The IT equipment service allows employees to acquire IT equipment via their RewardFlex cafeteria budget. In RewardFlex, there are two ways to order IT equipment:
Purchase request via a supplier link: the employee submits a request with a link to the desired product and the employer makes the purchase.
Order via the Coolblue integration: the employee selects their equipment directly via the Coolblue webshop integrated in RewardFlex.
👉 This article only explains how the request via supplier link works.
⚙️ First step: activate the service
Before employees can submit a request, you must activate the IT equipment service in the platform settings.
Once the service is activated, you can also define the device categories accessible per budget.
⚙️ Configuration of the device categories
For each budget plan, you can define the available types of equipment:
Computer
Smartphone
Tablet
IT accessories
📌 Important rules:
An employee can have maximum 2 active devices per category.
The IT accessories are not limited.
No BIK is applied on the accessories.
📝 Purchase request via supplier link
1️⃣ The employee submits a purchase request by indicating the link to the supplier of the desired product.
2️⃣ The employer receives the request and can accept or reject it in the Employee requests > Pending tab.
3️⃣ If the request is accepted:
the employer purchases the device directly,
the amount is deducted from the employee's cafeteria budget,
the device appears in RewardFlex as "active",
the amortisation and the BIK are applied automatically.
📌 No reimbursement is made to the employee since the purchase is carried out by the employer.
📝 Amortisation and benefit in kind (BIK)
Each device follows an amortisation period and generates a monthly BIK for the employee.
Device | Amortisation | Monthly BIK |
Computer | 36 months | €6 |
Smartphone | 36 months | €3 |
Tablet | 36 months | €3 |
IT accessoires | 24 months | €0 |
During the entire amortisation period:
the BIK is included in the monthly payroll export,
the associated employer contributions are calculated automatically. The platform automatically applies the correct formula based on the employee's profile.
📊 Tracking and management of the devices
In Devices, you have a view per employee with:
the list of devices,
their amortisation status.
A device can have three statuses:
Active: the device is being amortised.
Amortised: the amortisation period is finished.
Unlinked: the device is no longer linked to the employee.
🛑 Dissociate a device from an employee
You can mark a device as "unlinked", which allows it to be dissociated from the employee. Once dissociated:
the device no longer appears in the employee's interface,
a new slot is freed up if the device limit had been reached.