SmartPay™ - How to administer SmartPay™ (for UK only)

Introduction 

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

SmartPay™ dashboard

There's 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 can be 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, we require 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 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. 

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. UK). Once uploaded, 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 pre-approval within SmartPay™, we require specific fields to be uploaded for each member. For more information on required fields for pre-approval, see How pre-approval works in SmartPay™.

Pre-approval is a great tool meaning that approval for product selection can happen automatically and not rely on the client to manually do this.

Scheduling windows

All products' windows are managed via the "Windows Scheduler". It's really simple to use and works via a drag and drop system where the "product" is dragged to the date it needs to open. 

The window section is to be found at the bottom of the Home page.

By clicking on the window, a closing date can be selected or the client can opt for 'rolling windows' by leaving the window with no closing date so that employees can apply at any time.

Products

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

For all products, clients can:

• Add Approvers
• Enable/Disable auto-approval (For more information, see How pre-approval works in SmartPay™)
• Add Product limits  (maximum amount each employee will be able to spend on the product. For more information, see Spending limits in SmartPay™ and how they fit together.)
• Add one or multiple deduction period options
• Apply custom text for Terms and Conditions

There are also some additional product-specific configurations. For some products the client is able to:

• Limit the number of applications per member per period
• Segment the product
• Customise the product name
• Define order denominations  
• Enable/Disable Items Catalogue Categories and Manufacturers (SmartTech™)
• Choose an End of Hire option (Cycle To Work)

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 the post-approval option where they can manually approve applications for each employee. 

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.