This fact sheet explains how to activate and manage the car upgrade service in your cafeteria plan, and how the monthly deductions work.
⚙️ Step 1: Activate the service
Before your employees can use this service, you must activate it from your employer interface.
1️⃣ Go to Budgets → click on the relevant budget
2️⃣ Click on Action → Edit the budget.
3️⃣ Activate the service.
👉 Once activated, the service automatically appears in the Car category of your employees' interface.
⚙️ Step 2: Choose the calculation mode
Before your employees submit their requests, define the calculation mode that will apply to your entire company.
1️⃣ Go to Settings → Budget settings
2️⃣ Define the calculation mode
Two modes are available:
Mode How it works Employer cost (default) The employee enters the employer cost directly. The amount entered is deducted as is, without conversion.
Gross amount The employee enters a monthly gross amount. The employer contributions are automatically added to calculate the total employer cost.
💡 The calculation mode can be changed at any time in Settings → Budget settings → Car Upgrade. The change applies to all your employees.
⚙️ Step 3: Approve your employees' requests
Once the service is activated, your employees can submit a request from their interface:
1️⃣ The employee goes to the Car category of their cafeteria plan.
2️⃣ They enter the desired monthly amount (employer cost or gross amount, depending on your configuration).
3️⃣ The request is forwarded to you for approval or rejection.
4️⃣ Once approved, the deduction is automatically taken each month from the employee's cafeteria budget.
⚠️ No deduction is made until you have approved the request.
💰 How does the financial flow work?
The Car Upgrade service works via a recurring monthly deduction on the employee's cafeteria budget. Here are the essential points to remember:
The employee does not advance any money and receives no reimbursement.
The deducted budget stays within the employer circuit: it directly offsets the cost of the car upgrade on your side.
This flow is not treated as a payslip reimbursement: the employee's cafeteria budget directly covers your employer cost.
🔄 Modify or stop an active deduction
If an employee wishes to modify or cancel their car upgrade:
1️⃣ The modification or cancellation request can be initiated by you or by the employee.
2️⃣ Once the deduction is stopped, no further deduction is made on the employee's cafeteria budget.
3️⃣ If a new arrangement is agreed upon, the employee must submit a new request, which will again have to be approved by you.