🚀 Step 1 — Define your worker groups and TCO
Create worker groups based on objective and non-discriminatory criteria (e.g. job category, seniority, package level…).
Determine for each group a TCO (Total Cost of Ownership): the total annual cost of the company car to which the group is entitled.
If you combine a cafeteria plan and mobility budget, use the same group structure for both.
💡 👉 If you have difficulties calculating the TCO, consult our full info sheet: Calculate the TCO for the mobility budget in RewardFlex.
These groups will serve as the basis for calculating budgets and enabling the right services for each category.
🗂️ Step 2 — Collect information for each worker
Prepare the import file with the following key information:
✅ Workers’ first and last names
✅ Home–work road distance
✅ Annual salary (defined by the law of 12/04/1965)
✅ …
How to retrieve this import file?
1) Log in to your RewardFlex platform using the credentials received in the launch email and via the following link: https://employer.rewardflex.be
2) Go to your worker list
3) Click on the small yellow arrow
and then select “Download the file template”
4) Gather the missing information in the Excel file.
How to upload the import file?
⚠️ This step must be completed before the onboarding session.
Click again on the orange arrow and then on “Import a file.”
💡 If you have difficulties finding or calculating some of these data, consult our explanatory sheet: Find and calculate your salary data.
⚙️ Step 3 — Define your mobility policy
Two options are possible:
Monizze Policy: Sit back and relax by using our own mobility budget policy
Your own policy: Already have a mobility budget policy? Then you can use the one already in place.
👉 We strongly recommend using the Monizze policy, as it ensures the best experience for you and your employees. In fact, the signing of the policy and amendments then takes place directly in RewardFlex, simplifying and streamlining the entire process.
Want to know more? Check out our Mobility Budget Policy.
How to find the Monizze policy?
1) Log in to your RewardFlex platform using the credentials received in the launch email and via the following link: https://employer.rewardflex.be
2) Click on the “Mobility Budget” icon
3) Then click on “Download the Monizze Policy.”
🚦 Step 4 — Select mobility services
✅ Choose the options to activate for your employees (minimum Pillar 1 or 2 + mandatory Pillar 3):
Pillar 1 | Pillar 2 (choose at least one) | Pillar 3 (mandatory) |
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📅 Step 5 — Define practical arrangements
How to finance public transport subscriptions under the mobility budget?
Classic system: the employee advances the costs, then gets reimbursed.
SNCB third-party payer system: Monizze orders the subscription directly.
If you choose the third-party payer system, remember to read and sign the mandate.
📅 Step 6 — Define the launch month
Indicate the starting month of the mobility budget for your employees.
⚠️ Important: an employee’s budget only starts accruing on the 1st day of the month following the signing of the policy by the employee.
✅ Step 7 — Final verification
Review all information.
Check the import files.
Ensure you have signed the SNCB third-party payer mandate if needed.
Involve your social secretariat for final validation.
🎉 All set!
Your employees will be able to enjoy RewardFlex stress-free, and you’ll save time right from onboarding.