SignAndGoStaff loan and pay advance acknowledgements.
Employers sometimes advance pay to a team member, or lend them money for a course, a tool kit or relocation, and recover it from their wages. The paperwork is short but it matters: the employee acknowledges the amount and agrees how it comes back. Here is how to send your own form for signature.
What this document is
This guide covers an employer's internal acknowledgement between the business and its own employee, such as a pay advance or a training cost repaid through payroll. It is not about lending to customers or the public. Write the form with your adviser and your payroll team, then use SignAndGo to send it and keep the signed record.
The two parts most employers include
Many businesses split the paperwork into an acknowledgement of the advance and a separate written authority for deductions from pay. Putting both in one envelope means the employee signs everything in one sitting.
- The amount advanced and the date it is paid, written into your form.
- The repayment schedule, such as a set amount each pay period.
- What happens to any balance if employment ends.
- The employee's signature and date on each part.
- A tick box confirming they have read the repayment schedule.
Approval before the employee sees it
Advances usually need a manager's or owner's sign-off. Add them as an approver at the start of the envelope, so the employee receives the form only once the advance has been approved. This also stops a form going out with the wrong figure on it.
Then the employee signs. If your process has the business countersign, put the payroll manager or owner after the employee in an ordered envelope.
A private matter
Money between an employer and an employee is sensitive. Keep the template private to the people who handle payroll rather than sharing it with the whole workspace. The employee gets their own link by email and can read the form on their phone at home, and if something does not match what was agreed, they can decline and explain rather than raising it in front of colleagues.
After it is signed
Copy in payroll so the deduction can be set up from the right pay run. The employee keeps their copy with a completion certificate, which is useful if they later want to check the balance or the schedule. The envelope's audit trail records when the form was approved and when the employee viewed and signed it.
Common questions
- Can I keep the advance form away from the rest of the team?
- Yes. Mark the template private and only you can use it, while admins control who else has access to the workspace.
- Can a manager approve the advance before the employee signs?
- Yes. Add them as an approver at the start and the employee receives it only after approval.
- Does SignAndGo calculate the deductions?
- No. Your payroll system handles deductions. SignAndGo gets the form signed and keeps the record.