📝 What is it about?
The payroll export allows the employer to generate monthly a file including all approved expenses of their employees, in order to forward them to their social secretariat for reimbursement via the payslips.
🔁 Frequency and optimal moment
Once a month – before the closing of the internal payroll
Expenses that have been approved are automatically taken into account in the export.
If certain costs are not included in the export, they will automatically be added to the export of the following month once they are validated.
💰 Configuring the payroll export
Before generating your first export, go to the Settings of the Payroll tab to configure the following elements:
1️⃣ Export format
By default, the exports are generated in structured CSV format. You can also select the specific format of your social secretariat. The currently available formats are SDWorx, Prisma and Daenens — other formats will be added soon.
2️⃣ Company and employee identifiers
You can enter your company identifier with your social secretariat, as well as an individual payroll identifier for each employee.
3️⃣ Salary codes
You can define salary codes by expense type and budget category. You can obtain these codes directly from your social secretariat.
💰 How to generate a payroll export?
1️⃣ Go to the Payroll tab in the navigation menu on the left.
2️⃣ Click on Export history to consult the previous exports (date and available formats).
3️⃣ Click on Generate an export. A window opens.
4️⃣ Select the month to export.
Only the months that have not yet been exported are available.
The selected month must be different from the month chosen during your last export.
If you select the current month, only the data up to the moment of generation will be included.
5️⃣ If you have skipped one or more months, two options are available to you:
Export the missing months separately, from the oldest to the most recent, for better monthly clarity.
Export only the current month: the system will automatically include all the missing data of the previous months in a single file. 6️⃣ The export is generated and appears in your export history. You can download:
✅ The default Excel file
✅ The specific format of your social secretariat (if available and configured)
📊 What the export contains
The export includes all approved and not yet exported expenses between:
The last day covered by the previous export
And the last day of the selected month — or, if you export the current month, up to the moment of generation of the export. There are 2 types of export format:
✅ Standard export
This export is then in excel format. It will provide all the important information. The export is divided into 3 tables: Global Reporting: allows you to track all the expenses that were validated during the period and deducted from the employees' wallets
Payroll Mobility Budget: Includes the data that must be provided to the social secretariat for the reimbursement of the employees
Payroll Cafeteria Plan: Includes the data that must be provided to the social secretariat for the reimbursement of the employees following their choice of the different benefits (BIK to add, pension savings to reimburse…)
✅ Format specific to the social secretariat
For certain social secretariats, it is possible to generate a payroll export that will then be in a very specific format. This export can then be directly loaded into your payroll for an automatic import of the expenses and other amounts.
💡We collaborate with the social secretariats so that they provide us with their technical specifications in order to deliver structured exports. The list of social secretariats for which a structured export is available will grow over the course of the year.
📋 Concrete examples
Classic export
You export the May data on 20 May → the export includes all approved expenses from the end of the previous export up to 20 May.
Export with a missing month
Your last export dates from 20 May. On 20 July, you want to generate a new export. Two options:
You first export June, then July separately → better monthly readability.
You export only July → the system automatically includes all approved expenses from 20 May to 20 July in a single file. ✅ In both cases, no data is lost or duplicated.
📌 Automatic reminders
A monthly reminder email is sent to you on the payroll closing date defined in the global settings of the platform, so as not to forget to generate your export.
📊 Traceability & security
Each expense is only exported once.
The exported file contains:
The amount of each expense
The expense category
The associated salary code (if entered in RewardFlex)