Offboarding Process

Partnership started on: {DATE}

Contract end date: {DATE}

In this document, we have outlined how to offboard your employees in the most effective and efficient way possible. An overview of relevant information has also been provided to help you understand this process. {DATE}

Agreed Closure Date: {DATE}

{Number of employees} of your employees are registered and able to access the platform. Therefore, system communications will be sent to {Number of employees} employees.

Closure Process 

Once a Closure Date has been agreed upon, which is {DATE}, the closure is initiated by Reward Gateway, and the following sequence of events is triggered: 

1. All employees will be marked as ineligible on the agreed Closure Date and their data will be completely removed from our systems after 60 calendar days as per our standard Terms and Conditions.

2. All employees will receive a series of email reminders during the 60 days before their details are completely removed from our systems, advising them to clear any remaining balances from their accounts. 

3. All employee data will be wiped from our systems and will be inaccessible after the 60-day period is over. We will have no way to identify them anymore.

Cashback

The Cashback balance can be withdrawn from the employee’s Account section during the transitional period of 60 days. If an employee's Cashback is still pending within this timeframe, they can contact our 24/7 Helpdesk Team who will be able to assist via Live Chat. Once 60 days have passed, all account data is deleted and we have no way of recovering Cashback for the employees. During the 60-day time period, the employees are not able to earn further Cashback on new purchases.

Instant Vouchers

We strongly recommend that employees check their accounts for any Instant Vouchers they may not have fully spent yet within the 60-day time period. Employees can find their Instant Vouchers in their Account section and save them as screenshots or print them out. Once the 60-days are over and the account has been deleted, our ability to provide Instant Vouchers becomes very limited. If the employee can provide the order number of the Instant Voucher purchase, our 24/7 Helpdesk Team will do their best to assist. 

SmartSpending™ App 

Once employees are successfully offboarded, the SmartSpending™ App cannot be accessed. 

InstantAwards™ /Scheduled Recognition

We consider all awards sent out to be the employee’s property. Once their accounts have been revoked, employees will have a period of 60 days to still claim their unclaimed awards and redeem their unspent balances. This can be done online during the 60 closure process. If there are any unspent funds in the employees’ accounts, after the 60 days, they will be refunded back to the Main Client balance.

Remaining Recognition and Reward Client Balance - as at date of closure

As of {DATE}, the {Main Client} has a remaining balance of: {balance}

The unspent balances of the employees (R55) is currently: {balance}

The balance in all manager and peer pots is: {balance}

Total amount to be credited back to Client: {balance}

We will arrange for these funds to be transferred back to you, and will cc. you in the correspondence with our Accounts Receivable Team.