This guide explains how the IT equipment service works in RewardFlex via the request process with a vendor link, as well as the way you can manage and track the devices.
❓ What is it?
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 vendor 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 vendor link works. In this case:
the employee submits a request with a link to the product,
the employer makes the purchase,
the cost is deducted from the employee's cafeteria budget,
the device is registered in RewardFlex with its amortisation and its benefit in kind (BIK). ⚠️ This option must be activated by the employer for the relevant groups.
⚙️ 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 group.
⚙️ Configuration of the device categories
For each group, 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.
❓ How does a purchase request work?
When an employee selects a device type in RewardFlex, they access an information page indicating:
the amortisation period of the device,
the amount of the benefit in kind (BIK) applicable,
the employer NSSO/RSZ contributions linked to this benefit.
📝 Purchase request via vendor link
1️⃣ The employee submits a purchase request by indicating the link to the vendor of the desired product.
2️⃣ The employer receives the request and can accept or reject it in the Purchases 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 Smartphone 36 months €3 Tablet 36 months €3 Laptop / computer 36 months €6 IT accessories 24 months €0 During the entire amortisation period:
the BIK is included in the monthly payroll export,
the associated employer NSSO/RSZ 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.
Dissociated: 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.