📌 Before you begin
This checklist guides you through everything you need to gather and decide before your onboarding call. Go through it in order - some steps require involving third parties (social secretariat), so plan ahead!
It is divided into two phases: first gather the information required from your internal sources and your social secretariat, then define your choices internally regarding the structure of your Cafeteria plan. Both phases must be completed before your onboarding session.
📢 This entire checklist must be completed before your onboarding session.
PHASE 1 — Gather the information
This information is to be obtained from your internal sources and your social secretariat. Plan ahead, this may take a few days.
🗂️ Step 1 — Your employees' data
Prepare the import file with the following information for each employee:
Surname and first name
Email address and phone number
NISS
Gross annual salary (defined by the law of 12/04/1965)
Gross monthly salary
Role: white-collar worker or blue-collar worker
For blue-collar workers: hourly wage, weekly working hours, average working days per week
How to obtain the import file template?
1️⃣ Log in to employer.rewardflex.be with the credentials received in the launch email.
2️⃣ Go to the list of your employees.
3️⃣ Click on the small orange arrow and select Download the file template.
4️⃣ Complete the missing information in the Excel file.
How to upload the file?
Click again on the orange arrow, then on Import a file.
💡 If you have difficulty finding or calculating certain salary data, consult our explanatory fact sheet: Finding and calculating your salary data.
🧾 Step 2 — Information from your social secretariat
Contact your social secretariat to obtain the following items. You will need them to configure the payroll export in RewardFlex.
Employer contributions (ONSS) :
Obtain the percentage of employer contributions (ONSS) applicable to your employees. This data is essential to calculate each employee's flex budget.
Payroll identifiers:
Your company ID at your social secretariat
The individual payroll identifier of each employee
Salary codes :
Request the salary codes corresponding to the benefits you wish to offer. You will need them to configure the payroll export in RewardFlex.
💡 The payroll export generates each month a structured file of approved expenses to be sent to your social secretariat for reimbursement via the payslips. Consult our article Payroll export to find out more.
🧮 Step 3 — Determine each employee's flex budget
To calculate each employee's flexibilisable budget, gather two pieces of information:
The percentage of employer contributions (ONSS)
The amount of the year-end bonus of each employee
Flex budget = gross year-end bonus × (1 + % employer contributions)
It is this total employer cost that becomes the theoretical budget available to the employee in RewardFlex. Each month, 1/12th of this annual budget is provisioned on the platform.
PHASE 2 — Define your choices
These decisions are to be taken internally, ideally with your HR and/or social secretariat.
⚖️ Step 4 — Choose your Cafeteria plan policy
Two options are possible:
Monizze policy (recommended): the signing of the policy and the addenda is done directly in RewardFlex, which simplifies and streamlines the entire process for you and your employees.
Your own policy: if you already have a Cafeteria plan policy, it is possible to use the one already in place. The selection of the policy is done when creating your plan in RewardFlex.
🎁 Step 5 — Choose the Cafeteria plan services
Define which services you wish to activate for your employees:
Additional leave days (define the maximum number of days)
Computer, smartphone, tablet
Bike leasing
Internet and phone subscription
Extension of collective health insurance (note: the company must already offer a collective health insurance to its employees)
Individual pension plan
Warrants
Home charging station
Car upgrade
📅 Step 6 — Define the launch month
Define internally the month from which you wish to launch the Cafeteria plan for your employees. This information will have to be communicated during your onboarding call.
⚠️ Once launched, an employee's budget starts to run on the 1st day of the month following the signing of their policy, unless you activate the retroactive loading option during assignment.
✅ Final check
Before contacting your account manager to schedule the onboarding call, verify that:
The employee import file is completed and uploaded, with the year-end bonus / bonus amounts
The company ID and the employee identifiers are obtained from the social secretariat
The percentage of employer contributions (ONSS) is obtained from the social secretariat
The salary codes are obtained from the social secretariat
The chosen policy is identified
The services to activate are selected
The launch month is confirmed
🚀 Everything is ready!
Once all this information is gathered, you are ready to schedule your onboarding call. It is during this call that the configuration will be finalised together in the platform.
👉 For the next steps, consult our article Create your first budget - Cafeteria plan to manage your plan on a daily basis: add employees, modify the configuration, manage invitations and track statuses.