Purpose

Payroll Deduct is an ADM feature that allows consumers to use their future paycheck to purchase items or fund their Global Market Account (GMA). The amount used will be deducted later from their next paycheck in the next pay cycle, so it can be used even when they have insufficient funds. 

Request This Feature

This feature is not turned on by default. Please contact 365Support via live chat, at (888) 365-6282 or support@365smartshop.com to have this feature enabled.

Payroll Deduct Functionality

Funding Method

If Payroll Deduct is enabled, consumers can use their future paycheck to fund their Global Market Account. This can be done on the 365Pay app or via MyMarketAccount.net. 

Purchase Method

If Payroll Deduct is enabled, consumers can use the feature as a purchase method directly at the V5, 365Dining, NanoMarket, PicoCooler, PicoMarket, and 365Pay Scan and Pay devices.

Offline Payroll Deduct

Payroll Deduct works when a kiosk is online, but can also be configured to function when a kiosk is offline, as well.

NOTE: If a kiosk is offline, the offline setting is enabled, and the consumer has not hit their spend limit yet, the auto-complete feature will work to complete the transaction. Once the consumer hits their spend limit, even while offline, they will no longer be able to use the auto-complete. If there is a multi-kiosk/multi-location (campus) setup, consumers can spend their PDE balance at each kiosk if they are all offline. Due to this, there is the potential to 'overdraw'.

The Flow of Funds via Payroll Deduct 

Payroll Deduct allows consumers to fund their accounts from their paychecks. However, funds are not pulled from consumers' paychecks directly. Instead, ADM keeps a record of when consumers used the payroll deduct option to fund their accounts.

This record is found in the Payroll Deduct Summary report in ADM, and it reports how much money should be deducted from each paycheck. The report can then be sent to whoever is responsible for the employee’s paychecks. 

When a customer funds their account from payroll, the funds will show as a debit on the EFT Disbursement report. To make up for this debit, the operator will utilize the Payroll Deduct reports in ADM to let their client know how much money each consumer used via the payroll funding method. The client will then pull the funds from the employee's paycheck to give to the operator.

If PD to complete purchase is enabled, a debit and a credit are created at the same time on the EFT report.

ADM Settings

The Payroll Deduct settings are enabled at the Location level (or the Campus level, if applicable). This means that if Payroll Deduct is set up for a Campus, all locations associated will have Payroll Deduct available with the same settings. The settings available for Payroll Deduct include the following:

• Payroll Deduct Email: These are the admin email addresses where the Payroll Deduct reports are sent. One or more email addresses separated by commas can be entered into this field.
  
  
• Use PD to Complete Purchase: When enabled, this setting allows consumers at the location to use Payroll Deduct to automatically complete the transaction if they have insufficient funds. If this option is not enabled, consumers must fund their Payroll Deduct account on 365Pay or MyMarketAccount.net.
  
  
• Use Streamlined Payroll Deduct: When enabled, this setting will remove the need for a verified email address associated with the Global Market Account to use Payroll Deduct. If this is not enabled, consumers must first have a verified email on their account before they can use Payroll Deduct to fund or make purchases.
  
  
• Allow Offline PD: If enabled, when a kiosk is offline, the offline setting is enabled, and the consumer has not hit their spend limit yet, the auto-complete feature will work to complete the transaction. Once the consumer hits their spend limit, even while offline, they will no longer be able to use the auto-complete.
  
  • NOTE: If there is a multi-kiosk/multi-location (campus) setup, consumers can spend their PDE balance at each kiosk if they are all offline. Due to this, there is the potential to 'overdraw'.
    
    
• Pay Cycle Groups: These groups are assigned to consumer accounts that determine the batching frequency and spend limits. More detail is available below in the Pay Cycle Groups section of this document. 

Pay Cycle Groups

Pay Cycle Groups are required to use Payroll Deduct as they determine how frequently the transactions will batch and the spend limit amount for consumers. Each implementation of Payroll Deduct can support as many Pay Cycle Groups as needed, allowing operators to meet all the potential variations that clients present. The information for Pay Cycle Groups is provided by the operator, but they are setup by 365 Retail Markets in ADM.

A Pay Cycle Group can be set up for each varying duration and spend limit. For example, a location can have Pay Cycle Group with a frequency set to Weekly and a $100 spend limit and another group with a frequency set to Weekly, but with a spend limit of $200. Consumers can then be associated with the correct Pay Cycle Group that meets their specific requirements.

