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DailyPay Implementation Guide

Last Updated: December 5, 2025

This guide is designed to help your team successfully implement and launch DailyPay for your employees. By following these steps and best practices, we can ensure a smooth process and provide your employees with a seamless experience from day one. 

Payroll System and Schedule Management

To ensure we can accurately and instantly transfer earnings to your employees, it's crucial that we have a clear understanding of your payroll process.

  • Payday Holiday Calendar: Please provide us with a calendar of your company's paydays for the entire year, noting any specific payday holidays or exceptions. This is due before your Target Launch Date (the launch date set forth on your Order Form)and, for each subsequent year, no later than December 1st. This helps us prevent any payment errors and ensures employees have timely access to their earned pay.

  • System Changes, Restructuring, or Sale: We understand that business needs change. To avoid any disruption in service for your employees, please provide us with at least six months' written notice if you plan to make any significant changes to your payroll or timekeeping system, undergo a corporate restructuring, or sell a business unit.  If you cannot provide that much advance notice, we ask that you provide us with as much advance notice as possible.

Your Administration Team

To ensure your DailyPay service runs smoothly, we require you to designate and maintain a team of at least two employees to serve as your company administrators. These individuals will be your company's primary points of contact for DailyPay and will be responsible for overseeing the service.

  • Training and Onboarding: At least two of your designated administrators must participate in the initial training and onboarding calls with our team.

  • Administrator Changes: If a designated administrator leaves the company, please notify us and appoint a replacement as soon as possible. This ensures we can maintain clear communication and provide uninterrupted support.

Data Exchange and File Requirements

The DailyPay service relies on a continuous and secure exchange of data between our systems. To keep everything running smoothly, please ensure that all data files are current and accurate.  We will work with you to set up the data exchange.  It’s important that you do not take any steps to disrupt the data exchange to ensure continuous access to the service for your employees and no errors

  • User Roster and Earnings Files: Your company is responsible for providing us with current and accurate earnings information through the following files. All data files must be delivered on the schedule mutually agreed upon by our teams.

    • User Roster File: A file containing information on all Eligible Employees (your current and newly hired employees, with some limited exclusions).

    • Gross Earnings Files: Files that list the hours worked and gross earnings for each employee, sourced directly from your company’s systems.

    • Net Earnings Files: Files that contain the net and gross pay amounts for each employee.

  • DDU (Direct Deposit Updates) File: To ensure timely and accurate payments, it is essential that your company processes the DDU file, a file provided by DailyPay to your company to update payment information for your employees' accounts, as scheduled. This file updates payment information for your employees' accounts.

  • Employee Self-Service (ESS) Lock: To ensure that paychecks are accurately routed to DailyPay users, company will work with the DailyPay team to enable locking of Employee Self Service for Direct Deposit setting for DailyPay users prior to the launch of your benefit program. Subject to compatibility with Payroll system. 

Managing Terminated Employees

To prevent any issues with final payments for terminated employees, we have a clear process to follow.

  • Notification: When an employee is terminated, please notify DailyPay immediately.  Depending on your specific integration, this can be accomplished by marking the employee as terminated in your payroll system, removing them from your time management system,  or deactivating the employee’s account in the DailyPay Client Portal.

Final Paycheck: Your company is responsible for processing the terminated employee's final paycheck and sending it to their DailyPay User Account (the unique routing and account number established for each user).