SmartPay - How To Administer SmartPay (for UK only)

Introduction

This article explains how to administer SmartPay including payroll, member data, scheduling windows, products, applications, managing invoices, and reporting!

Background

One of the major benefits of SmartPay is that all salary sacrifice and salary deduction administration (payrolls, windows, products, invoices) for numerous products (SmartTech, Cycle To Work, Childcare Vouchers, Holiday Trading, Car Benefit, etc.) can be managed from one central place.

SmartPay Dashboard

There are task reminders and an outstanding tasks list in the SmartPay dashboard to make administration easier.

Payrolls

The payrolls section is where all payroll-related data is managed, including all employee details. When adding payroll information in SmartPay, the information will be reused and applied to all products within SmartPay so the client doesn't need to enter the same data multiple times. In order to create a payroll, the system requires the following information:

As part of each payroll, there's also a deduction report that makes processing deductions an easy process. For more information on where to find the report and how it works, see SmartPay deduction reports.

Member Data

Another great thing about having one central payroll management hub is that our clients have all of their employees' data in one place, which is then distributed from the central location across to the right payrolls.

The eligibility upload for the client's programme is fully integrated with SmartPay and the relevant employee data will be directly populated in the correct payroll once uploaded or sent via SFTP.

It's important to note that, upon uploading employees data, the client will have to also provide the name of the payroll each member belongs to (e.g. Monthly). Once uploaded or sent via SFTP, each employee's data will be accessible from the Payrolls section > View Members.

All SmartPay-relevant data (e.g. salary, weekly hours, etc.) for the member is also editable from here.

To use auto-approval within SmartPay, we require specific fields to be uploaded for each member. For more information on required fields for auto-approval, see How Auto-approval Works in SmartPay.

Auto-approval is a great tool ,enabling the approval of a product selection to happen automatically and freeing the client from the responsibility to manually do it.

Scheduling Windows

All products' windows are managed via the Windows scheduler. It's really simple to use. Only drag and drop of a product icon on the calendar view is required for organizing a window.

The window section is to be found at the bottom of the Home page. One can select a window close date or create rolling windows by clicking on the window icon dropped on the scheduler.

Products

Each SmartPay product that’s enabled for the client can be managed through the Products tab in SmartPay. Each product has its own specifics, although there are some configurations that are common to all products.

For all products, the system allows:

• Adding approvers
• Enabling/Disabling auto-approval 
• Adding product limits  
• Defining the reporting options
• Adding product Terms & Conditions

There are also some additional product-specific configurations. Some of the other extra options applicable to some products are to:

• Limit the number of applications per member per period
• Segment the product
• Customize the product name
• Define order denominations  
• Enable/Disable items catalogue categories and manufacturers (SmartTech)

Any of the configuration options above can be revisited at any time and will be effective for all employees of the scheme.

Applications 

Being a central hub for all salary deduction and salary sacrifice products, SmartPay will unify all applications for each product and will group them together for each employee so that they're easier to process.

Depending on the client's choice, applications could be automatically approved and checked against pre-determined limits and the National Minimum Wage rate relevant for that employee.

Alternatively, the client can use manual approval option and review, approve, or reject the applications of all employees.

To facilitate the manual approval option, we have made it easy to check existing deductions or any other active applications of the employee including their salary, personal and payroll information before approving.

Managing Invoices

Clients can keep track of all past and pending invoices as well as the current order running total. In the invoice section, the client can find all invoices and a break down of the amount per product. To make reconciliation easier, a report for each invoice is available to download to show a list of all applications contained in the invoice.

Reporting

In the Reporting section, clients are able to track activity. We report on:

• Total Spending -  this report shows the total spend for all SmartPay products, filterable by product and period
• Total Number of Orders - this report shows the total number of orders for all SmartPay products and is filterable by product and period
• Average Order Value - this report shows the average value of an order per product

• Total Number of Eligible Employees - this report shows the number of eligible employees that have access to each of the SmartPay products