📝 What is it about?
A manual wallet load allows the employer to add an amount directly into an employee's wallet, outside the automatic loading cycles. 👉 This action is useful in two main scenarios:
Case 1 — Activation of the plan during the year
When an employer activates their cafeteria plan or mobility budget on RewardFlex during the year (for example in March), the employees' wallets are only automatically loaded from this go-live date. If the policy and the addendum to the employment contract had been signed off-platform as early as January, the employer can carry out manual wallet loads to cover the previous months (January and February in this example), so that each employee does indeed have the annual budget to which they are entitled.
Case 2 — Late signature by an employee
When an employer has launched the plan during the year (for example in February) but an employee only signs their policy and their addendum in March, this employee's wallet will only be automatically loaded from March. The employer can then carry out a manual wallet load to credit the missing month (February).
⚠️ Legal point of attention
On a legal level, a cafeteria plan or a mobility budget can only start from the date of signature of the policy and the addendum to the employment contract. If an employee signs late, or if the documents were not submitted in time, the plan cannot legally cover the months prior to this signature. The manual wallet load functionality remains available in RewardFlex in all cases, but it is up to the employer to ensure that its use complies with this legal requirement.
⚠️ Not to be confused with a budget adjustment
A manual wallet load is not the same thing as a modification of the mobility budget or cafeteria plan amount following a change of function or a salary increase. These two procedures follow different logics. 👉 To adjust an employee's budget following a change of situation, consult the following articles:
💰 How to carry out a manual wallet load?
1️⃣ From your employer interface, go to the Employees section.
2️⃣ Click on the name of the relevant employee to access their profile.
3️⃣ Click on the Load a wallet button.
4️⃣ Enter the reason for the load (e.g.: correction, exceptional benefit…) as well as the amount to credit.
5️⃣ Click on Validate.
📋 Result
Once validated, the employee's wallet is immediately credited with the entered amount. The employee can then use this balance for their expenses via their cafeteria plan.