1. Scope and employer role
This schedule applies to employee, contractor, scheduling, attendance, leave, payroll-preparation, cash-advance, deduction, tip, service-charge, and earnings features. The customer remains the employer or engaging party and makes all employment, classification, consultation, discipline, remuneration, tax, payroll, health and safety, and payment decisions.
Bibeno provides configured records and calculations and does not become an employer, labour broker, payroll agent, tax practitioner, collective-bargaining representative, lender, or fiduciary merely by providing the feature. This allocation does not reduce Bibeno's responsibility for the security, privacy, availability, access controls, calculation integrity, evidence integrity, and correction capabilities of its platform.
2. Feature activation
Employee cash advances are activated by an authorized business owner for that customer's account after the employer responsibility statement is accepted and the agreement, limits, methods, and employer facts are configured. Payroll or mixed repayment also requires a separate payroll-deduction responsibility statement. These are customer-controlled settings, not a representation by Bibeno that a customer's proposed arrangement is lawful in every circumstance. Other workforce financial features may remain subject to separate release controls. A disabled feature must retain safe repayment, correction, export, dispute, and exit paths.
3. Worker classification and workplace policies
The customer determines lawful employee or contractor classification, applicable sectoral or collective rules, working-time arrangements, leave rules, pay periods, minimum conditions, and workplace policies. A Bibeno label or setting does not determine legal status.
4. Privacy, monitoring, and employee notice
The customer must give employees an appropriate privacy notice covering identity, contact, employment, attendance, device, location where enabled, performance, financial, tip, deduction, and support data. Monitoring must be necessary, proportionate, access-controlled, and consistent with labour, communications, and privacy law.
Biometric, location, child-worker, health, union, disciplinary, criminal, or other sensitive processing remains blocked until its lawful basis, necessity, safeguards, retention, and required authorization are approved.
5. Access and segregation of duties
- Give each worker and administrator individual access appropriate to role, branch, duty, and employment status.
- Separate creation, approval, payment, correction, and reconciliation roles where reasonably practicable.
- Promptly revoke access when authority changes and preserve the historical actor and policy context.
- Do not expose one employee's pay, advance, disciplinary, or personal information to unrelated users.
6. Time, attendance, and scheduling
The customer verifies clock, shift, break, overtime, night-work, standby, public-holiday, travel, absence, and correction records before relying on them. Device time, offline events, manager edits, missed punches, and employee disputes must remain visible in the evidence trail.
7. Leave
Leave balances and approvals depend on correct employment dates, work pattern, entitlement rules, prior use, carry-over, and adjustments. The customer must review legal and contractual entitlements, communicate decisions, and provide a correction or dispute route. Bibeno calculations are not a substitute for the statutory record.
8. Payroll preparation and tax
Bibeno may assemble approved hours, earnings, allowances, tips, service charges, advances, deductions, and adjustments for payroll preparation or export. This is payroll-preparation software, not outsourced payroll administration. The customer and its payroll or tax provider remain responsible for classification, statutory deductions, payslips, returns, payments, reconciliations, and employee tax certificates.
A generated amount is provisional until the customer's authorized payroll review is complete. Corrections must preserve the original amount, reason, approver, affected period, downstream export, and employee communication.
9. Deductions from remuneration
No deduction may be made unless permitted by law, collective agreement, court order, arbitration award, or a specific written employee agreement that identifies the debt and deduction. Deductions for loss or damage require the applicable fair process and statutory limits, including the aggregate limit that applies to that category.
The system must not silently deduct from insufficient or protected remuneration, exceed an approved amount, or continue after withdrawal, settlement, correction, or termination. The customer must confirm that the authority is valid for the specific debt and deduction, perform final payroll validation, and give the employee the required copy. Bibeno must preserve the configured authority, version, acceptance, delivery, calculation, actor, and correction evidence.
10. Employee cash advances
An advance requires an employer-configured written agreement, principal and disbursement evidence, clear interest and fee treatment, repayment schedule, deduction authority where used, insufficient-pay behavior, dispute and correction routes, early repayment, employment-ending treatment, and delivery of the accepted version to the employee. The business owner controls the offer and terms; the employee must accept the exact version before approval and disbursement.
Bibeno's supported product scope is interest-free and fee-free and does not provide automatic final-pay deduction, acceleration, external collection, or enforcement. The customer is responsible for determining which employment, payroll, tax, credit, collective, sectoral, or other rules apply to its arrangement and must not use the feature for an arrangement that requires unsupported pricing, disclosure, affordability, registration, deduction, or enforcement controls. Bibeno does not characterize an advance as outside regulation merely because it is employer-provided, interest-free, or repaid through payroll, and does not provide legal or tax advice through the feature.
11. Tips, service charges, and earnings
The customer must clearly disclose any mandatory or optional service charge to consumers and employees, establish ownership and distribution rules, approve tax and payroll treatment, and preserve collection, allocation, payout, refund, reversal, and dispute evidence.
A tip must not be silently converted into revenue, a wage substitute, or an employer-controlled deduction. A refund or payment reversal must flow through the configured allocation and correction process without erasing the original evidence.
12. Employee access and copies
Employees must receive or be able to obtain the agreements, policies, acknowledgements, time records, earnings statements, advance balances, deduction schedules, corrections, and decisions that the law or customer commitment requires. Delivery evidence must identify the version and recipient.
13. Disputes, corrections, and non-retaliation
The customer provides a fair route to dispute identity, time, leave, pay inputs, deductions, advances, tips, service charges, or access. Raising a good-faith concern must not by itself trigger deletion, retaliation, or loss of evidence. Bibeno preserves the allocated audit history and supports authorized correction without rewriting history.
14. Retention and legal holds
Workforce records are retained according to the applicable labour, tax, payroll, prescription, privacy, dispute, and legal-hold schedule. The customer must not select an arbitrary short period that destroys a required employment record or an indefinite period without purpose.
15. Termination and offboarding
Offboarding must revoke operational access, preserve required records, complete final payroll inputs and unresolved advances or deductions lawfully, provide required copies, and avoid deleting evidence needed for a dispute or legal hold. An employee's exit does not authorize an unlawful final-pay deduction.
16. Changes and contact
Material changes to employee-facing calculations, deductions, allocation, privacy, or risk are versioned, access-controlled, tested, and communicated to affected customers and employees where required. A changed advance agreement requires new employee acceptance. Support and legal contacts are published through Bibeno's verified public facts.
