This document explains the steps to follow when an employee leaves the company during the year and the administrative actions to plan for.
⚙️ Step 1: Initiate the off-boarding in RewardFlex
When the employee leaves the company:
1️⃣ Go to the Employees tab.
2️⃣ On the row of the relevant employee, click the small arrow on the right.
3️⃣ Select the plan(s) for which you want to off-board the employee.
💡 Each plan is managed independently: off-boarding an employee from one plan has no impact on their other active plans.
4️⃣ Enter the desired off-boarding date:
Future date: nothing happens until the chosen date. The employee continues to use their plan normally in the meantime.
Same day: the off-boarding takes effect immediately. ⚠️ It is not possible to enter a departure date in the past.
📢 Special case — The employee has never been active in RewardFlex
If the employee has never launched their cafeteria plan or mobility budget, i.e. they have never logged in to RewardFlex and were never onboarded, there is no off-boarding to initiate. In this case:
1️⃣ Go to the Budgets tab.
2️⃣ Click on the corresponding budget.
3️⃣ Go to Employees, then to Pending employees.
4️⃣ Remove the employee from the budget.
🛑 Cancel a planned off-boarding
As long as the off-boarding date has not yet been reached, it is possible to cancel it. To cancel:
1️⃣ Click again on the departure button in the employee's profile.
2️⃣ Deselect the relevant plan(s). The planned off-boarding is then removed.
⚠️ Cancellation is not possible on the day of the off-boarding itself: once the day has started, the off-boarding proceeds as planned.
⚙️ Step 2: What happens automatically on the off-boarding date
On the off-boarding date, two actions are triggered automatically:
📊 Departure export
A departure export is generated and available in the Payroll exports section, alongside the usual monthly exports.
It contains all relevant data for the off-boarded plan: approved expenses not yet exported, total budget spent, pro-rata calculation, etc.
This export allows you to close the employee's participation in this plan at the payroll level.
✉️ Summary email
A summary email is sent to the employer on the day of the off-boarding.
It includes all the information needed for the proper closing of the plan: additional leave days taken, active benefits (multimedia, leasing, health insurance, etc.) and pending items. 👉 Forward this information to your social secretariat so that it can carry out the necessary corrections on the employee's payslip.
🛑 Completely deleting an employee
Initiating an off-boarding in RewardFlex does not permanently delete the employee from the list. If you want them to no longer appear at all in your employee list: 👉 You must delete them via your general Monizze platform. Deletion in the Monizze platform will result in deletion in RewardFlex.