Each Pay Cycle Group has the following characteristics:

• Default: This allows for a specific Pay Cycle Group to be the Default that is applied to all new consumer accounts. Only one group can be defined as the Default.
  
  
• Start Date: The start date will be used to calculate the pay cycles' batching periods. The date can be set to any value to line up with the actual payment cycles of the client. For example, if the client pays their employees weekly on a Friday, you need to choose a start date of Friday to line up with that pay cycle.
  
  
• Pay Cycle: This is the duration between each period on which the transactions will "batch". The Pay Cycle durations are as follows:
  • Daily
  • Weekly (every seven days from the start date)
  • Bi-Weekly (every 14 days from the start date)
  • Semi-Monthly (1st and 15th)
  • Monthly
    
    
• Group Name: A Group Name is assigned to each Pay Cycle Group. The name of each group makes it easier to assign individual consumers to a group. The Group Name must be unique for each Payroll Deduct implementation.
  
  
• Spend Limit: This is the amount of funds that a consumer is allowed to spend using Payroll Deduct during the Pay Cycle. A Spend Limit is associated with every Pay Cycle Group, although it is not a mandatory value. The Pay Cycle Group Spend Limit will be reset at the beginning of each new pay cycle.

Payroll Deduct Reports

At the end of each pay cycle, reports will be generated that list the Payroll Deduct Spend amounts for each consumer. These reports will then be provided to the end client so they can upload the file on their side and deduct the appropriate funds from each consumer’s paycheck.

In ADM there is a Payroll Deduct Details report and a Payroll Deduct Summary report, each provides a slightly different insight. These reports can be retrieved from ADM manually or they can be scheduled to automatically email to a specified user.

• The Payroll Deduct Details report lists every single individual transaction for a comprehensive view.
  
  
• The Payroll Deduct Summary report aggregates the amount spent for each consumer. This is the report that will be used to upload to the client payroll provider.
  
  

Consumer Management

Consumer management is the responsibility of the operator or client. Either party must maintain an active understanding of consumers at the location to ensure new employees are onboarded correctly and that consumers no longer having permissions for Payroll Deduct are removed from ADM accordingly.

When Payroll Deduct is enabled for a location, consumers must have a few pieces of information on their account before they can use Payroll Deduct. All consumers will need to have:

• A Pay Cycle Group
  
  
• A Payroll Deduct ID
  • The Payroll Deduct ID can be any alphanumeric value that is used to identify the consumer by their employer.
    
    
• Be opted in for Payroll Deduct (which is the default state).
  
  
• If Streamlined Payroll Deduct is not enabled, consumers must also have a verified email address on their account for Payroll Deduct to work.

Consumers do not have the ability to enter or choose a Pay Cycle Group or Payroll Deduct ID, so that must be managed by the operator or client. There are several ways this information can be associated with accounts, including:

• SOS-Load: When creating new consumer accounts, 365 can perform a bulk load that will create the GMA Payroll Deduct accounts with the provided information. The blank GMA account upload template can be accessed via the article ADM - User Upload Template (GMA User Template v1.4). Once the template is filled out with the necessary information, you can contact 365 to have it uploaded. When using this method, each consumer must have the following:
  • Either an associated email address or scancode
  • First Name
  • Last Name
  • PIN
  • Pay Cycle Group
  • Payroll Deduct ID 
    
    
• ADM Consumer Summary Page: If a consumer were to create an account themselves, it will appear in Admin > Consumer in ADM. Operators can manually add the Pay Cycle Group or Payroll Deduct ID to accounts from the Consumer Summary page. Then the consumer can start using Payroll Deduct. See ADM - Consumer Level Settings within this article for further information.
  
  
• Payroll Deduct Web Service: This is an additional service that allows the client to communicate directly to 365 to create and manage consumer accounts. This method will require development to 365 by the client and is ideal for extremely large installs. Contact your 365 Sales Rep for more information on this method.

ADM - Consumer Level Settings

In ADM, the operator can adjust settings for a consumer in bulk for the Pay Cycle Group on the Consumer Search page, or individually for Pay Cycle Group, Payroll Deduct ID, and PD Opt-Out in the Consumer Summary page.

