📌 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 mobility budget. Both phases must be completed before your onboarding session.
📢 This entire checklist must be completed before your onboarding call.
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.
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. Within the framework of the mobility budget, you will notably need the codes for:
The Pillar 2 reimbursements (mobility expenses)
The year-end (Pillar 3) reimbursement
💡 This information is used to configure the payroll export, which generates a monthly structured file of approved expenses to be sent to your social secretariat for reimbursement via payslips. See our article Payroll Export to learn more.
PHASE 2 — Define your choices
These decisions are to be taken internally, ideally with your HR and/or social secretariat.
👥 Step 3 — Define your employee categories and the TCOs
Identify the employee categories within your organisation, based on objective and non-discriminatory criteria (e.g. job category, seniority, package level…).
Determine for each category a TCO (Total Cost of Ownership): the total annual cost of the company car to which the category is entitled.
These categories and their TCOs will serve as a basis for calculating the budgets and activating the right services for each employee.
💡 If you have difficulty calculating the TCO, consult our complete info sheet: Calculate the TCO for the mobility budget in RewardFlex.
⚖️ Step 4 — Choose your policy
Two options are possible:
Monizze policy: we strongly recommend this option. 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 Mobility budget policy, it is possible to use the one already in place.
The selection of the policy is done when creating your plan in RewardFlex. You can download the Monizze policy directly from the Budgets section of the platform
🚦 Step 5 — Choose the mobility services
Choose the options to activate for your employees. The legal rule: minimum Pillar 1 or 2 + Pillar 3 mandatory.
Pillar 1 | Pillar 2 | Pillar 3 |
Electric vehicle – Leasing | Public Transport Subscription | Year-end reimbursement |
Electric vehicle – Purchase Purchase | Purchase of a Public Transport Ticket |
|
| Car Sharing |
|
| Car Rental |
|
| Taxi |
|
| Bike - leasing or purchase |
|
| Other (bicycle allowance, pedestrian allowance) |
|
| Mortgage loan / Rent reimbursement (max. distance 10 km) |
|
| Mortgage loan / Rent reimbursement (50 % teleworking per month) |
|
⚙️ Step 6 — Define the practical arrangements
Financing of public transport subscriptions:
Classic: the employee advances the costs, then gets reimbursed via the mobility budget.
NMBS third-party payer system: Monizze orders the subscription directly. If you choose this option, remember to read and sign the mandate before your onboarding call.
Launch month:
Define internally the month from which you wish to launch the mobility budget 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 scheduling the onboarding call, verify that:
The employee import file is completed and uploaded
The company ID and the employee identifiers are obtained from the social secretariat
The salary codes are obtained from the social secretariat
The employee categories and the TCOs are defined
The chosen policy is identified
The mobility services to activate are selected
The launch month is confirmed
The NMBS third-party payer mandate is signed (if applicable)
🚀 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 - Mobility budget to manage your plan on a daily basis: add employees, modify the configuration, manage invitations and track statuses.