Employer Documentation

Pilot Program Structure

This document outlines the 6-12 month pilot program structure, including contribution mechanics, payout rotation, administrative responsibilities, and payroll coordination options.

Why a Pilot with IN TURN?

A 1-2 week pilot launch (vs. 4-12 weeks with traditional approaches) lets you test participation quickly and affordably. With costs at $2-5/employee vs. $40-170/employee for enterprise solutions, pilots are a low-risk way to validate retention and morale benefits before full rollout.

Pilot Overview

The IN TURN pilot is designed to test participation, validate the model, and gather data before scaling to larger employee groups. Most pilots run for 6-12 months with 10-20 participants.

Pilot goals:

Contribution Structure

Standard Model

Parameter Typical Value Notes
Contribution Amount $25-$75 biweekly Fixed for all participants; you set this during setup
Contribution Frequency Biweekly Standard frequency aligned with typical payroll cycles
Payout Amount Total biweekly pool Example: 10 people × $50 = $500 payout
Payout Frequency Biweekly (rotating) One person every two weeks receives full pool

How Contributions Work

  1. Employees opt in: They sign a participation agreement voluntarily through their HR department
  2. Biweekly payroll deduction: Each participant contributes the fixed amount (e.g., $50 biweekly) via automatic payroll deduction
  3. Contributions accumulate: Funds pool in a segregated bank account administered by InTurn
  4. Payout rotates: Every two weeks, one participant receives the full pooled amount based on the rotation schedule

Payout Rotation Schedule

How the Rotation Works

Turns are randomly assigned at the beginning of each pool cycle. Everyone knows their turn order upfront—there's no requesting or choosing turns. The rotation is transparent and predetermined.

Week 1-2

Person A receives full pool ($500)

Week 3-4

Person B receives full pool ($500)

Week 5-6

Person C receives full pool ($500)

...

Rotation continues through all participants

Week 19-20

Person J receives full pool ($500); cycle restarts at Week 21

Payout Timing

Payouts are processed biweekly (every two weeks) aligned with standard payroll cycles. Participants know their exact payout date weeks in advance, allowing them to plan around it.

Administrative Flow

Employer Responsibilities

  1. Initial setup (one-time, 10 minutes):
    • Define contribution amount and participant group
    • Receive participation agreements from InTurn for distribution
    • Designate admin (usually HR or finance)
  2. Ongoing admin (5-10 minutes biweekly):
    • Review payout requests through InTurn
    • Approve scheduled payouts (one every two weeks)
    • Review participation reports from InTurn
  3. Payroll coordination (required):
    • Process biweekly payroll deductions for enrolled participants
    • Transfer pooled contributions to InTurn biweekly

Important Note on Payroll

Payroll deduction is required. Contributions are automatically deducted from participant paychecks biweekly as a post-tax deduction. We coordinate with your payroll provider during setup to ensure smooth processing.

InTurn Responsibilities

Payroll Coordination (Required)

Contributions are deducted from paychecks as a voluntary post-tax deduction on a biweekly basis. Your payroll team sends one batch payment to IN TURN each pay period.

Steps for payroll integration:

  1. Add "IN TURN Contribution" as a voluntary deduction in your payroll system
  2. Employees who opt in have the fixed amount deducted post-tax biweekly
  3. Your payroll team sends one lump sum to IN TURN (total of all deductions)
  4. IN TURN reconciles individual contributions and provides confirmation

Payroll Provider Compatibility

IN TURN works with all major payroll providers (ADP, Paychex, Gusto, etc.). We coordinate directly with your provider during setup to ensure seamless integration.

Pool Flow Mechanics

Fund Custody

Pooled funds are held in a segregated bank account administered by InTurn. You don't manage the funds directly—InTurn handles custody, accounting, and disbursements based on your admin's approval.

Transparency

Participants receive regular reports from InTurn showing:

Individual payout requests are private. Only the admin sees who's receiving payouts each cycle.

Pilot Timeline

Week 1: Setup & Onboarding

HR sets up the pool, receives participation agreements, announces to team, employees sign agreements

Month 1: First Contributions

Employees begin contributing; first payout processed at end of month

Months 2-6: Core Pilot

Monitor participation, track payout requests, gather employee feedback

Month 6: Midpoint Review

IN TURN provides participation report and feedback summary

Months 7-12: Full Cycle

Complete at least one full rotation cycle; assess for expansion

Month 12: Final Review

Decide whether to expand, adjust structure, or conclude pilot

Metrics & Reporting

InTurn provides monthly reports including:

Next Steps