At the start or during the year, you may need to adapt the cafeteria plan budgets of your employees (indexation, change of function, internal policy, etc.). This guide explains:
how to modify a budget in RewardFlex,
how the platform automatically recalculates the amounts,
what the impact is for the employees,
and how recurring payments are handled.
📌 Key principles to remember
Basic rules applied by RewardFlex:
🔁 Any budget change is applied retroactively as of 1 January.
🚫 No negative correction ever appears in the employee's wallet.
➕ An increase generates an immediate positive correction if necessary.
➖ A decrease only adjusts future loads, without touching the past.
🔒 Recurring payments remain active as long as the budget remains sufficient.
❓ How does it work?
1️⃣ Go to your Cafeteria plan tab and click on Dashboard.
2️⃣ Click on the group and go to Employees.
3️⃣ Click on the pencil next to the employee's annual budget.
4️⃣ Adjust the amount:
Immediately, RewardFlex displays the impact of the change on:
the annual budget,
the monthly loaded amount,
the balance of the employee's wallet. 5️⃣ Save your change.
💰 Automatic budget recalculation
💰 In case of a budget increase
1️⃣ RewardFlex compares the old budget and the new budget since 1 January.
2️⃣ The system calculates how much should have been loaded up to the current month.
3️⃣ If the employee should have received more, a positive correction is added immediately to their wallet.
4️⃣ The future monthly loads remain unchanged. Example 1:
Initial annual budget: €1,200
New annual budget adapted during the month of January: €1,500
Difference noted at this stage: €25 (€100 received instead of €125). 👉 RewardFlex automatically credits the wallet with +€25. Example 2:
Initial annual budget: €1,200
New annual budget adapted during the month of February: €1,500
Difference noted at this stage: €50 (€200 received instead of €250) 👉 RewardFlex automatically credits the wallet with +€50.
💰 In case of a budget decrease
1️⃣ RewardFlex never removes money already loaded or spent.
2️⃣ The correction is spread over the remaining months until December. In practice:
the future monthly loads are reduced proportionally,
no negative line appears in the employee's wallet,
the employee simply receives less each month going forward.
📊 Management of recurring expenses
1️⃣ Before validating a budget decrease, RewardFlex checks whether the new monthly amount still covers:
the subscriptions
the existing recurring cafeteria payments 2️⃣ If the new monthly budget is insufficient:
❌ all recurring payments are automatically cancelled,
the employee will have to re-enter them manually if desired. 3️⃣ In this case, a clear warning message is displayed before validation. 👉 You must explicitly confirm the decrease in full knowledge of the facts.
🎯 Impact for the employee
The employee immediately sees:
their new annual budget,
their new monthly amount.
They see no negative correction in their wallet.
The signed policies remain unchanged.
Only the budget allocation is adapted.