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Company ManagementApprovals & Requests

Submitting Advance Salary Requests

Request salary advances for financial emergencies and planned repayment in EasyDo 365

Submitting Advance Salary Requests

Advance salary requests allow employees to access a portion of their upcoming salary before the regular payday, typically for emergency financial needs. This feature provides financial flexibility while maintaining structured repayment plans.

Video Tutorial

Prerequisites

  • Active EasyDo 365 account with employment record
  • Understanding of company salary advance policy
  • Knowledge of eligibility criteria
  • Awareness of repayment terms

Submitting an Advance Salary Request

Open the EasyDo Tasks app on your phone. Navigate to the Company tab, then tap on Employee Dashboard.

Access Salary Advance Request

In the employee dashboard, tap on the Salary Advance Request button. The salary advance request form appears.

Enter Request Title

In the Title field, enter a brief description of your request.

Keep it professional and general (e.g., "Salary Advance - Emergency Expense", "Salary Advance - Medical Emergency", "Salary Advance - Personal Need").

Enter Advance Amount

In the Amount field, enter the salary advance amount you're requesting.

Important considerations:

  • Request only what you genuinely need
  • Stay within company policy limits (often 1-2 months salary)
  • Consider your ability to repay
  • Remember this will reduce future salary payments

Select Advance Date

Use the date picker to select the date for the salary advance request.

This typically represents when you need the funds or when you're submitting the request.

Choose Repayment Period

Select the number of months to repay the salary advance.

Options typically include:

  • 1 month (full deduction from next salary)
  • 2-3 months (spread over multiple salary payments)
  • 6 months (smaller monthly deductions)

Choose a repayment period that balances:

  • Your urgent need for funds
  • Your ability to manage reduced future salaries
  • Company policy on maximum repayment period

If you want to provide context, tap on Notes and write additional information.

While not always required, adding notes can improve approval chances:

  • Explain the reason for advance (emergency, urgent need, etc.)
  • Provide context that demonstrates genuine necessity
  • Assure of repayment commitment
  • Note if this is first advance or rare occurrence

Note: Keep explanations professional and avoid excessive personal details.

Add Attachments (If Required)

If your company requires supporting documentation, tap the attachment icon and select relevant files.

Possible attachments:

  • Medical bills or estimates
  • Emergency expense documentation
  • Other supporting evidence as per policy

Submit Request

After filling all details, tap the Submit button.

Confirm Reporting Manager

A pop-up appears: "Request will be sent to your reporting manager [Manager's Name]. Continue or select another reporting manager?"

Options:

  • Yes, Send Now: Send to designated manager
  • No, Select Manager: Choose different approver (if allowed by policy)
  • Cancel, Don't Send: Cancel the request

Confirmation

Your advance salary request is submitted and shows as pending approval from your manager.

Approval and Processing

Approval Workflow

  1. Manager Review: Reporting manager evaluates request
  2. HR Verification: HR checks eligibility and policy compliance
  3. Finance Approval: Finance department approves payment
  4. Processing: Advance is processed through payroll
  5. Disbursement: Funds transferred to employee account
  6. Repayment Setup: Automatic deductions configured

Typical Timeline

  • Manager approval: 1-3 days
  • HR and finance processing: 2-5 days
  • Fund disbursement: 3-7 days from final approval
  • Total process: Usually 1-2 weeks

For emergencies, communicate urgency to expedite processing.

Salary Advance Policies

Eligibility Criteria

Most companies require:

  • Service Period: Minimum employment duration (e.g., 6 months, 1 year)
  • Employment Status: Permanent employees (may exclude probation/contract)
  • Previous Advances: No pending advance repayments
  • Performance: Satisfactory performance record
  • Attendance: Good attendance history

Amount Limits

Typical limits:

  • Minimum: Usually 10-20% of monthly salary
  • Maximum: Often 50-100% of one month's salary, or 2 months for emergencies
  • Percentage-Based: Some policies cap at percentage of annual salary
  • Case-by-Case: Larger amounts may require higher-level approval

Repayment Terms

Deduction Method:

  • Automatic salary deductions
  • Equal installments over chosen period
  • Priority deduction before other deductions
  • Full repayment if employee resigns

Interest:

  • Often interest-free
  • Some companies charge nominal interest
  • Check your company policy

