Employer FAQs for Access EarlyPay
Got a question? Check out our FAQs below for up to date guidance and support.
Access EarlyPay Employer FAQs
What is EarlyPay?
Is EarlyPay a loan for an employee?
Access EarlyPay is not a loan. It allows your employees to access already earned pay in advance of the normal pay date.
How does an employee access EarlyPay?
Access EarlyPay is available as an app that employees can download on their phone or tablet, which can run Android or iOS apps.
Payroll and employee reconciliation
How will EarlyPay work with our payroll system?
Access EarlyPay integrates with your payroll system.
Do employees contracts need to include a clause for using Access EarlyPay?
Access EarlyPay ‘Terms of Use' confirm any withdrawals and applicable transaction fees will be deducted from your employee’s next pay. Employees can only access their earned pay if they have acknowledged and accepted this clause when downloading the app.
What happens when an employee is on maternity, paternity or other special leave?
You are in control. Access EarlyPay can be disabled or enabled for access in these situations.
If an Employee leaves or is dismissed, how do we ensure they don't have access to EarlyPay?
Access EarlyPay needs to be manually disabled for the employee as part of the off-boarding or termination procedure.
What do we need to do when we have new employees or employees leaving the company?
As part of Access EarlyPay's integration with your payroll system, new employees will be automatically visible in EarlyPay. You can then choose to enable or disable the service for joiners and leavers.
Does EarlyPay impact our current payroll schedule?
Your payroll process remains as is. EarlyPay integrates with your payroll timelines, defining when the app can and cannot be used due to payroll reconciliation. Any EarlyPay transactions appear as deductions in your payroll system.
How does EarlyPay work?
Is EarlyPay available to draw down funds needed 24/7?
EarlyPay can be used 24/7 for most of a pay period. However, when your pay period reconciliation starts, EarlyPay closes down to ensure final weekly/monthly pay reflects all EarlyPay transactions.
Does the amount available for employees to draw down include the transaction fee?
No. The transaction fee is added on top of the amount drawn down.
Is there a cap on how much an employee can take ahead of the normal payday?
Yes, there are two types of cap - the percentage of accrued earnings, and the absolute amount of earnings an employee can draw down. The amount available to draw down will be the lower value of these two caps
How can we stop employees from taking more money than they are entitled to?
EarlyPay only makes accrued earnings available, and never more than 50% of those earnings. Your payroll or HR team can define the percentage cap.
How do I handle Access EarlyPay transactions in the final payroll calculation each month?
As Access EarlyPay is directly linked to your payroll every transaction and associated fee is posted in real time to your payroll system as a deduction and is clearly identifiable. When it’s time to run the payroll all transactions are reflected in the individual employee's pay.
The Costs
As this is a company benefit, why are we charging our employees?
The software provider takes the transaction fee. Money drawn by employees before the normal pay date is funded by The Access Group. The fees cover the cost of finance, software licence, infrastructure, and transaction processing costs.
Where does the transaction fee go?
The transaction fee goes to the software provider to fund the advanced finance facility.
If employees are taking salary amounts earlier than usual, how can this be cashflow neutral?
The Access Group funds the money drawn down by employees. When you run your payroll, you pay The Access Group for EarlyPay transactions and fees, so it's cashflow neutral for you.
Setting up EarlyPay
Can an employer brand EarlyPay as their own service?
The EarlyPay app and all the supporting documentation can show your company logo.
How do we get our employees started on Access EarlyPay?
The Access Group guide you through the simple set-up process and provides a full employee communication tool kit containing a variety of document templates that cover everything your employees need to know.
How long does it take to implement EarlyPay?
Access EarlyPay software is designed for quick installation, typically taking only a few hours. After we complete the background account setup, we will guide you through the system. The app itself is simple to set up and is highly intuitive, requiring no training for users. The admin console is very user-friendly, and training requirements are minimal. Additionally, we provide a complete toolkit of staff communication templates and will assist you throughout the rollout process..