Best Practices for Off-boarding Employees from Instant

If an employee will no longer be paid on Instant, it is important to complete off-boarding in a timely manner to avoid any Outstanding Instant Pays.

Best Practices: 

• When an employee wants to off-board from Instant, ensure their Instant Pay offers are turned off from that point forward.
• Ensure the employee is paid one 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. Another option is to set an effective date in your payroll system for the change to take place after payroll will be processed.

You will know when an employee intends to off-board from Instant when they do one or more of the following: 

• Employee off-boards from Instant by removing their job from within the Instant App
  • If they have no outstanding Instant Pays and choose to off-board you will receive notification via the enrollment report to update their direct deposit information 
  • An employee is not able to off-board from the Instant app if they have outstanding Instant Pay offers
  • ** Please note that if you have our most up to date integrations, our system will automatically turn off their Instant Pay toggle and signal the change in the enrollment file if  an employee off-boards from the app . If you do not have the most up to date integrations, please contact mgrsupport@instant.co.
• 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 blocking 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