EWA Policy Configuration

A guide for administrators on setting up and managing Earned Wage Access policies.

Overview

EWA policies control:

• Who can apply for EWA
• How much they can request
• Who needs to approve requests
• Integration with external providers

Accessing Policy Management

1. Navigate to HR → Earned Wage Policies
2. Or go directly to /hr/earned-wage-policies

[Screenshot: ewa-policies-list]

Creating a New Policy

Step 1: Basic Information

Click + New Policy and enter:

Step 2: Amount Limits

Configure the amount boundaries:

Understanding Percentage vs Amount

The system applies both limits:

Example Employee:
- Earned this period: RM3,000
- Policy max %: 50% = RM1,500
- Policy max amount: RM2,000

Available: RM1,500 (lower of the two)

Example Employee:
- Earned this period: RM5,000
- Policy max %: 50% = RM2,500
- Policy max amount: RM2,000

Available: RM2,000 (lower of the two)

Step 3: Approval Workflow

Configure who approves requests:

Workflow Examples

Standard Workflow:

HOD Recommendation: Required
HR Approval: Required
CEO Approval: Skip

High-Value Workflow:

HOD Recommendation: Required
HR Approval: Required
CEO Approval: Required above RM1,000

Streamlined Workflow:

HOD Recommendation: Skip
HR Approval: Required
CEO Approval: Skip

Step 4: Eligibility Criteria

Define who can use this policy:

By Department

By Designation

By Employment Type

By Salary Range

By Service Period

[Screenshot: ewa-policy-eligibility]

Step 5: Provider Settings (Optional)

If using an external EWA provider:

Managing Existing Policies

Viewing Policies

The policy list shows:

• Policy name
• Status (Active/Inactive)
• Employee count assigned
• Last modified date

Editing a Policy

1. Click on the policy name
2. Modify settings as needed
3. Click Save Changes

Note: Changes may affect pending requests.

Activating/Deactivating

1. Toggle the Status switch
2. Inactive policies don't accept new requests
3. Existing approved requests still process

Deleting a Policy

1. Ensure no active assignments
2. Click Delete
3. Confirm deletion

Warning: Cannot delete policies with active requests.

Policy Assignment

Automatic Assignment

Policies can auto-assign based on eligibility criteria. When an employee matches the criteria, they're automatically eligible.

Manual Assignment

For exceptions:

1. Go to employee record
2. Override policy assignment
3. Select specific policy

Multiple Policies

If multiple policies match an employee:

• System uses most specific match
• Or highest priority policy
• Configure priority order in settings

Feature Flags

Ensure these settings are enabled:

To enable:

1. Go to Settings → Feature Flags
2. Find the relevant flag
3. Toggle to enable

Integration with Payroll

Automatic Deduction

When EWA_AS_SALARY_PAYMENT is enabled:

1. Approved EWA amounts are recorded
2. During payroll processing, system creates deduction
3. Deduction appears on payslip
4. Net pay reduced by EWA amount

Payroll Item Setup

Ensure EWA payroll item exists:

Reporting

EWA Reports Available

Key Metrics to Monitor

Best Practices

Policy Design

1. Start conservative - Begin with lower limits
2. Single policy first - Add complexity gradually
3. Clear criteria - Avoid ambiguous eligibility
4. Document decisions - Keep policy rationale

Amount Limits

1. Balance access and risk - Not too restrictive or liberal
2. Consider payroll impact - Large EWA affects cash flow
3. Review periodically - Adjust based on usage

Workflow Configuration

1. Minimize approvers - Faster processing
2. Skip HOD for small amounts - Reduce burden
3. CEO for exceptions - Not routine requests

Monitoring

1. Review usage patterns - Identify trends
2. Watch for abuse - Frequent maxed-out requests
3. Gather feedback - From employees and approvers
4. Adjust as needed - Policy is not static

Troubleshooting

"Employee not eligible"

Check:

• Policy status is Active
• Employee meets all criteria
• Feature flag is enabled
• No conflicting policy rules

"Amount exceeds limit"

Check:

• Request vs policy maximum
• Request vs percentage limit
• Previous EWA in same period

"No approver found"

Check:

• Workflow configuration
• HOD assignment for employee
• HR/CEO role assignments

Related Guides

• EWA Overview - Understanding EWA
• Approval Workflow - Processing requests
• Payroll Configuration - Payroll setup