When a worker submits a request via RewardFlex (reimbursement, purchase, recurring payment, advance...), it must be validated by the employer before being processed.
All requests are now grouped together in a unified "Worker Requests" module, accessible from your employer space. You no longer need to navigate between different screens depending on the type of request: everything is centralised in one place.
🗂️ How is the interface organised?
The module is structured into two levels of tabs:
Main tabs: request status
Tabs:
Pending: requests that require your action (validation or rejection)
In progress: active requests that do not require any action on your part (e.g. active recurring expenses, active devices)
History: closed requests, whether they have been approved, rejected, or cancelled
Sub-tabs: request type
Within each of these main tabs, you can filter by request type:
Reimbursements
Recurring payments
Purchases
Advances
✅ Validating or rejecting a request
1️⃣ Go to the Worker Requests module, Pending tab.
2️⃣ Select the sub-tab corresponding to the type of request you wish to process (Reimbursements, Purchases, etc.).
3️⃣ Review the request information and the attached supporting document, then choose to validate or reject the request.
💡 RewardFlex displays an automatic suggestion to validate or reject, provided for guidance only. The final decision always remains yours.
🔄 Processing multiple requests at the same time
You can select multiple requests simultaneously within a sub-tab and process them in bulk via the action bar at the bottom of the screen. You will then be guided through a sequential review page.
ℹ️ How are validated expenses reimbursed?
Validated expenses are not reimbursed directly via the wallet. Once validated, they are automatically included in the payroll export for the relevant month. This export is then sent to your social secretariat, which handles reimbursement via the worker's payslip.
👉 To learn more about this process, refer to our article: Payroll Export – How to generate and send the information to your social secretariat
📝 Sending a request back to pending
It is possible to return an already validated or rejected request to Pending status, as long as it has not yet been exported to payroll.
How to proceed:
1️⃣ Find the relevant request in the Historic tab.
2️⃣ Click on the eye icon 👁️ on the right of the row to open the detail panel.
3️⃣ Scroll to the bottom of the panel and click on "Send back to pending".
A confirmation message will be displayed before the action is finalised.
What happens next:
A validated request will move from spent back to pending: the amount is re-credited to the worker's wallet.
A rejected request will move from available back to pending.
Once sent back to pending, you can again review, modify, validate, or reject the request.
⚠️ Request types concerned: this action is only available for reimbursements, purchases, and certain external expenses. It is not available for all request types.
⚠️ If the request has already been exported to payroll, this action is no longer available. The expense can no longer be modified in RewardFlex.
👥 Submitting a request on behalf of a worker
The employer can manually create an expense on behalf of a worker, for example when they have personally advanced a cost.
1️⃣ Go to the Worker Requests module.
2️⃣ Click on Add an expense and fill in the required fields.
3️⃣ The amount is immediately deducted from the worker's mobility, cafeteria, or bonus wallet.