This article explains how the IT Hardware service works in RewardFlex through the vendor link request process, as well as how you can manage and track devices.
📌 What is it?
The IT Hardware service allows employees to acquire IT equipment through their RewardFlex cafeteria budget.
In RewardFlex, there are two ways to order IT equipment:
Purchase request via a vendor link: the employee submits a request with a link to the desired product and the employer makes the purchase.
Order via the Coolblue integration: the employee directly selects their equipment through the Coolblue webshop integrated into RewardFlex.
👉 This article explains only how the vendor link request process works.
In this case:
the employee submits a request with a link to the product,
the employer makes the purchase,
the cost is deducted from the employee’s cafeteria budget,
the device is registered in RewardFlex with its depreciation and benefit in kind (BIK).
⚠️ This option must be activated by the employer for the relevant groups.
⚙️ First step: activate the service
Before employees can submit requests, you must activate the IT Hardware service in the platform settings.
Once the service is activated, you can also define the device categories available per group.
🧩 Device category configuration
For each group, you can define the types of equipment available:
Computer
Smartphone
Tablet
IT accessories
📌 Important rules:
An employee can have a maximum of 2 active devices per category.
IT accessories are not limited.
No benefit in kind (BIK) is applied to accessories.
🚀 How does a purchase request work?
When an employee selects a device type in RewardFlex, they access an information page indicating:
the depreciation period of the device,
the applicable benefit in kind (BIK) amount,
the employer social security contributions (ONSS/RSZ) linked to this benefit.
🛒 Purchase request via vendor link
1️⃣ The employee submits a purchase request by providing the link to the vendor of the desired product.
2️⃣ The employer receives the request and can accept or reject it in the Purchases tab.
3️⃣ If the request is accepted:
the employer purchases the device directly,
the amount is deducted from the employee’s cafeteria budget,
the device appears in RewardFlex as “active”,
depreciation and BIK are applied automatically.
📌 No reimbursement is made to the employee since the purchase is carried out by the employer.
💰 Depreciation and benefit in kind (BIK)
Each device follows a depreciation period and generates a monthly BIK for the employee.
Device | Depreciation | Monthly BIK |
Smartphone | 36 months | 3 € |
Tablet | 36 months | 3 € |
Laptop / computer | 36 months | 6 € |
IT accessories | 24 months | 0 € |
During the entire depreciation period:
the BIK is included in the monthly payroll export,
the associated employer social security contributions (ONSS/RSZ) are calculated automatically.
The platform automatically applies the correct formula based on the employee’s profile.
🔎 Device tracking and management
In Devices, you have a view per employee showing:
the list of devices,
their depreciation status.
A device can have three statuses:
Active: the device is currently being depreciated.
Depreciated: the depreciation period is finished.
Unlinked: the device is no longer linked to the employee.
🔗 Unlinking a device from an employee
You can mark a device as “unlinked”, which allows it to be dissociated from the employee.
Once unlinked:
the device no longer appears in the employee interface,
a new slot becomes available if the device limit had been reached.