Allan Medwood, The Portland Clinic’s Payroll Administrator, needs to deliver reliable payments to 500 healthcare employees across seven offices. “This is people’s money,” he said. “These wages feed children; I take that extremely seriously and try to be as accurate as possible.”

But frequent mistakes can slow payroll down. The clinic’s previous payroll system, ADP, generated errors with 401(k) contribution amounts in employees’ W-2s that the team had to correct. And since payroll was disconnected from time and attendance software, UKG, the team spent time addressing miscalculations from manual exports and data entries every pay run. 

“When payments hit people’s accounts, I would wake up to 30 to 40 emails saying, ‘this is wrong,’” Allan said. “It was perhaps an accident or unentered hours not caught by managers.”

Moving forward, The Portland Clinic needed a better system that minimized such error-prone manual work. 

The Portland Clinic implemented Rippling and automated once time-consuming payroll workflows. Now, Allan pays the clinic’s workforce in less time, with more accuracy. 

With Rippling, The Portland Clinic tracks time and attendance and runs payroll through a single platform. Approved hours from T&A flow directly into payroll without any clunky exports or manual data entry. Allan appreciates that Rippling automatically sends managers approval reminders whenever timecards are due, and even automatically adjusts deadlines during holidays. 

The tight integration between T&A and payroll means Allan doesn’t have to make any manual calculations, saving him time and bolstering every pay run’s accuracy. “With Rippling, my frustration level has been drastically reduced,” he said. “All these automatic feeds make my job far simpler. All I have to do is the original processing, then it’s set-it-and-forget-it.”

In prior roles, Allan got bogged down by manually adjusting pay based on different kinds of leave. But Rippling automatically adjusts payroll based on any applicable federal, state, or local leave laws wherever employees live. It also automatically raises pay when overtime kicks in, helping administrators monitor compliance and giving employees peace of mind they’ll be fairly compensated. 

“All these calculations on the back end that I used to have to do manually are now done through the system itself, which is absolutely fantastic,” Allan said. “I’ve come to a point where I trust it and rarely have to double-check it.”

According to Allan, Rippling’s termination pay workflows save significant time. In Oregon, final paychecks for terminated employees are typically due on the employee’s last day. With past processes, Allan had trouble customizing payroll to align with terminated employees’ schedules. He often had to distribute paper checks instead, tracking their submissions in spreadsheets and resending whenever the mail got returned to sender. 

With Rippling, Allan teed up a termination workflow that automatically alerts managers to approve an outgoing employee’s timecard and ensures they’re paid within a day.

Rippling also integrates The Portland Clinic’s payroll with its 401(k) platform and NetSuite. Allan no longer worries about manually fixing mistakes in retirement contribution amounts, which Rippling now calculates automatically and accurately. And every pay run, no matter the adjustment, now automatically syncs to the clinic's accounting system, saving time on cumbersome manual data entry.

All these calculations on the back end that I used to have to do manually are now done through the system itself, which is absolutely fantastic… I’ve come to a point where I trust it and rarely have to double-check it.

Allan Medwood

Payroll Administrator at The Portland Clinic

• Time saved: Allan now runs payroll at least 1.5x more efficiently with Rippling, constantly finding himself saving half hour chunks of time once devoted to manual work.
• Accurate pay runs: Rippling automatically makes locally compliant payments across The Portland Clinic’s workforce, adjusting for leave, retirement deductions, overtime, and more. 
• Peace of mind: Prompt, accurate payments means Allan can put manual error worries aside and focus more on strategic initiatives that support The Portland Clinic’s workforce.