Early Repayment:

  • Usually allowed
  • Contact HR/Finance to arrange
  • No prepayment penalties typically

Appropriate Use Cases

Legitimate Reasons for Salary Advance

Emergency Situations:

  • Medical emergencies for self or family
  • Unexpected home repairs
  • Family emergencies or obligations
  • Vehicle breakdown affecting work commute
  • Emergency travel requirements

Planned Expenses:

  • Educational fees for self or children
  • Wedding or family function expenses
  • Relocation costs
  • Major appliance purchase/repair

Financial Difficulties:

  • Temporary cash flow problems
  • Bridging gap between paydays
  • Avoiding high-interest loans
  • Unexpected bills or expenses

Use with Caution

While salary advances help in emergencies, consider:

  • Not a Solution: Doesn't solve underlying financial issues
  • Reduced Future Salary: Your next salary(ies) will be lower
  • Budget Impact: Plan for reduced income during repayment
  • Frequency: Avoid frequent advances
  • Alternatives: Consider if other options are available

Best Practices

Before Requesting

  1. Verify Eligibility: Check you meet policy requirements
  2. Calculate Impact: Understand effect on future salaries
  3. Explore Alternatives: Consider other options first
  4. Request Minimum: Ask for only what's necessary
  5. Plan Repayment: Ensure you can manage reduced salary

Effective Requests

Appropriate Amount:

  • Request genuine need, not maximum allowed
  • Factor in existing deductions and commitments
  • Ensure post-deduction salary covers essential expenses

Repayment Planning:

  • Choose realistic repayment period
  • Don't overextend with short repayment
  • Consider upcoming expenses during repayment period
  • Ensure budget can accommodate reduced salary

Professional Communication:

  • Keep explanations professional
  • Provide necessary information without oversharing
  • Respond promptly to any questions
  • Express understanding of policy and gratitude for consideration

Financial Planning

Avoiding Future Advances

To reduce need for salary advances:

  • Emergency Fund: Build personal emergency savings
  • Budget: Create and maintain monthly budget
  • Track Spending: Monitor expenses regularly
  • Reduce Debt: Work to eliminate high-interest debt
  • Extra Income: Consider side income if needed

During Repayment

Managing reduced salary:

  • Adjust spending to lower income
  • Prioritize essential expenses
  • Avoid new debt
  • Continue small savings if possible
  • Track repayment progress

Troubleshooting

Request Rejected

Common rejection reasons:

  • Don't meet eligibility criteria
  • Amount exceeds policy limits
  • Existing advance still being repaid
  • Insufficient service period
  • Poor performance or attendance record

Next Steps:

  • Understand specific rejection reason
  • Address issues if possible
  • Consider smaller amount
  • Explore alternative financial assistance

Processing Delays

If advance is taking too long:

  • Check approval status in system
  • Follow up with manager
  • Contact HR for status update
  • Provide any requested documentation promptly
  • Escalate if urgent medical/emergency need

Repayment Issues

If facing difficulty with repayments:

  • Contact HR immediately
  • Request repayment restructuring
  • Discuss extending repayment period
  • Never default without communication

Employee Rights and Responsibilities

Your Rights

  • Fair consideration of legitimate requests
  • Clear communication of policy terms
  • Privacy in request handling
  • Transparent repayment calculations
  • Written confirmation of advance and repayment terms

Your Responsibilities

  • Comply with company policies
  • Provide accurate information
  • Use advances appropriately
  • Commit to repayment plan
  • Communicate any repayment difficulties early
  • Inform HR if leaving company with pending advance

Tips & Tricks

  • Once a Year: Limit to once per year if possible
  • Emergency Only: Reserve for genuine emergencies
  • Smaller Amount: Request less than maximum to ease repayment
  • Longer Repayment: Choose longer period for smaller monthly deductions
  • Documentation: Keep records of approval and repayment schedule
  • Budget Adjustment: Immediately adjust budget for repayment period
  • One-Time: Don't make it a habit or financial crutch
  • Communication: Maintain open dialogue with HR about concerns

Need Help?

  • HR Department: Policy questions and eligibility
  • Finance: Payment processing and repayment queries
  • Manager: Approval process and recommendations
  • Payroll: Deduction calculations and schedules

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