5. Example Employer Internal Processes (HR, Payroll, Accounts, Employee)

5. Example Employer Internal Processes (HR, Payroll, Accounts, Employee)

Implementing Workride into your organisation is straightforward, and the Workride team is here to support you every step of the way, ensuring maximum success. We work with your HR and Payroll teams to set up a clear procedure for managing the Workride benefit, which is particularly useful for larger teams.




Workride Plus - Payroll & Accounts process example

Process Steps:

  • Collection of Ride: The employee collects their ride signifying the start of the lease & benefit period.
  • Salary Sacrifice Summary: Workride emails Payroll a summary of the salary sacrifice details for processing.
  • Payroll Adjustment: The payroll team incorporates the salary sacrifice into the employee's pay. This adjustment is communicated to the employee in their next payslip.
  • Invoice Receipt: Workride sends an invoice email for the 1st instalment of 12 to the organisation's accounts email upon employee picking up their bike. 
  • Payment to Workride: The first instalment is promptly paid by the organisation to Workride.
  • Notification of Payment: Upon receiving payment, Workride will reflect this payment within our B2B Dashboard. 

Workride Plus - HR process example

Optional Steps:

  • HR Initiation: The one-pager or pre-form is issued by HR to start the process.
  • Eligibility Check: HR reviews the employee's status and ensures compliance with any internal restrictions before proceeding.
  • Access Granted: Upon approval, HR provides the employee with the organisation's sign-up link and password.

Normal Process Steps:

  • Online Registration: Employees register with Workride, appearing as "Registered" on the B2B Dashboard until they confirm their ride in-store.
  • In-Store Confirmation: After selecting a ride instore, the employee is sent and e-signs the salary sacrifice and lease agreements digitally from Workride.
  • Benefit Approval Request / HR Review: These documents are located on the B2B platform, and an email to the benefit manager is sent requesting a review, approval, and digital counter-signature of the salary sacrifice if approved.
  • HR Approval: HR logs into the Workride B2B dashboard, clicks on the order, reviews, approves the order, and diditally countersigns the salary sacrifice.
  • Pick up code released: Workride notifies the employee, providing a pickup code to allow them to pop in-store to collect their ride.
  • Monthly Billing Commences: Upon successful pick up the first instalment is billed to the employer. 


Workride Plus - Employee process example

Optional Steps:

  • Preparation: Complete your Organisation’s pre-form/1-pager, if required.
  • HR Review: The form undergoes HR verification.
  • Pre-approval and Access: Following verification, you’ll receive your Organisation's password: _______.

Steps to get your Workride benefit:

  • Start: Visit Workride.co.nz to begin your registration.
  • Access: Use the organisation-provided password for employee sign-up access.
  • Organisation and office Assignment: During registration, assign yourself to your organisation and specific office.
  • Registration ID: Complete your details to receive a unique Workride ID code.
  • Select Your Ride: Take your Workride ID to any of the 250+ partner stores, choosing your ride with assistance from store staff.
  • Agreements: Review and electronically sign your agreement, this will be communicated via email.
  • Employer Approval: Wait for your employer's approval; Workride then sends you a pick-up code.
  • Pick-Up: The store will contact you when the ride is ready for collection; use your code to when collecting the ride.
  • Lease period: Begins for a 12-month period upon ride pick-up.
  • Next Steps: Workride contacts you at the end of your lease to discuss your ride equipment gifting.

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