> For the complete documentation index, see [llms.txt](https://knowledge.rollcredits.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://knowledge.rollcredits.io/payroll/review-loanout-documents.md).

# Review loanout documents

Check a loanout employee's incorporation certificate and automatic business check, then approve or reset their loanout documents.

Owners, Super Admins and Managers check a loanout employee's incorporation certificate on the **Loanout Document Review** page. It isn't in the sidebar: you open it from **Payroll > Setup** or from an email.

{% hint style="info" %}
This page is available only if RollCredits payroll is turned on for your production.
{% endhint %}

## Open the review

RollCredits checks each certificate against the state's business database and approves it automatically if an active business matches. Otherwise:

* The roles chosen in **Notification recipients by role** on the **Setup Payroll** tab get an email linking to the review. See [Set up payroll](/payroll/setup.md).
* On the **Employees** tab, once the employee has finished their other onboarding steps, their status is **Loanout Docs Needs Review**. Select **Review Loanout Docs** in their **Onboarding Status** cell.
* On the employee's panel (**Edit Employee**), select **Review Loanout Documents**.

## Approve the documents

1. Under **User uploaded Loanout Documents**, select **View File** next to **Incorporation Certificate**.
2. Read the **Verification Result**.
3. Tick **I certify that to the best of my knowledge, the business is legitimate and in good standing.**
4. Select **Confirm and Save**.

If the employee has startwork documents waiting for your signature, you go to **Sign Startwork Documents** next. See [Countersign startwork documents](/payroll/countersign-startwork.md). Otherwise you go back to the **Employees** tab.

Loanout documents are kept for your whole company, so approving them covers every production the employee works on.

## Read the verification result

The **Verification Result** shows one of:

* **Business is active**: an active record matches. You're still responsible for checking it.
* **Business is inactive**: the business appears inactive.
* **Business not found**: no record was found.
* **Business information mismatch**: an active record doesn't match the document.
* **Unable to verify**: there wasn't enough information to check.
* **Unsupported state**: automatic checks don't cover this state yet.

All but **Business is active** and **Unsupported state** recommend contacting the employee to verify their information.

A table compares **Scanned from document** with **Found in state database** for **Business Name**, **Filing Number**, **Incorporation Date** and **Incorporation State**, with a warning triangle on fields that don't match.

{% hint style="info" %}
While the check runs, the card says "Our Payroll AI Agent is extracting and verifying loanout information...". **Confirm and Save** doesn't wait for it.
{% endhint %}

## Reset approved documents

Once the documents are approved, the page shows **Loanout Documents**, with **Review status** naming who approved them (**Approved by RollCredits Payroll AI Agent** for automatic approvals).

1. Select **Reset Loanout Documents**.
2. Select **Confirm**.

{% hint style="warning" %}
Resetting deletes the employee's loanout documents on every production in your company and can't be undone. Their status goes back to **Loanout Docs Incomplete** until they upload again.
{% endhint %}

If the employee has no loanout documents, the page says "No loanout documents found for this employee" and returns you to the **Employees** tab after a few seconds.


---

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