📝 What is it about?
When an employee submits an expense via RewardFlex, it must be validated by the employer before being processed. Each expense is associated with one of the following three statuses:
🔎 Pending — The expense is awaiting validation.
✅ Validated — The expense has been approved.
❌ Rejected — The expense has been refused. The employer has full control over each decision. RewardFlex provides an automatic suggestion to validate or reject for guidance, but the employer can always override it and decide freely, at any time.
ℹ️ How are validated expenses reimbursed?
Validated expenses are not reimbursed directly via a wallet load. They are reimbursed via the employee's payslip, processed by the social secretariat, and exported via RewardFlex's payroll export process.
✅ Validate or reject an expense
1️⃣ Go to the expenses tab.
The expense management interface is organised into three tabs:
Pending — The expenses to be processed.
Validated — The history of approved expenses.
Rejected — The history of refused expenses. 2️⃣ In the Pending tab, review the expense information as well as the attached supporting document, then choose to validate or reject the expense. The suggestion displayed by RewardFlex is a starting point — the final decision always belongs to you.
📝 Put an expense back to pending
It is possible to bring an already validated or rejected expense back to the Pending status, as long as it has not yet been exported to payroll. This option is accessible from the expense detail side panel.
A validated expense will move back from spent to pending, and the amount will be re-credited to the employee's wallet.
A rejected expense will move back from available to pending.
Once put back to pending, you can again review, modify, validate or reject the expense. ⚠️ If the expense has already been exported to payroll, this action is no longer available and the expense can no longer be modified in RewardFlex.
👥 Submit an expense on behalf of an employee
The employer can manually create an expense on behalf of an employee, for example when they have themselves advanced a cost (for a significant amount, or to make life easier for the employee).
1️⃣ Go to your Expenses tab.
2️⃣ Click on Add an expense and fill in the necessary fields.
3️⃣ The amount is immediately debited from the employee's mobility or cafeteria wallet. There is no payroll export or reimbursement via payslip: the transaction is directly recorded by debiting the wallet.