At the beginning or during the year, you may need to adjust the cafeteria plan budgets of your workers (indexation, change of role, internal policy, etc.).
This article explains:
how to modify a budget in RewardFlex,
how the platform automatically recalculates amounts,
what the impact is for workers,
and how recurring payments are handled.
📌 Key principles to remember
Basic rules applied by RewardFlex:
🔁 Any budget modification applies retroactively from January 1st.
🚫 No negative correction ever appears in the employee's wallet.
➕ An increase generates an immediate positive correction if necessary.
➖ A decrease only adjusts future loadings, without touching the past.
🔒 Recurring payments remain active as long as the budget is sufficient.
🛠️ How does it work?
1️⃣ Go to your Cafeteria Plan tab and click on Dashboard.
2️⃣ Click on the group and go to Employees.
3️⃣ Click on the pencil icon next to the worker's annual budget.
4️⃣ Adjust the amount:
Immediately, RewardFlex displays the impact of the modification on:
the annual budget,
the monthly loaded amount,
the worker's wallet balance.
5️⃣ Save your modification.
🔄 Automatic budget recalculation
📈 In case of a budget increase
1️⃣ RewardFlex compares the old budget and the new budget from January 1st.
2️⃣ The system calculates how much should have been loaded up to the current month.
3️⃣ If the employee should have received more, a positive correction is immediately added to their wallet.
4️⃣ Future monthly loadings remain unchanged.
Example 1:
Initial annual budget: €1,200
New annual budget adjusted during January: €1,500
Difference identified at this stage: €25 (€100 received instead of €125).
👉 RewardFlex automatically credits the wallet with +€25.
Example 2:
Initial annual budget: €1,200
New annual budget adjusted during February: €1,500
Difference identified at this stage: €50 (€200 received instead of €250).
👉 RewardFlex automatically credits the wallet with +€50.
📉 In case of a budget decrease
1️⃣ RewardFlex never removes money that has already been loaded or spent.
2️⃣ The correction is spread over the remaining months until December.
Concretely:
future monthly loadings are reduced proportionally,
no negative line appears in the worker's wallet,
the worker simply receives less each month going forward.
🔁 Management of recurring expenses
1️⃣ Before confirming a budget decrease, RewardFlex checks whether the new monthly amount still covers:
subscriptions
existing recurring cafeteria payments
2️⃣ If the new monthly budget is insufficient:
❌ all recurring payments are automatically cancelled,
the worker will need to re-enter them manually if desired.
3️⃣ In this case, a clear warning message is displayed before confirmation.
👉 You must explicitly confirm the decrease with full awareness of the
consequences.
👤 Impact for the worker
The worker immediately sees:
their new annual budget,
their new monthly amount.
They see no negative correction in their wallet.
Signed policies remain unchanged.
Only the budget distribution is adjusted.