Approvals and controls

Maker and checker

Every important action has a maker who starts it and a checker who confirms it. They are always different organisations, so no one can move money or change a benefit on their own.

Action	Maker	Checker	Expected within
Employer registration	Admin	Regulator	5 days
Trustee or fund manager registration	Admin	Regulator	5 days
Employer activation	Admin (setup)	Admin (activation, once all checks pass)	2 days
Salary, start date or payment details change	Employer	Admin	3 days
Funding proof	Employer	Trustee	2 days
Benefit payment	Platform (on termination)	Trustee	2 days
Benefit payout	Trustee (approval)	Admin pays	1 day
Transfer to the fund manager	Trustee	Fund manager (recognition)	2 days
Recognition that differs from the transfer	Fund manager	Trustee	2 days
Return to the trust	Fund manager	Trustee	2 days
Expense budget	Fund manager	Employer, trustee or admin — first decision counts	5 days
Expense above SLE 100,000	Fund manager	Trustee	3 days

Reminders and the approvals monitor

A decision becomes overdue once it has waited longer than its expected time.
Whoever holds overdue decisions gets a daily reminder listing them, repeated every day (every 2 days for review decisions such as verifications and budgets; weekly for an employer’s own setup).
The administrator sees every waiting decision in the Approvals monitor and can send a reminder by hand, at most once every 4 hours per decision.

One-time codes

These actions ask for a 6-digit code, sent by SMS, email and WhatsApp to the contact details on the user’s account:

Action	Who
Pay into the trust from a wallet	Employer
Approve a benefit payment	Trustee
Log a transfer to the fund manager	Trustee
Recognise or reject cash	Fund manager
Log a return to the trust	Fund manager
Post an expense	Fund manager
Confirm a write-off	Fund manager
Pay out a benefit	Admin

Codes expire quickly (about a minute); request a new one if needed. Keep your phone and email up to date in Settings, or you will not receive them.

Limits and rules

Rule	Applies to
An employer must be Active to register employees or pay in.	Employers
The trustee can send the fund manager only employer-funded cash it has confirmed.	Transfers
The fund manager can return, spend or invest only the cash it holds for that trust.	All fund manager money
No expense without an approved budget; none beyond what the budget has left.	Expenses
Any expense above SLE 100,000 needs the trustee.	Expenses
A newly approved budget replaces the old one.	Budgets
A bank reference cannot be reused for another recent transfer.	Transfers and returns
A benefit can only be paid to a verified payout account.	Payouts
A benefit payment can only be rejected for summary dismissal or a court order.	Trustee
Termination and asset acquisition dates cannot be in the future.	Employees, assets
Only one official platform trustee and one official fund manager can be verified at a time.	Regulator

Evidence

Uploads are PDF or image, up to 4 MB. Wait for Uploaded before submitting.
Uploaded documents are virus-scanned; the result is shown next to the file.
The checker can open every document the maker attached.

The audit trail

Every action is recorded with who did it, when, and what changed: decisions with their comments, uploads and settings changes. Records are never deleted; mistakes are put right by rejecting, reversing or posting a correcting entry. Your own settings changes are listed under Settings › Activity.

Start here

Workflows

Understanding the numbers

Rules and reference

Maker and checker

Reminders and the approvals monitor

One-time codes

Limits and rules

Evidence

The audit trail

​Maker and checker

​Reminders and the approvals monitor

​One-time codes

​Limits and rules

​Evidence

​The audit trail

Maker and checker

Reminders and the approvals monitor

One-time codes

Limits and rules

Evidence

The audit trail