Payroll/Timekeeping and System Update/Changes

Clients must give DailyPay 30 days' prior notice before system changes, such as payroll migrations or employee ID changes, by notifying Client Support and their Success Manager. Not providing us with sufficient advance notice can disrupt transfers and may result in employee DailyPay accounts entering the canceling status. Transfers may be temporarily unavailable due to payroll and/or system updates. If employee IDs have been updated, the employee ID mapping file (a spreadsheet of old and new Employee IDs) is required. To minimize downtime, please connect with your CSM as soon as you know of the upcoming change.

What are the System Update/Change Types that Require Engagement with DailyPay?

1. Pay Group Addition (New and/or Existing Employees)
2. Integration Updates
   1. API Updates (Application Programming Interfaces)
   2. Software Connector Updates: Software connectors that link different platforms (e.g., connecting an e-commerce platform to a CRM).   
   3. Cloud Integration Updates: Cloud-based integration services.
3. Payroll Migration
4. Time & Attendance Migration
5. Client Acquisition (Existing Employees)
6. Adding an Additional Time & Attendance System
7. Employee ID Changes
8. Adding a Tips Product

How soon should I notify DailyPay of a System Update/Change?

At least 30 days' notice prior to the first pay period start date on the new system or upcoming changes.

Who should I notify? 

The Client Support Team (client.support@dailypay.com) & your DailyPay Client Success Manager.

What are the potential impacts of notifying DailyPay about system changes with less than 30 days’ notice?  

• Disruption to the Employee use of transfers in the DailyPay app for a prolonged period of time.
• Potential for employees to over-advance into a negative DailyPay balance.
• Increase in employee contacts to HR/Payroll teams about their available balance due to experienced disruptions with their DailyPay available balance.

Who needs to be involved with a System Update/Change?  

At least one payroll team member & technical contact from the new payroll/timekeeping provider. 

Once the DailyPay team is introduced to the technical contacts, they can take the lead on next steps to progress the technical updates and set up.

What are the Informational Needs for DailyPay?

1. What is your new system change?
2. When is the first pay period start date for your new system change? 
3. Are employee IDs changing?
4. Are employees' current direct deposit information from the old system being imported into the new system?

How long will engagement with DailyPay for System Updates/Changes last?   

At least 2 pay periods after changes have occurred.

Why are Transfers turned off during this process? 

We preemptively turn off the ability for employees to take transfers to ensure that the data exchange between the new/current systems and DailyPay is running smoothly. Transfers are temporarily turned off to prevent a negative user experience. 

Why would there be a need for transfers being turned off? 

• DailyPay does not have a valid way to update employee direct deposit accounts to the DailyPay accounts after taking transfers.
• DailPay is not able to get accurate data on employee earnings from your timekeeping system. (ex: DailyPay is not able to match employee ID’s or shift hours are coming in incorrectly). 

How are employees notified that transfers will be turned off? 

If transfers are temporarily turned off, employees will see a banner message when they log into the DailyPay app. This message will let them know that transfers are unavailable while the systems are switching and that we will get transfers back on as soon as possible. (Examples below)

Are Employee ID’s changing?

If yes, then an employee mapping file (A spreadsheet with old and new Employee IDs) is required.

When do we need an employee mapping file? 

When the Employee ID Changes and/or are different between the payroll and timekeeping system. The Employee ID is one of the most important pieces of data at DailyPay. It is used to map each employee’s hours worked and transfers. 

Are employee mapping files needed for a payroll migration?

Yes. Employee mapping files (A spreadsheet with old and new Employee IDs) are required as a security measure to ensure that the DailyPay profiles match old IDs to new IDs.

Contact Us: client.support@dailypay.com 

(888) 487-2706 Monday - Friday | 9am - 8pm ET