Cash out windows and payouts

A cash out window is a period during which employees may ask to convert earned units into money. Outside a window nobody can request anything, which is what lets you plan the cash.

Opening a window#

1. 1Select Open a window.
2. 2Set the dates it opens and closes. Two to four weeks is usual.
3. 3Set the maximum you are willing to pay out in total. This is the number that protects you.
4. 4Confirm. Every employee with earned units is emailed.

While the window is open#

Requests arrive and sit at Requested. Let them accumulate. Reviewing them together once the window closes is what makes proportional scaling possible and fair.

Reviewing requests#

After the window closes you see every request in one list, with the total against your maximum. On each one you can:

Approve

Accept in full.

Partially approve

Accept some of the units. Used when the total exceeds your maximum.

Decline

Reject it. Leave a note explaining why. Their units stay theirs.

Mark as paid

Confirm it has gone to payroll. Do this after the payment is arranged, not before.

Every change emails the employee and updates their portal immediately.

If requests exceed your maximum#

Scale everybody proportionally. Somebody who asked for twice as much as somebody else still gets twice as much. Longpass does the arithmetic so the approved total lands exactly on your maximum, with no rounding drift. Units nobody cashed out stay with the employee for next time.

Paying people#

Longpass does not move money. Export the approved requests and hand the file to whoever runs payroll.

1. 1Select Export on the closed window.
2. 2The file lists employee name, email, units requested, units approved, unit value, gross amount, status and request date.
3. 3Send it to payroll. They pay it with normal pay, taxed the way they handle everything else.
4. 4Come back and mark each one Paid so employees can see it is done.