SmartPay | How To Manage Applications in SmartPay (for AUKUS only)

Introduction

This article explains how to complete SmartPay application related tasks in the platform. Detailed step-by-step instructions are included on features such as filtering applications, approving or rejecting applications, and accessing a copy of the Variation of Contract. This article is designed for clients.

Overview

SmartPay is a central location for all salary sacrifice and payroll benefit products provided by Reward Gateway | Edenred. 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.

Prerequisites

Admin Portal / Reward Manager Roles

You may need one of these SmartPay roles assigned before being able to do some of the steps described in the article. 

See this guide for a list of all Admin Portal Permissions: Admin Portal / Reward Manager - Client Roles in Reward Manager. 

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

How to Apply Filters: 

1. Find a scheme in SmartPay
2. Click Manage, this will open the SmartPay Dashboard

3. Select Applications tab

4. A full list of applications are displayed, you can use the filters to search for a particular application
5. Search by name or payroll number

6. Alternatively, use the application status filter, this will allow you to filter applications by status. 

7. Once you have selected the status, click on Apply Filter

8. Results 

Only pending and approved applications are shown:

Using Advanced Filters

Use the advanced filter option to select applications using a date range, product or payroll. 

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. Go to SmartPay and find applications, this will direct you to a full list of applications 
2. Navigate to a specific application
3. Click on View Details to expand and see the detailed view, this will show all the applications this member has made in the past for the payroll benefits. A summary is shown which has the most recent details of the member in the system including DOB, Salary and weekly hours. 

4. Click on View Application History

5. Clients can 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 View Electronic signature

4. Clients can 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 many 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.