within the system. This is how Rippling knows what to do with this new hire, what level of access they should have, what modules they should be added to, whether they're eligible for benefits or not, all of the things that you might be managing across different automated because of all of Rippling's apps are built on top of this single employee record that we're setting up now. The system will then prompt you to fill out any compensation details. You can assign more than just base pay here. You can also include things like equity, relocation bonus, signing bonuses. Additionally, if you're using our compensation bands module, which stores all of your pay data, the system will tell you the recommended comp band for this position. If you decide to hire above the comp band, the system's actually going to alert you and may even require an additional approval process if you so choose, giving you a clear audit trail. If I've selected a signing bonus, I can not only specify the amount but also when to assign this bonus into payroll, as soon as they sign their offer letter, within their first paycheck, or after a specific number of days. You have the ability to custom questions that you wanna ask during onboarding. Do you collect any information that's outside of the usual employee fields, like favorite ice cream flavor, dietary restrictions? You can even require the employee to fill this out themselves. As a full document management solution, Rippling can store all of your employee documents, and you'll be able to select the appropriate documents here for the employee to see and sign. You'll notice that some of these documents are preselected. This is based off of rules that you can build into the system so you don't have to remember which documents need to be sent every single time you onboard someone. Rippling can even help with device management. We offer three options for getting devices to your employees. Option one is that Rippling is actually a reseller. You tell us what to send, and we will handle the rest. Option two, we also offer inventory management, which means you can keep your current inventory, but we store it at a rippling warehouse. We'll then ship it to the employee upon onboarding and retrieve it upon termination. We can lock and wipe the device as well. With option three being that you keep your inventory at your office and simply tell the system where it is. And so because we've assigned the device to this person and the rippling agent is downloaded on it, we can also determine what other apps the individual is going to need, like Google, Chrome, Outlook, and even assign their access level within those apps. Rippling has a full password manager that allows you to securely share any saved passwords. We'll also provide the email address during this flow. You can customize what that is or let the employee select it themselves. Next, we'll simply review the offer letter. All of the information such as start date, job title, manager, compensation is prepopulated. But just know that if you need to, you can still make any edits here on the fly before submitting this new hire. And all that's left is to verify that everything looks correct. I'm going to get a really nice summary screen where Rippling is going to show me everything it's going to do on my behalf. So I can see the specific documents I'm sending, including the appropriate tax forms that the system inherently knows to send based off of the employee's employment type, work location, and any other rules I've set up on the front end. I can also view the information that we're going, such as Social Security or any country specific required bank account information. The system will prompt the employees to enroll them in health insurance only if eligible and send all of those details to your broker. So now once this hire is approved, the system is going to send the candidate with an email and a link for them to first sign the offer letter, which will then allow them to self onboard and complete all of the necessary steps either on a desktop or a mobile device. And since Rippling now knows who this person is, where they work, what department they're in, who their manager is, we will automatically assign them the appropriate we will automatically get them set up in payroll. We'll even prorate their first paycheck depending on their start date. So all of this is happening in the back end, not requiring any manual setup across systems. And thus, the ripple effect has taken place, and they are ready to go for their first day. Let's take a look at Rippling's payroll solution. Rippling has everything you need to manage and pay your employees and contractors, both domestically and internationally, all within one unified system. The best part about a single system is how effortlessly payroll comes to into a pay run. We are going to see how data from benefits, time and attendance, and expenses are all automatically synced into the pay run, which helps reduce errors and saves you time on this vital yet routine process. Rippling's payroll is highly customizable, and we can support all of your different employment types as well as your different entities and countries all within one place. Rippling is going to batch out your employees here by employment type and clearly identify what country or entity you are paying them in. For example, when you run payroll for your entity in India, let's say, all India specific taxes and deductions for your statutory benefits are automatically built into the payroll engine. You don't have to worry about looking up which deductions to include for India versus The United States. Your payroll is already configured to be compliant, accurate, and localized to whichever location is tied to the employee profile. So rest assured, payroll is seamless and automated for any country where you need to process it. So for my salary folks that I'm viewing here, I can see everyone's salary data flowing seamlessly in from their employee profile. We calculate or prorate their salary based off of their start date, so no manual intervention is needed. If I toggle over to deductions, here's where I will see that by using Rippling's benefits administration model, all of your medical, dental, and vision deductions as well as four zero one k and other deductions are automatically synced into your pay