How to manage applications in SmartPay™

SmartPay™ is a central location for all salary sacrifice and payroll benefit products provided by Reward Gateway. Its key strength is that it combines all applications by employees for each benefit in one single place – so clients can approve, reject, cancel, and amend applications quickly and effortlessly.

Where to find employee applications in SmartPay™

You can find employee applications through the following steps:

1. From Reward Manager, navigate to SmartPay™ on the left-hand menu. 
2. Click on 'SmartPay™' > 'Administer' > 'Manage'. 
3. From there, you'll see the 'Applications' section at the top of the page.

Filtering applications

Approvers can apply various filters to get the set of applications they'd like to see. Below are the available filters:

• Date range.
• Product.
• Status.
• Search by employee name, payroll number.

Approve, reject, amend or cancel applications

There are several actions approvers can take for an application in SmartPay™:

• Approve or Reject a pending application – bulk approval also available.
• Amend an application – only available for Holiday Trading.
• Cancel an application – different prerequisites apply to the different products.

Application history 

To see the full history of the application and all stages it went through:

1. Navigate to a specific application.
2. Click on 'View Details' to expand and see the detailed view.
3. Click on 'View History'.
4. Clients are able to see the date of action, the status of the application at the time, and who actioned on it.

Record of the agreed Variation of Contract 

Approvers will be able to access a copy of the Variation of Contract the employee signed when applying through the following these steps:

1. Navigate to a specific application.
2. Click on 'View Details' to expand and see the detailed view.
3. Click on 'Electronic signature'.
4. Clients are able to see IP address, date of application, user browser agent and a copy of the signed Variation of Contract.

If an approver needs to download all copies of the Variation of Contract, they can do this through following these steps:

1. In SmartPay, visit 'Products', then choose the Product you're interested in.
2. Click on 'Reporting'.
3. Click on 'Export all Variation of Contract'.
4. Choose the date range required.

If there are a large number of records in the file, it will take some time for it to be made available in File Manager. Reward Manager will send a notification when the file is ready to be downloaded.