Workride Max Overview (Welcome, Process, Considerations, Quick Start)

Workride Max Overview (Welcome, Process, Considerations, Quick Start)

Welcome

Welcome to Workride, New Zealand's ride to work benefit program. Workride is excited to support your team in providing a significant benefit for your staff. This resource will work through everything your team needs to successfully set up and implement this benefit. 

What the guide covers: 
1. Workride Overview (Welcome, Process, Considerations, Quick Start)
2. Optional Pilot Information (Recommended for larger employers)
3. How to use Workride B2B Web Portal
4. How to communicate Workride to your team (Examples + 1-Page Employee Education Template)
5. Example Processes (HR, Payroll, Finance)
6. Finance Overview (GST, Payroll Guides, Financial Process)
7. Early termination process 
Please at any point if you need support or have a question reach out to your account manager, they will be happy to help. 



The End-to-End Workride Process

See below for a high level overview of the end-to-end process for an employee through Workride. 
Workride Process Map

Implementation Considerations

Understanding how Workride may impact a business's cash flow, based on team size and expected uptake.  

Workride operates without a sign-up or operating fee and is cost-neutral across a 12-month period for every ride benefit raised. Employers are responsible for funding the scheme for participating employees, which introduces a cash flow impact consideration. This impact varies based on team size and the strategy for rollout. The employee's selected ride will determine the cost for that specific employee benefit; while there is no strict cap on ride costs, the average benefit value per employee is $4000. But it is important to understand that ride costs vary from $500-$10,000+ regularly due to the freedom to choose a normal bike, e-bike, or e-scooter.  


International trends indicate a 10% uptake among employees in the first year, which then stabilises to 5% in subsequent years. It should be expected that 40% of staff will use the Workride within the first five years. To effectively manage the cash flow implications, employers have developed various strategies:


1) Smaller teams utilise "Virtual Queues" spacing out employee participation over time to evenly distribute financial obligations.
2) Larger organisations opt for setting a quarterly or annual budget. Leveraging the B2B dashboard for real-time expenditure monitoring, controlling benefit approvals within set spending limits.

Other less common approaches to manage cashflow include:
  1. Limiting access initially to staff located in specific offices.
  2. Limiting access initially to staff that have been employed by this company by XX months or X years. 
  3. Limiting access initially to certain internal business units.
Note: Fewer than ten employers nationwide have introduced a price limit, and most find it's not needed because employees choose what suits their budget. Keeping the benefit open tends to make it more meaningful, particularly for employees who have a specific, higher-quality bike in mind.
 
Some employers may implement a price guidance, with anything above $X,XXX requiring their manager's approval as an example. 

Employee Quick Start Guide 

Idea
Share this start guide with employees wanting to quickly raise their ride benefit

  • Registration: Use the company password (provided in the onboarding email) to sign up at the Workride website.

  • 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 Employer Approval: Workride reviews the signed documents and processes them with your employer for final approval and payment.

  • Pick Up Confirmation: Once approved and payment is received, Workride issues a pick-up confirmation code.

  • Notification from Store: Wait for the store to confirm your ride is ready for collection, or give them a call to ask when you could expect this ride to be ready.

  • Collection: Present your pick-up code at the store to collect your new ride.
    Notes
    It is critical that you give the bike shop this pick up code to allow them to process the order.

  • 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.



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