run, saving you time and reducing errors. As I move forward to view my hourly employees, here's where I will see all of their hours flowing seamlessly in from the time and attendance module. Since payroll and time and attendance are interconnected, I actually have the ability to not only view my employees' time cards, but I can fix any time related issues like missed clock outs, unapproved hours, all without having to leave the payroll. Any issues that I fix here or changes that I make are automatically reflected in time and attendance as well, thus allowing you to process payroll without delay. When I get to the final summary screen of this pay run, Rippling is gonna show me a really nice receipt of this pay run, including the amount that it's going to debit and the bank account or multiple bank accounts that it might be pulling from. One of my favorite features is our payroll comparison report here that allows me to compare this run eve to either the previous run or the run before last so that I can quickly see where changes have taken place across my employee population. This provides such a time savings for payroll administrators doing any sort of reconciliation outside of the system. We'll go ahead and batch out the employees that have not experienced a change. So, again, you don't have to go line by line identifying any major issues. And that's it. That's all it takes to process payroll and Rippling. I'm ready to hit submit. If you want additional eyes on the pay run, you can actually customize or set up an approval path for this to go through after hitting the submit button. But once the pay run is approved, Rippling can even automatically update your general ledger in your accounting system. We provide a number of different direct integrations with various accounting systems, so updating the general ledger is yet another thing Rippling can take off your plate. With Rippling payroll, you can rest assured that all of your employees across entities and countries are paid accurately and on time every single pay run. Rippling's compliance three sixty solution will function as your compliance safety net that automatically and proactively keeps you compliant with local labor laws across all 50 states as well as more than 85 countries around the world. Rippling will provide you with this really nice dashboard that monitors all of your employees for any compliance issues they may be running into. These issues could include overtime violations, minimum wage violations, rest or meal break violations. In the event of one of these, Rippling will not only call out the specific violation, but will also provide a recommended solution and give you a one click access to make the change, thus taking the guesswork out of what to do next. From an auditing perspective, we are Speaking. Sorry about that. It seems like our video is out there, so I'm gonna jump in and start going through my demonstration of rippling. Let me go ahead and share my screen. Lovely. Hopefully, everyone is seeing my Rippling account. I wanna get us started real quick. As we saw payroll before, I am gonna kinda navigate to that bar in a second. But just so everyone sees on the left hand side, this is really where everything that we use from an administrative perspective is going to sit. So given today is about, off cycle payrolls, I'm gonna jump into my payroll module. As you can see, I do have this little star focused on payroll. That's because I have it favorited. That way I always know the two things I use the most, my one on ones and my payroll, are right there available for me at a moment's notice. So as I jump into the payroll module, we were just kinda navigating this before, but I do wanna point out a couple things. Everything that you see here is is what I need to administer payroll functions within Rippling. So all of my upcoming and draft payrolls, my submitted ones, my corrections, anything like that, as well as my accounting integrations, all of that's gonna sit in one place. Now today is about running an off cycle payroll fast and easy. So I'm gonna go ahead and use this button that's to create an off cycle pay run right here. Now I was thinking, how we can do this today, and we're coming up to the holiday season. So I think it'd be nice to give my support people a bonus here at the end of the year. So I'm gonna go ahead and create the name of this pay run as my support end of year bonus. Now what you're seeing directly below this is what Rippling calls our smart box technology. Technology. So I love using this to create my inclusions and exclusions of who's gonna be in this pay run. So as I said before, we're focusing this on my support team, and I'm gonna go ahead and select my customer support and my velocity department. High transactional team that takes care of issues immediately. Now something else I'd like to highlight here is the join function within the Rippling SmartBox. So I was thinking before about, okay, I wanna include my my customer support team, but I also wanna make sure that I'm, you you know, giving this bonus to people that have been here for a long time. Right? My tenured employees. So what's really cool about this is I'm joining this function of my customer support team as well as the attribute of tenure days. So for this, I wanna make sure that it's anyone that's been on the support team for over a year. So value greater than three hundred and sixty five days. And on the support team, that's who's gonna be included in this pay run. One also great function of Rippling is I can preview who falls into that smart box. So you can see based on those inclusions and exclusions, I now have Amy and Dominique as the two people being included within this pay run. I'm gonna go ahead and follow along from here. So now I've inserted those people into the pay run, and Rippling is gonna ask me some really quick and easy questions of how I wanna structure this pay run. So first of all, I I've said before, I want to make this for my holiday pay run. I wanna get everyone a bonus towards the end of the year, but ahead of time to buy Christmas presents and all that kind of stuff. So I'm gonna put this for the November 28. Because this is an off cycle and this is, you know, not following the normal cadence, I'm not gonna include this in the pay period. This is gonna be a specific pay