Overview
Employee compensation programs refer to additional benefits other than salary that an employer offers to its employees in exchange for their work. These benefits can range from a dollar stipend to a percent off check, to discounted menu item(s). This article will help you manage the employee compensation program by showing you how to add new employees to the program, change their benefits, and deactivate their benefits if they terminate their employment.
Before You Start
You will need to have an existing employee comp program and physical cards associated with that program before being able to manage its’ participants. If you do not have an existing program and would like to create one, contact Paytronix support.
Ensure you have the proper permissions to utilize the Employee Comp Management features. If you do not currently have access to the steps outlined below, contact your User Admin to get the proper permissions added to your account. You will need to be assigned the following permission System Group:
CSR - Lookup | View | Edit Info | Adjust
Please contact Paytronix if you have additional questions about the Employee Comp Management feature by submitting a case or emailing [email protected]
Adding a New Employee to the Program
This process is usually done as part of an employee’s onboarding, or at any point in time when they begin to qualify for their employment comp benefits:
Pull a new card from the batch of inactive employee comp cards, you will need the printed card number
Navigate to the Paytronix Client portal: https://www.pxsweb.com/merchant/home.srv
Under the Customer Service menu, select Activate Card:
Enter the card number, specify the store that the employee will be associated with (corp for corporate employees), select No Promotion, press Submit
You will be taken to the account home page. You can also get here by navigating to Customer Service > Account Lookup and entering the card number.
Select Edit Account Information. Here you will add employee specific information to the card for identification. You can change the required fields if necessary by contacting Paytronix support, but these fields are recommended at a minimum:
Customer Number field can be used to specify the employee ID in your HR system
First/Last Name for identification
Email/Phone for contact information
Then you’ll adjust the Tier of the account, associated with the level and benefits the employee should receive. Account Services > Adjust Tier.
Most programs load or reload the benefit(s) on a recurring basis (weekly/monthly/after each redemption). Check the account balance on the card, if the balance isn’t currently on the account you will need to manually load the benefit onto the account via Accounts Services > Adjust Wallet > Adjust Single Wallet > select comp benefit:
Specify the store the transaction should be associated with and the amount you need to add and make the adjustment to give the employee access to their benefit. You can check the Account Balance page to verify the comp value has been loaded successfully.
Changing an Existing Employee’s Benefits
If an employee changes levels with a promotion, you’ll need to adjust their benefits accordingly.
Customer Service > Account Lookup via name/email/card number
Adjust the tier of the account, associated with the level and benefits the employee should receive. Account Services > Adjust Tier.
You can then adjust their balances accordingly to their new level within the program via Accounts Services > Adjust Wallet > Adjust Single Wallet > Select Comp Benefit
Specify the store and amount you need to add, and make the adjustment to give the employee access to their benefit. You can check the Account Balance page to verify the comp value has been loaded successfully.
Disabling an Employee’s Benefits
There could be a variety of reasons to pause or terminate an employee’s comp program benefits. You will first need to find their account in the system via Account Lookup. You will then need to navigate to Account Services > Change Account Status:
Cards in SUSPENDED and TERMINATED states will not be able to be used to redeem the comp benefit.
To pause an employee’s benefit, select SUSPEND. You can then resume their benefits if needed, by setting the card back to ACTIVE state.
To end an employee’s benefit permanently, select TERMINATED. You will not be able to resume their benefits after terminating an account. If an employee is re-hired, then you will need to activate a new card for them.
FAQ
Is it possible to activate and manage cards in bulk?
There is a one-time bulk upload process when you go live with a new comp program that is included in the setup fee and done via Paytronix migration administrator. This is not possible to support on an ongoing basis, so all maintenance adjustments need to be done one account at a time.
What is the process to change the benefits associated with the program?
Please reach out to the support team with the outlined changes you would like to see implemented. The team will review the request to determine feasibility, timeline and cost to make the requested changes.
I am not seeing the options to make the changes I need in the customer service portal, how do I get access?
Ensure you are following the steps outlined to access the specific page you need. Some of the referenced links are only visible after looking up an account. If that does not resolve the issue, reach out to your account's user administrator to confirm you have access to the Customer Service permission group specified in the Before You Start section. If you are still not seeing the necessary pages after the permission change and logging out and back in to refresh your view, reach out to Paytronix support with your username and the steps you've taken to troubleshoot so far.