Example Internal Processes (Workride Max)

Example Internal Processes (Workride Max)

Implementing our process 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 ride benefit, which is particularly useful for larger teams.

For smaller teams, one person can easily handle these tasks, requiring only a few minutes total per benefit. Workride offers process templates for HR, Payroll, and Employees to streamline the integration and operation of Workride benefits in your organisation.

Payroll / Accounts process example

(Note: Customise these guidelines to align with your organisation's requirements.)

Process Steps:

  • Invoice Receipt: Workride sends an invoice email to the organisation's accounts email.
  • Payment to Workride: The invoice is promptly paid by the organisation to Workride.
  • Notification of Payment: Upon receiving payment, Workride notifies both the store and the employee, indicating the transaction's completion.
  • Collection of Ride: The employee collects their ride signifying the start of the lease 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.

HR process example

(Note: Customise these guidelines to align with your organisation's requirements.)

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.

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, the employee e-signs the salary sacrifice and lease agreements.
  • HR Review: These documents are forwarded to HR for review and digital counter-signature.
  • Order Approval Request: Workride sends an email to HR requesting order approval via the B2B dashboard.
  • HR Approval: HR logs into the dashboard, clicks on the order, reviews, and approves the order.
  • Invoice and Payment: An invoice is sent to the accounts email. Once settled, Workride notifies the employee, providing a pickup code.

Employee process example

(Note: Customise these guidelines to align with your organisation's requirements.)

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: _______.

Process Steps:

  • Registration: Use the organisation password to sign up at the Workride website via the employee link.
  • Registration Confirmation: You’ll get an email with your Workride ID number.
  • Selecting Your Ride: Visit an approved Workride retailer, choose your ride, and the store staff will register it under your Workride ID.
  • Agreement Process: An email will confirm your selection and include the Lease and Salary Sacrifice Agreements for you to e-sign and return.
  • Verification and HR Approval: Workride reviews the signed documents and processes them with HR for final approval.
  • Pick Up Confirmation: Once approved, Workride issues a pick up confirmation code.
  • Notification from Store: Wait for the store to confirm your ride is ready for collection.
  • Collection: Present your pick up code at the store to collect your new ride.
  • Lease period begins: The lease period begins once you've collected your ride and lasts for 12 months.
  • Next Steps: As your lease concludes, Workride will contact you directly to discuss your ‘Next steps’ options in regards to ride equipment ownership.