📌 What is it?
The payroll export allows the employer to generate a monthly file containing all approved expenses from their workers, in order to transmit them to their social secretariat for reimbursement via payslips.
🔁 Frequency and optimal timing
Once a month — before the internal payroll closing date.
Expenses that have been approved are automatically taken into account in the export.
If certain expenses are not included in the export, they will automatically be added to the following month's export once validated.
⚙️ Configuring the payroll export
Before generating your first export, go to the Settings of the Payroll tab to configure the following elements:
1️⃣ Export format
By default, exports are generated in structured CSV format. You can also select the format specific to your social secretariat. The currently available formats are SDWorx, Prisma and Daenens — additional formats will be added soon.
2️⃣ Company and worker identifiers
You can enter your company identifier with your social secretariat, as well as an individual payroll identifier for each worker.
3️⃣ Salary codes
You can define salary codes by expense type and budget category. You can find these codes directly from your social secretariat.
🛠️ How to generate a payroll export?
1️⃣ Go to the Payroll tab in the left navigation menu.
2️⃣ Click on Export history to view previous exports (date and available formats).
3️⃣ Click on Generate an export. A window opens.
4️⃣ Select the month to export.
Only months that have not yet been exported are available.
The selected month must be different from the month chosen in your last export.
If you select the current month, only data up to the moment of generation will be included.
5️⃣ If you have skipped one or more months, two options are available:
Export the missing months separately, from oldest to most recent, for better monthly clarity.
Export only the current month: the system will automatically include all missing data from previous months in a single file.
6️⃣ The export is generated and appears in your export history. You can download:
✅ The default Excel file
✅ The format specific to your social secretariat (if available and configured)
📊 What the export contains
The export includes all approved and not yet exported expenses between:
The last day covered by the previous export,
and the last day of the selected month — or, if you are exporting the current month, up to the moment the export is generated.
There are 2 types of export format:
✅ Standard export
This export is in Excel format and contains all important information. The export is divided into 3 tables:
Global Reporting: allows you to track all expenses that were validated during the period and deducted from workers' wallets.
Payroll Mobility Budget: contains the data that must be provided to the social secretariat for worker reimbursement.
Payroll Cafeteria Plan: contains the data that must be provided to the social secretariat for worker reimbursement following their selection of various benefits (BIK to add, pension savings to reimburse, etc.).
✅ Social secretariat-specific format
For certain social secretariats, it is possible to generate a payroll export in a specific format. This export can then be directly loaded into your payroll system for automatic import of expenses and other amounts.
💡 We collaborate with social secretariats so that they can share their technical specifications with us, allowing us to provide structured exports. The list of social secretariats for which a structured export is available will grow throughout the year.
📅 Concrete examples
Standard export
You export May's data on May 20th → the export includes all approved expenses from the end of the previous export up to May 20th.
Export with a missing month
Your last export was on May 20th. On July 20th, you wish to generate a new export.
Two options:
You first export June, then July separately → better monthly readability.
You export only July → the system automatically includes all approved expenses from May 20th to July 20th in a single file.
✅ In both cases, no data is lost or duplicated.
🔔 Automatic reminders
A monthly reminder email is sent to you on the payroll closing date defined in the platform's global settings, so you don't forget to generate your export.
🔒 Traceability & security
Each expense is exported only once.
The exported file contains:
The amount of each expense
The expense category
The associated pay code (if entered in RewardFlex)