Visa Payroll Card Rules & Responsibility

• Once you have engaged your program partner(s), the next step is to establish the responsibilities, roles, and rules associated with your program for all parties involved. At this stage of implementing your paycard program, you and your partner(s) need to answer all of the following questions:
• How will employees enroll in the paycard program?
• What enrollment documents must employees review and sign to participate in the program, and who will design them?
• Are paycard enrollment documents universal for all states?
  
• How long will it take for an employee to receive and activate his or her card?
  
• Can the employee request additional cards for family members? If so, who pays for them?
• How will employees establish their PIN?
• How and where can employees access their pay?
  
• Are wages deposited by the employer into a card account(s) FDIC insured?
  
• Are there consumer protections associated with the use of paycards by employees?
  
• What exactly are the fees associated with the program and who pays them?
• Are there any requirements to provide monthly account statements to employees? Or will a typical pay statement suffice?
  
• Will pay statements be provided electronically?
  
• When an employee has a problem with using their card, who do they call for resolution and what is the expected response time?
  
• If an employee's card is lost or stolen, what is the re-issuance procedure?
  
• Who is liable for any program system failures?
  
• What is the procedure for an employee who wishes to cancel his or her program enrollment?
  
• What polices and procedures for ex-employee use of paycards to access previous account balances and final pays?

Once you have determined each party's roles and responsibilities, they then should be formally outlined in a service contract and/or service level agreement. This step will help solidify your program's success. And, by formally establishing such an agreement, it will then create a framework to compose the actual paycard enrollment document that you will have your employees review and sign to participate in your program.

When an employee elects to participate in a paycard program, the enrollment document that they review and sign will serve as an affirmative confirmation that they understand everyone's roles and responsibilities associated with the paycard program. This is an important part of the enrollment process, as the document will validate that they read and understand that there may be potential ATM and/or POS fees that may be assessed when using their card. And, it will notify employees how to specifically address any unforeseen problems that may arise concerning their use of the card.

Source: American Payroll Association/ Visa Paycard Portal 2009

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