Best Practices for Off-boarding Employees from Instant

Let’s get set up for success with Instant Pay! A best practice for offboarding is to think about your current wage election process and incorporate Instant into that flow. By keeping up to date with changes shown in the Instant Payroll Enrollment file, Instant payroll processing will be a breeze.

Also, see our FAQ for more information about the Payroll Enrollment Report.

Summary: 

  • When an employee wants to offboard from Instant, ensure their Instant Pay offers are turned off from that point forward
  • Ensure the employee is paid a final time through Instant before switching their direct deposit information. This ensures any Instant Pays taken are reconciled before they switch
    • Only change their direct deposit information after payroll has been processed in your payroll system and in Instant, OR set an effective date in your payroll system for the change to take place after payroll is processed 

Here are a few helpful tips for your internal offboarding process: 

Employee Offboarding Overview

  • You will know when an employee intends to offboard from Instant when they do one or more of the following: 
    • Employee offboards from Instant by removing their job from within the Instant App
        • An employee is not able to offboard from the Instant app if they have outstanding Instant Pay offers
        • If they have no outstanding Instant Pays and choose to offboard you will receive notification via the enrollment report to update their direct deposit information 
    • Employee attempts to change their direct deposit deposit information in your self-service portal (if applicable)
        • We strongly recommend you implement the best practice of requiring any direct deposit changes be approved by payroll to prevent outstanding Instant Pay offers 
        • Once the employee has requested this change and has no outstanding Instant Pay offers, we recommend you block their Instant Pay through the census file 
    • Employee requests a change of their pay method through their management team to payroll 
        • Once payroll receives this request, they should block the employee’s Instant Pay offers in the census file 
        • If there are no outstanding Instant Pay offers after payroll has been processed, the payroll team can change their direct deposit information by replacing the Instant account and routing number with the new deposit information. 
    • Employee is listed as ‘Terminated’ in the census and will be automatically removed from the Instant System 
        • If an employee is terminated, you can still pay them any final pay through Instant to reconcile any Instant Pay offers taken 

Offboarding from Instant - Deep Dive & Best Practices: 

  • Employees offboarding from Instant who are still employed with your company will need to be disabled from receiving any further Instant Pay offers until they finish the current pay period on Instant. 
  • Go into the Instant Back Office, click on the employee’s profile and disable their Instant Pay by clicking on the Instant Pay toggle 

    ** Please note that if you have our most up to date integrations, if an employee offboards from the app our system will automatically turn off their Instant Pay toggle and signal the change in the enrollment file
    If you do not have the most up to date integrations, please contact mgrsupport@instant.co .

    When an employee is paid on Instant and switches to a different method of pay, there should be safeguards in place to ensure one more pay period is paid out on Instant and Instant Pay offers are repaid.  Here are a few options:

    • Require any direct deposit changes to be approved by the payroll team. 
      • The payroll team will need to check for outstanding Instant Pay offers (via Instant Back Office or Payroll Enrollment report) and make sure the employee is disabled from taking further Instant Pay offers before allowing the new payment method to go into effect.
    • If you are integrated with Instant via a Census file, you can use the flags in the file to control their access to Instant Pay offers and ensure one more pay period is paid out on Instant.  This allows you to set up workflows that automatically set an effective date for the wage method change after the employee’s Instant Pays are repaid
      • Example: Employee changes from Instant to direct deposit in the self-service portal.  That change triggers a “Block Instant Pay” flag as TRUE (meaning they do not get access to Instant Pay).  Payroll is processed one more time through Instant and funds are disbursed on pay day.  The direct deposit change can now come into effect, updating the  “Paid on Instant” flag to FALSE. This deactivates the employee from Instant.