At the end of the year, any unused balance of the Mobility budget (pillar 3) must be paid out to the employee via the January payslip, in accordance with Belgian legislation. Here is how this works in RewradFlex:
📌 1. Automatic reminder to employees (30 days before)
An email is sent automatically one month before the end of the year to all employees who still have an available balance. They are informed that:
their budget must be used before 31/12,
any remaining balance will be reimbursed according to the pillar 3 rules via the January payroll.
🛑 2. Automatic closing (31 December)
On 31 December, RewardFlex automatically closes the active mobility budgets. For each employee:
the remaining balance of their budget is reset to zero,
an automatic expense is created with:
Label: Year-end reimbursement
Amount: remaining balance 👉 This expense is automatically added to the January payroll export. RewardFlex automatically uses the correct Pillar 3 salary code.
How to set up the Pillar 3 salary code?
1️⃣ Obtain the correct salary code from your social secretariat.
2️⃣ Log in to RewradFlex and go to the Payroll tab.
3️⃣ Click on Settings and then on Legal regime - Mobility budget salary codes
4️⃣ Add the correct code in Year-end reimbursement.
📝 3. Forwarding to the social secretariat
⚠️ Important: Before generating your payroll export, it is imperative to validate the expenses still pending in the Expenses tab. You receive an email confirming that the closings have been generated. The email contains a direct link to the January payroll export which includes:
the "year-end reimbursement" expenses under the pillar 3 code
The approved expenses of the month of January from pillar 1 and 2 You simply need to generate, download and forward this file to your social secretariat.