Before You Start

This guide is for HR managers, controllers, and operations leaders in companies with remote employees across the US. It assumes you have an active Rippling subscription, employee data (W4s, state forms), and access to your accounting software.

Overview

40 min
Setup Time
Advanced
Difficulty
Monthly
Maintenance

What You’ll Learn

  • How to configure Rippling for multi-state payroll
  • Ensuring compliance with state tax registrations and filings
  • Automating payroll tax calculations and submissions
  • Integrating payroll data with your general ledger (GL)
  • Managing employee onboarding for remote teams

1. Preparation Steps

Before configuring Rippling, ensure these initial steps are covered:

Essential Readiness Checks

  • State Employer IDs for all active work states
  • Company bank account linked for payroll disbursements
  • Accounting software ready for GL integration
  • Employee W4s and state tax forms collected

Recommended Best Practices

  • Dedicated payroll bank account (if possible)
  • Detailed chart of accounts for GL mapping
  • Established internal review process for payroll runs

2. Choosing Your Payroll Automation Strategy

You have options when leveraging Rippling for multi-state payroll.

Method A: Rippling as Full-Service PEO/EOR

This option simplifies compliance by having Rippling act as the employer of record.

Pros:
  • Rippling handles all state registrations.
  • Minimizes employer liability.
  • Streamlined international expansion.
Cons:
  • Higher cost per employee.
  • Less direct control over employment terms.
  • Complexity in transitioning off PEO model.

Method B: Rippling as Payroll & HRIS (Standard)

This is the most common approach for companies wanting full control.

Expert Tip: For most growing businesses with a distributed workforce, using Rippling as your primary HRIS and payroll provider (Method B) offers the best balance of control, cost, and automated compliance for multi-state operations. Its robust reporting and GL integration capabilities are essential.

3. Step-by-Step: Rippling Multi-State Payroll Automation

Here is the high-level workflow for a clean setup.

Here is a sample code block to show how a payroll journal entry might look for GL integration.

{
  "payroll_run_id": "PR-20251029-001",
  "pay_date": "2025-10-29",
  "total_gross_pay": 150000.00,
  "total_net_pay": 95000.00,
  "employees_processed": 50,
  "state_taxes_remitted": {
    "CA": 15000.00,
    "NY": 10000.00
  },
  "journal_entries": [
    {"account": "Payroll Expense", "debit": 150000.00, "credit": 0},
    {"account": "Cash - Payroll Account", "debit": 0, "credit": 95000.00},
    {"account": "Payroll Tax Payable - CA", "debit": 0, "credit": 15000.00},
    {"account": "Payroll Tax Payable - NY", "debit": 0, "credit": 10000.00}
  ]
}

4. Configuring Rippling for Compliance

  1. 1

    Onboard Employees & State Registrations

    Input all employee data, including their primary work locations. Rippling will guide you through state tax account setup and registration for new states.

  2. 2

    Set Up General Ledger Integration

    Connect Rippling to your accounting software (e.g., QuickBooks, Xero). Map your payroll expenses, liabilities, and bank accounts to the correct GL accounts.

  3. 3

    Define Payroll Schedules & Approvals

    Establish pay frequencies (bi-weekly, semi-monthly) and configure approval workflows for payroll administrators before each run.

Common Error: Incomplete State Setup

Ensure all employees’ work states are properly configured in Rippling with valid State Employer IDs. Missing or incorrect IDs will prevent tax filings and can lead to penalties.

5. Testing Your First Payroll Run

Payroll Test Run Checklist

  • Verify gross-to-net calculations for accuracy
  • Confirm tax withholdings per state are correct
  • Check GL entries match your accounting software expectations
  • Review direct deposit amounts for all employees
  • Confirm tax filing deadlines are accurately scheduled

Need Help?

Get Support

Having trouble with your Rippling setup or multi-state compliance? Our team can help troubleshoot your specific workflow.

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