As an employer, you can adjust the annual budget of an active Cafeteria Plan during the year.
This feature allows you to take common situations into account, such as a salary increase, a promotion, or a configuration error.
📌 Important: any budget change is recalculated retroactively from 1 January of the current year. The new budget is therefore treated as if it had been active since that date.
🛠️ How to adjust the budget?
1️⃣ Go to the relevant employee's profile from the Budget or Employees tab, then click on the small pencil to the right of their Cafeteria Plan.
2️⃣ Enter the new annual budget.
3️⃣ Immediately review the impact of the change on:
the annual available amount;
the amount loaded each month;
the employee's wallet balance, where applicable.
4️⃣ Confirm the budget change.
This feature only applies to Cafeteria Plans. It does not concern Mobility Budgets.
🔄 How RewardFlex recalculates the budget
📈 If the new budget is higher
When you increase the annual budget, RewardFlex calculates the amount that should have been loaded since 1 January with the new budget.
If the employee should have received more, RewardFlex automatically adds the difference to their wallet in the form of a one-off load. ✅
The upcoming monthly loads then remain based on the new budget.
Example
An employee's annual budget increases from €1,200 to €1,500.
RewardFlex compares the amounts that should have been loaded since the beginning of the year with the amounts actually loaded. If a difference of €100 is identified, the employee's wallet immediately receives a positive adjustment of €100.
📉 If the new budget is lower
When you decrease the annual budget, RewardFlex does not recover amounts that have already been loaded and does not withdraw amounts already spent by the employee.
The difference is spread over the remaining months until the end of the year. Future monthly loads are therefore reduced proportionally to comply with the new annual budget.
⚠️ No negative transaction appears in the employee's wallet. They will simply receive a lower amount in the upcoming monthly loads.
🔁 Impact on recurring payments
When you decrease a budget, RewardFlex checks whether the new monthly amount remains sufficient to cover existing recurring cafeteria payments.
If the new monthly budget is insufficient:
all recurring cafeteria payments are automatically cancelled;
the employee will have to enter them again manually.
Before confirming the decrease, a warning message explains this consequence. You must explicitly validate the change to continue.
👤 Impact for the employee
The employee will be able to see the following in their portal:
the new annual budget;
the new monthly amount;
the updated wallet balance, if a positive adjustment applies.
The policies signed by the employee remain unchanged. Only the Cafeteria Plan budget allocation is modified.