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An Employer’s Guide to Payroll Advances

A payroll advance is a type of short-term loan that employers grant employees to give them early access to wages they haven’t earned yet. With approximately 70% of Americans living paycheck to paycheck, payroll advances can help employees through financial stress and support improved morale and productivity.

 

It’s important that employers consider the challenges and restrictions that come with payroll advances. This article discusses how payroll advances work, best practices and pay advance alternatives.

 

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What is a payroll advance?

A payroll advance is a financial agreement between you and an employee. The terms of a payroll advance vary, but you essentially grant the employee early access to wages, sometimes weeks ahead of time, through a short-term loan. They later repay the loan with future wages earned, according to the advance agreement.

 

Although payroll advances are uncommon, employees sometimes use them in times of financial emergency or stress. They tend to be more common in industries or jobs where employees have less consistent pay and hours, such as commission-based and restaurant jobs.

 

Read more: What Is Payroll? A Guide for Employers

 

How does a payroll advance work?

A payroll advance often starts with an employee submitting a formal written request to your organization’s payroll. Once payroll processes the request, you and the requesting employee sign the agreement detailing repayment, interest and any other terms. Employees repay the advance through repayment deductions from their paycheck.

 

Read more: How Payroll Deductions Work

 

Advantages of payroll advances

Employees can use payroll advances to cover emergencies, unexpected expenses or other financially stressful situations. The main advantages of payroll advances include:

 

  • Increased happiness and morale: Reduced financial stress can increase employee satisfaction and well-being, which can likewise improve retention rates.

     

  • Improved productivity: Employees with less emotional stress may be more productive at work.

     

  • Fewer sick days: Employee well-being is linked to fewer sick days and reduced absenteeism

     

  • Fewer costly private loans: Advances mean that employees don’t have to take out high-interest private loans.

     

  • Diversified compensation: Payroll advance options diversify your organization’s compensation plan and show your support for employee well-being.

     

Disadvantages of payroll advances

Although payroll advances offer many advantages for both you and your employees, they come with some drawbacks and risks. These include:

 

  • Cash flow strain: If your business doesn’t have adequate financial resources to cover both advance wages and business costs, an advance can strain your overall cash flow.

     

  • Financial risk: Your business may suffer financial losses if employees are unable to make up for advance pay or don’t meet performance standards at work.

     

  • Advance dependency: Employees can get trapped in a paycheck-to-paycheck situation where they depend on payroll advances. 

     

  • Compliance risk: Employment laws and regulations around payroll advances affect payroll processes and create significantly more administrative work.

     

Important considerations for payroll advances

Various tax and labor laws affect payroll advance, and it’s important to understand these restrictions and regulations if your business offers employees advance payroll options.

 

Regulations

As an employer, you’re responsible for staying up to date on laws and ensuring that payroll advances are compliant. Check federal and state restrictions on guidelines for advances, repayments and interest rates. 

Best practices for payroll advances

Before issuing payroll advances to employees, develop management policies and procedures that minimize risks and streamline administrative work.

 

Create a payroll advance process

Develop a standardized process that employees refer to for payroll advances. This can include details such as payroll advance request forms, points of communication and disciplinary actions or consequences for violation of policy terms.

 

Determine payroll advance eligibility

Define which employees are eligible for advances. Eligibility criteria such as length of employment, full-time status or probation status can help you streamline administrative tasks and limit strains on your business’s funds. Payroll advance eligibility criteria shouldn’t discriminate based on an employee’s personal circumstances.

 

Set advance minimums and maximums

Consider the minimum and maximum amounts your business will permit for advance pay and factors such as repayment schedules and business cash flow. Formalize these amounts in your written policy to ensure equal treatment and manage financial risk, and avoid making policy exceptions for employees.

 

Set repayment terms

Setting up a repayment plan ensures that employees pay back their advances in a timely manner without violating state or federal labor laws. These terms include details such as when repayment deductions begin and end, the amount deducted and interest rates.

 

Limit payroll advance frequency

Many employers impose payroll advance frequency limits to reduce financial risk and keep employees responsible. Without these limits, team members may become dependent on advances, take out new advances before repaying a prior advance or become confused about payroll advance policies. Most organizations limit payroll advances to every 6 months or twice per year.

 

Maintain records

All payroll advance policies, terms and agreements should be put in writing. The advance pay agreement should include details such as the advance amount, repayment terms and pay period deductions. Once you and the employee sign the agreement, a copy is kept in their personnel file.

 

Related: 7 Types of Payroll Reports for Employers

 

Use payroll software

Managing the administrative and calculation tasks associated with payroll advances can be overwhelming if your organization doesn’t have a dedicated payroll professional. Payroll software can save time and money by staying updated with taxes, regulations, deductions and other factors.

 

Alternatives to payroll advances

Payroll advances aren’t the only way to provide employees with access to funds. Consider the following ideas that can help employees in financial need.

 

On-demand pay

On-demand pay is a lower-risk alternative to payroll advances that allows employees to access wages as they earn them instead of waiting for scheduled paychecks. Payroll service providers usually offer this payment method electronically, allowing workers to access their funds immediately while creating an automatic payroll record. 

 

Provide financial support resources

If employees continue to struggle with their financial situation and you’re unable to offer them payroll advances, you can direct them to other financial support resources. These can include options such as leave-sharing plans, financial counseling and financial education.

 

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