📌 What is it?
When a worker submits an expense through RewardFlex, it must be validated by the employer before being processed. Each expense is associated with one of the following three statuses:
🔎 Pending — The expense is awaiting validation.
✅ Validated — The expense has been approved.
❌ Rejected — The expense has been declined.
The employer has full control over each decision. RewardFlex provides an automatic validation or rejection suggestion as a guideline, but the employer can always override it and decide freely, at any time.
ℹ️ How are validated expenses reimbursed?
Validated expenses are not reimbursed directly via a wallet load. They are reimbursed through the worker's payslip, processed by the social secretariat, and exported via RewardFlex's payroll export process.
🛠️ Validating or rejecting an expense
1️⃣ Go to the Expenses tab.
The expense management interface is organised into three tabs:
Pending — Expenses to be processed.
Validated — History of approved expenses.
Rejected — History of declined expenses.
2️⃣ In the Pending tab, review the expense details and the attached supporting document, then choose to validate or reject the expense.
The suggestion displayed by RewardFlex is a starting point — the final decision always belongs to you.
🔄 Putting an expense back to pending
It is possible to move an already validated or rejected expense back to Pending status, as long as it has not yet been exported to payroll.
This option is accessible from the expense detail side panel.
A validated expense will move from spent back to pending, and the amount will be re-credited to the worker's wallet.
A rejected expense will move from available back to pending.
Once put back to pending, you can again review, modify, validate, or reject the expense.
⚠️ If the expense has already been exported to payroll, this action is no longer available and the expense can no longer be modified in RewardFlex.
📤 Submitting an expense on behalf of a worker
The employer can manually create an expense on behalf of a worker, for example when they have personally advanced a cost (for a large amount, or to make things easier for the worker).
1️⃣ Go to your Expenses tab.
2️⃣ Click on Add an expense, and fill in the required fields.
3️⃣ The amount is immediately debited from the worker's mobility or cafeteria wallet. There is no payroll export or reimbursement via payslip: the transaction is directly recorded as a wallet debit.