run that I'm doing. I'm also not gonna, include net amounts. I'm just gonna allow taxes to flow accordingly once I input the total amount that I wanna pay them. I'm not gonna include any deductions. I'm not gonna include any sick time or any additional supplemental taxes. All of these default to the normal functions that we would generally want, but you can always update them accordingly if you'd like. Once I've gone through those questions, Rippling is automatically going to prepare that pay run for me. It's gonna take all those variables and actually structure this pay run for me right here. So we can see the check date, the, pay run type of off cycle. We have Amy. We have Dominique. I just need to go ahead and add my my earning type. So we've said before, this is gonna be my bonus. So I'm gonna get that added in right there. And we'll see on the left, I have all my options, and I'm gonna go ahead and input the bonus for Amy. We're gonna give Amy $2,000 and then the same thing for Dominique. I'm gonna go ahead and save those. And that's all I need to do it to add the net amounts there. Now what's great is it's taking all that information and then it's gonna do all my calculations for me as well. So the great part of rippling is is you put the inputs in, you set it, you forget it, you allow the compliance engine and the tax engine to do its thing. So you can see we have our gross pay, but we also have our taxes. Right? Our employer and employee and our net pay. All of that's gonna be available before I even process this pay run. And last thing and probably my favorite is before you even process a pay run within Rippling, we'll actually take all that information that we gathered and we'll actually put together that pay stub for you ahead of time. Rippling also has great, great marketing team and animation team that builds this information ahead of time. You always have those great gifts. But to me, what's important is the accuracy and how clean it is looking at this pay stub. So you know exactly how much that bonus is, how much my salary and everything year to date has been, as well as the taxes in this current pay period on this bonus specifically. So all I need to do is go ahead and press the approve pay run button. That's gonna kick everything off. The employees are going to get paid on August 20 I'm sorry, on, November 28, and I'm good to go from there. That's really everything that I need to do to run my, fast and simple off cycle pay run within Rippling, and we did that on a focus of, our support team getting an end of year bonus. I hope that was helpful. That's really everything that I have on the demo. So I'm gonna go ahead and stop sharing here, and we can bring up the slides again, and we can go through any q and a that anyone has. We have about five minutes left. So if you have any questions, I'm happy to answer them. Why don't you go ahead and drop them in the q and a section? So one of the questions that just came in is can you add an approval workflow to that? Not only can you add an approval workflow to that, simply yes. The answer is yes. Absolutely. We can tie any conditional approvals or any routed approvals that you want to that pay run. So in my example, I did this for the support team. Maybe I want my vice president of customer support to approve that pay run. We can route that approval accordingly. So absolutely. Any integrations for one bill, Square, other food beverage tipping related programs? I would have to check our app store to see if we have anything for those. What I would tell you is Rippling has the ability to integrate with any platform on the market, in many different ways. So that's something where I would highly suggest if you wanna go ahead and use the book a demo button. You can speak to one of our, our experts on Rippling, and we could talk to you about what that integration would look like. If it's as simple as pulling in, total amounts to pay tips, we can certainly do that. If you wanna be more granular or specific, we're happy to talk about that with our experts and, give you a really detailed answer. Any other questions? Yeah. Happy to answer that, Erica. Great. Please, we still have a couple minutes left. So if you have any other questions, drop them in. One other thing, we're gonna launch a poll here in a second that's gonna give you some information on booking a demonstration with Rippling. Again, the point of today was that you were able to see all that you want about Rippling, ask any questions that you want, all without talking to a salesperson. If you would like to speak to a salesperson or a product team, please go ahead and press that button in the polls tab to get a time booked. And we're happy to have discussions around any intricacies or nuances that you may have within your business and how Rippling can certainly help you there. Cool. I'll give it just one more minute for questions. Oh, we have one other question. Let's see. We've created onboard documents in Rippling. To set a rule to add let's see. So the question is, if we create onboarding documents in Rippling, can you set a rule to auto include them within the onboarding packet? And then does that take an advanced workflow? To answer the second question first, no. That does not take an advanced workflow. That's just the normal automation process within Rippling and our onboarding. And then two, kinda answering the first part is, yes, you can absolutely do that. We're able to structure documents within Rippling to have a use that smart box, for example, that we saw before. We're gonna include that for any specific type of person, any department, any attribute if you'd like to tie to that onboarding document, we can certainly do that. Great. That is everything we have for today. I wanna thank you all for your engagement and your time watching today's demonstration. I really appreciated everyone's questions and comments. Again, la last kinda push on this is if you have any questions that you'd like to cover in a one on one demonstration or discussion with our team, please feel free to go ahead and use that book a demo button. You know, whatever the use cases may look like, whatever the questions are, we're happy to take those. And, again, thank you so much. I hope you all have a wonderful rest of your day, and thanks for being here. Alright. Goodbye.