Each December, RewardFlex automatically closes your Cafeteria plan in order to ensure correct processing of the amounts for your social secretariat. Here is how this works:
🛑 1. Define your plan end date
In the Cafeteria plan settings, you must choose a budget closing date (between 1 and 28 December). This date is mandatory and applies to all the plans of your company.
How to set the closing date?
1️⃣ In RewardFlex, go to the Settings tab.
2️⃣ Click on Cafeteria plan and set the correct closing date.
3️⃣ Save your changes.
📌 2. Automatic reminder to employees
15 days before the end date:
each employee receives an automatic email,
it invites them to use their remaining balance,
and to submit their expenses before the closing. No manual action is necessary.
💰 3. Automatic blocking of the budgets
On the day of the end date:
they can no longer add new expenses,
their dashboard displays "Budget Closed".
📊 4. Downloading the year-end export
⚠️ Important: Before generating your payroll export, it is imperative to validate the expenses still pending in the Expenses and Purchases tabs. Once the plan is closed, in the Payroll tab, you can:
generate and download the classic December payroll export, which contains, for each employee, the approved expenses of the month of December.
generate and download the year-end closing payroll export which contains, for each employee, the total of approved expenses during the year.
ℹ️ If expenses are still pending, a non-blocking alert is displayed. You can download the export anyway: any expense approved later will automatically appear in the next version.
📊 What is the export for?
The year-end export includes the total amount of approved expenses on RewradFlex for each employee. It allows you to determine the gross amount spent to be deducted from the year-end bonus.
💰 How to determine this amount?
Take the total amount of expenses indicated in the export
Divide this amount by (1 + the percentage of employer contributions) applied in your company. Gross amount spent = Total of expenses / (1 + % of employer contributions) This gross amount corresponds exactly to what must be deducted from the employee's year-end bonus.
💰 5. Forwarding the amounts to your social secretariat
Once these gross amounts have been determined, forward them to your social secretariat so that they can deduct them from the year-end bonus.
🛑 6. Automatic closing on 28 December
If certain expenses remain pending on 28/12, RewardFlex automatically refuses them and generates, if necessary, the December export for the social secretariat.