On-demand pay: Administrator Area - Legal representative

🎯Objective 

This sheet explains the role of the Legal representative in the On-demand pay module.

You will find:

• the information available from the Finance and Payment section;
• how the funding rules work and how to configure them, available via the Payment account menu;
• the procedure for delegating all or part of the module's administration to a lead administrator.
• the On-demand pay menu.

Payment account dashboard

In the Payment account dashboard, three tiles are available:

• Account information
• Funding rules
• Delegation

Account information

From the Payment account dashboard, the legal representative can view two tiles:

• Account
• Account statements

Account

The Account tile lets you view the main information about the payment account dedicated to the On-demand pay module.

It displays in particular:

• the account status;
• the IBAN of the payment account;
• the BIC code;
• the available balance.

This view lets the legal representative quickly check that the account is operational and sufficiently funded to pay out on-demand pay.

This information lets them track the status of the payment account dedicated to the On-demand pay module, view its balance, and download transaction statements.

The Account information tile is available to the Legal representative from the Payment account dashboard.

🆕Account statements

The Account statements tile lets you download the payment account transaction statements in CSV format.

Three periods are available:

• Last month: downloads the transaction statement for the previous month.
• Last 3 months: downloads the transaction statement for the last three months.
• Another period: lets you select a custom period using the calendar before downloading the corresponding statement.

Once the period is selected, click Download to generate the CSV file.

Funding rules

The Funding rules tile lets the legal representative view the automatic top-up threshold set for the payment account. When the account balance falls below this threshold, an automatic top-up is made daily to ensure a positive balance. The Update button lets you change the automatic top-up threshold.

Delegation

The Delegations tile lets the legal representative delegate all or part of the administration of the payment account and the On-demand pay module to one or more administrators.

Administrators with a delegation can:

• view account;
• manage employee's IBANs;
• delegate to administrators.

The legal representative can modify or withdraw the delegations granted at any time.

Click Delegate to an administrator.

Then select the administrator and send the invitation.

For security reasons, the creation of any delegation must be confirmed from the legal representative's mobile phone.

Once the delegation creation is confirmed, a notification is automatically sent to the delegated administrator to inform them that new rights have been assigned to them.

On-demand pay menu

The On-demand pay menu lets the legal representative monitor the activity of the On-demand pay module in real time.

From this screen, they can view:

• the on-demand pay requests made by employees and their status;
• the number of synchronized IBAN;

• the available balance of the payment account.

On-demand pay requests

This overview lets them track the use of the service and make sure the payment account has the funds needed to pay out on-demand pay.

One of the features of the On-demand pay menu is the management of employees' IBAN. This section lets you track the synchronization of bank details, view the result of the Verification of Payee (VOP), and take the necessary actions when required.

Below you will find the details of the different synchronization statuses and the actions that can be performed from this section.

From the On-demand pay menu, click Employees IBAN list.

This screen is accessible only to the Legal representative and delegated administrators.

From this view, you can:

• view the synchronization status of employees' IBAN;
• view the result of the Verification of Payee (VOP);
• start an IBAN synchronization;
• force the creation of a beneficiary when a close match is detected.

Understanding the statuses

Each employee is associated with two indicators used to track the synchronization of their bank details and the result of the Verification of Payee.

IBAN synchronization status

Verification of Payee status

Force the creation of a beneficiary

When an employee has the statuses Synchronization failed and Close match, it is possible to force the creation of the beneficiary in order to allow the payment of their on-demand pay.

Procedure

1. Select the employees concerned.
   Only eligible rows have an active checkbox.
2. If needed, use the checkbox in the table header to select all eligible rows.
3. Click Force the IBAN synchronization of selected IBANs.
4. Check the information displayed in the confirmation window.
5. Click Approve to confirm the operation.

⚠️ Important
Before confirming this operation, check that the employee's last name, first name, and IBAN are correct.

By hovering over the Close match status, you can view the differences detected between the information recorded in payroll and that returned by the bank.

By approving, you confirm the creation of the beneficiary despite this close match.

Restart the IBAN synchronization

When one or more IBAN must be synchronized, an alert at the top of the page shows their number.

The Manage employees IBAN button starts a global synchronization of the bank details of the employees concerned.

This operation is required in particular:

• after an employee's IBAN is changed;
• after their last name or first name is corrected in payroll;
• when a new employee joins the company.

💡 Good to know
SMS approval is always required to secure the synchronization operation.