Registration and onboarding
| Rule | Why | Where you see it |
|---|---|---|
| One legal employer may hold only one registration. A registration number already on an approved or pending record is flagged as a duplicate. | Stops the same business being registered twice and its liability split. | Register an employer, Employer verification |
| An employer cannot be activated until verification is complete. | Only verified organisations may hold employees’ benefits. | Register an employer, Activation |
| Every verification decision is traceable to a named officer, and every rejection carries a reason. | Accountability for who let an organisation in, or kept it out. | Employer verification |
| An employer cannot use the platform until its status is Active. Activation needs the trust, trustee, fund manager and bank account in place. | Benefits must have somewhere safe to go before they start to build up. | Activation |
| There is only one official platform trustee and one official platform fund manager. Any number of independent ones may be registered. | The official providers serve every employer on the official platform service model. | Register providers, Provider verification |
| Independent trustees and fund managers must hold MELSS accreditation. | Only accredited providers may handle trust money. | Provider verification |
| All registration data, documents, timestamps and the identity of the person who submitted them are kept. | Audit. | Register an employer, Register providers, Provider verification |
Trusts
| Rule | Why | Where you see it |
|---|---|---|
| Every trust has a unique Trust ID and is linked to one employer. | Each trust’s money and liability can be traced. | EOSB trust |
| A trust can only cover employees and liabilities of the employer that controls it. | One employer’s money never pays another’s employees. | EOSB trust |
| An employer may have more than one trust, for example for different staff categories or business units. Each is separately governed and funded. | Flexibility for larger employers. | EOSB trust |
| With one active trust, employees are assigned to it automatically. With more than one, each employee is assigned by hand. | The platform cannot guess which trust a person belongs to. | Trust assignment |
| A trust’s assets may pay the benefit of any employee assigned to it. | The trust is one pool for its members. | Trust assignment |
| The trust model chosen when the trust is created (official platform or independent) drives how it is calculated and governed. | EOSB trust |
Employees
| Rule | Why | Where you see it |
|---|---|---|
| An employee belongs to one employer at a time. | A benefit has one employer responsible for it. | Register an employee |
| Duplicate identities are checked when an employee is registered. | Stops double registration and double benefits. | Register an employee |
| An employee may be registered without a payout account, but must have a valid one before a final payment can be made. | Registration should not wait for bank details; payment must. | Register an employee |
| Bulk uploads must use the approved template. Valid rows are imported; rows with errors are rejected and reported row by row, and every imported employee keeps a link to its upload batch. | Partial import keeps good data moving; the error report says exactly what to fix. | Bulk upload |
| Every change to an employee is recorded with the old value, the new value, the time and who made it. | Audit. | Update employee records |
| Salary and employment-date changes need approval, and trigger a recalculation of the benefit from the effective date. | They change what the employee is owed. | Update employee records |
| Payment account changes must pass validation. | Money must go to the right person. | Update employee records |
Calculating benefits
| Rule | Why | Where you see it |
|---|---|---|
| Benefits are calculated from the approved salary basis and the employment start date. | Monthly accruals | |
| The opening balance is calculated as at the last month-end before registration, and stored separately from monthly accruals. | Service before the platform is recognised, and can always be told apart from what accrued after. | Opening balance |
| The monthly accrual runs automatically when each month ends: current cumulative benefit − previous cumulative benefit. | Monthly accruals | |
| The monthly accrual is the movement in liability, not the final benefit. Both the cumulative figure and the monthly movement are stored for every employee. | Monthly accruals | |
| Every calculation must be reproducible from its stored inputs, parameters and dates. | Any figure can be checked years later. | Opening balance, Monthly accruals |
| An employee with no valid salary basis is placed in a computation exception queue and their month is not finalised. | Better a visible gap than a wrong figure. | Monthly accruals |
The liability ledger
| Rule | Why | Where you see it |
|---|---|---|
| The liability ledger is the formal record of EOSB liability. | One source of truth for what is owed. | Transaction ledger |
| Every ledger value is traceable to the calculation that produced it. | Transaction ledger | |
| History is preserved; nothing is overwritten. | Audit. | Transaction ledger |
| Liabilities are classified (live, closed out, settled, disputed, held), and close-out amounts stay distinguishable from routine accruals. | Funding and reporting need to know what kind of liability each amount is. | Transaction ledger |
Termination and payout
| Rule | Why | Where you see it |
|---|---|---|
| The termination date is the cut-off for the final calculation. Once terminated, an employee accrues nothing further. | Terminate an employee | |
| Termination locks further employment changes and triggers the payout process. | The figure being paid must not move. | Terminate an employee |
| Only the trustee may approve or reject a benefit payment, confirmed with a one-time code. | The trustee controls the trust’s money. | Approve benefit payments |
| A payment may only be rejected for summary dismissal or a court order, with a narrative of up to 250 characters. | A leaver’s benefit is a right; refusal needs a legal basis. | Approve benefit payments |
| The administrator pays approved benefits, in full or in parts, with a one-time code. Amount outstanding = amount due − amount paid. | Pay out benefits |
Funding
| Rule | Why | Where you see it |
|---|---|---|
| Employer and trust must both be active. | Fund your EOSB trust | |
| Wallet and gateway payments are confirmed with a one-time code that expires after 60 seconds. | Fund your EOSB trust | |
| Until the payment aggregator has settled the money into the trust account, it does not count as a trust asset and is not used to measure funding deficits or surpluses. | Money in transit is not yet the trust’s. | Fund your EOSB trust |
The requirements also describe an employee self-service portal, where employees would update their own contact and payment details. It is planned and not available yet; today employers and the administrator make those changes.