Consumer Search

On this page, you can see the following columns for Payroll Deduct:

• Pay Cycle Group: Displays the pay cycle group the consumer belongs to.
• Payroll ID: Displays the payroll ID for the consumer.
  
  

Bulk Change Pay Cycle Group

Operators have access to change the Pay Cycle Group for multiple consumer accounts at once.

1. Verify you have the correct organization selected in the right corner of ADM.
   
   
2. Navigate to the Consumer Search for the organization by clicking the Admin tab at the top of ADM, then Consumer.
   
   
3. Click on the desired consumer accounts (do not click on the first name or last name columns as those will load the consumer profile). When accounts are selected, they should be highlighted in blue.
   
   
4. • When one location is selected in the Locations field of the Consumer Search, the Bulk Change Pay Cycle Group option will be selectable.
   • When more than one location is selected in the Locations field of the Consumer Search, the Bulk Change option will be grayed out. On the right side of the Consumer Search page, click the red Actions button to view bulk actions.
     
     
5. Once the Bulk Change Pay Cycle Group option has been selected, a pop-up will display asking you to choose a Pay Cycle Group. This will have the Group Names from the Location or Campus as potential options.
   
   
6. Click SAVE.

Consumer Summary

• Payroll Deduct ID: This is a required field. Operators can enter a valid payroll ID for the consumers. This payroll ID should be unique for each consumer. 
  
  
• PD Opt-Out: If the consumer would not like to use the payroll deduct feature, they can opt-out. If they have opted out, this field will be set to Yes.
  
  
• Pay Cycle Group: This field must be set for consumers to use Payroll Deduct. The values in the drop-down menu are directly related to the values created on the Location Summary page.
  
  

Consumer Functionality

There are no actions that the consumer must take to participate in Payroll Deduct as it is the responsibility of the operator or client to set them up accordingly. Consumers can opt out of Payroll Deduct on the 365Pay app or MyMarketAccount.net on the Payment Management page. Alternatively, operators can opt out on behalf of the consumer (if they do not have access to do it themselves) on the Consumer Summary page (see Consumer Summary section above.)

• If an account were created on behalf of the consumer and it has the necessary Pay Cycle Group and Payroll ID associated, the consumer can start using Payroll Deduct immediately.
  
  
• If a consumer were to create their own account on a device in the app, there will be a period where the consumer will not be able to use Payroll Deduct until their group and ID have been associated. During this time, consumers will see a "Pending" status for Payroll Deduct on the app or online in the Payment section. As soon as the group and ID are associated, the consumer will see the status updated and they can start using Payroll Deduct.
  
  
• When actively enrolled in Payroll Deduct, consumers can use it to fund their account balance, or as a one-time purchase method at a device (if Use PD to Complete Purchase is enabled by 365 - see Payroll Deduct Functionality for further information). This provides consumers with the flexibility to use Payroll Deduct in a manner that is best for them.
  
  • If a consumer has access to the app or website, they can fund their account just like they can with a credit or debit card. Consumers can do one-time ad hoc funding events or they can set up auto-funding through Payroll Deduct. As long as consumers are below their spend limit, they can keep funding their accounts as much as they want. With these funds in their account, consumers can spend at the kiosk just as if they had funded their account with credit or cash.
    
• Alternatively, when the Use PD to Complete Purchase option is enabled for a location, consumers can forgo funding their account altogether and can do one-time purchases directly at a device. If a consumer has an insufficient balance to complete the transaction, we will automatically charge against their Payroll Deduct account and complete the sale. This provides consumers with a seamless experience where all they have to do is check out at the kiosk and never fund their account if they choose not to. For example, if a consumer has $1 on their account balance and buys a $5 item, we will take the $1 from their balance and then charge $4 to Payroll Deduct, leaving their final account balance at $0. See Payroll Deduct Functionality.
  
  
• When using Payroll Deduct, consumers can leverage any accepted account identification method to checkout. Depending on the device and implementation, the accepted methods include fingerprint, scan ID, email, QR code from 365Pay, and an RFID badge. Consumers simply checkout as if they were doing a regular account transaction.
  
  
• If there is a Payroll Spend Limit in place and the consumer reaches that cap, they will be prevented from using Payroll Deduct further until the current period batches and their amount is reset. During this time, consumers can still fund their Global Market Account, or they can use a credit/debit card to do one-time purchases. Consumers can check their spend against the cap in the app or online in the Payroll Deduct section of the Payments tab.