📌 Key points of this article
Starting June 17th 2025: new accessories require an active main device (PC, Smartphone, Tablet)
Admins have the opportunity to register external devices in Payflip
Employees will be notified via Payflip banner when trying to order an accessory
The (legal) context 🪐
Our 2024 benchmark report reveals an exciting trend: multimedia benefits now lead flex plans with 47.6% of all choices across 1,000 companies and 15,000 employees. To match this popularity, we're introducing a smarter way to manage IT benefits.
The rules regarding any benefit in kind that must be charged are regulated by the RSZ instructions on the concept of wages.
The adjustment now being made in Payflip to link accessories to an existing main device fits within the framework of aligning our way of working with this legal framework.
In the past, we used a rather loose interpretation of the RSZ wage concept and benefits in kind.
We now choose to adjust this and follow the stricter interpretation that exists in this regard (as we also see happening with other players in the market). In this interpretation, a VAA (benefit in kind) for a main device must exist before an accessory can be chosen. We do this to be safe rather than sorry in the event of a possible inspection in the future. This way we stay together on the legally safe path.
How does it work? 🔄
Understanding benefit in kinds for IT devices
In Belgium, company IT devices follow specific BIK (Benefit in Kind) regulations that affect your monthly payroll. Let's break it down:
The basic rules 📋
When an employee receives a main device (smartphone, tablet, or PC) - whether through Payflip or directly from their employer - a monthly BIK is charged on their payslip.
Any accessories linked to that main device are covered by the same BIK - no additional charges are needed here.
This creates a complete "device package" under one simple BIK.
What's changing in your flex plan? 🎯
The new Payflip rule is simple
Starting 17/06/2025, employees need an active main device (chosen through Payflip OR provided directly by employers) to choose NEW accessories in Payflip.
What does this mean in practice:
Employees will see all available IT accessories in Payflip
To make an actual choice for an accessory, they'll need an active main device where a BIK is charged for - either:
Chosen through Payflip OR
Provided by you outside Payflip (needs registration)
Examples 👇🏼
📱 Do you want smartphone accessories? Employees must have an active smartphone.
📱 Looking at tablet accessories? An active tablet is required
💻 Interested in PC accessories? Make sure there's an active PC
The existing choices made in Payflip ✅
All the current IT device and accessory selections made in Payflip before 17/06/2025 remain exactly as they are. No action needed for those ones.
Action advised for admins 🎯
🎯 Register external devices provided outside of Payflip by the employer in Payflip
What devices should be registered? 📱
Company-provided smartphones where a BIK is charged for
Company-provided tablets where a BIK is charged for
Company-provided PCs where a BIK is charged for
Why register these devices living outside of Payflip in Payflip? 💡
Creates more options for your employees : employees can choose for IT accessories (in case they do not have a main device chosen in Payflip, but an external one provided by the employer)
All company devices are properly tracked, whether they're from Payflip or not
⚠️ Without a main device employees won't be able to select accessories.
When should you act? ⏰
The new system launches on 17/06/2025, so let's get going! This ensures :
No interruption in accessory selection if an employee has a running BIK for a device outside of Payflip
Smooth transition to the new system
➡️ "What happens if I do not register the devices provided to my employees in Payflip?" The answer is in our detailed guide here.
How to register devices? 🔧
We've made it simple with two options:
Manual entry in employee salary details
Bulk upload for multiple employees at once
➡️ Check our detailed step-by-step guide here
ℹ️ The external devices that you register in Payflip will not be part of the monthly Payflip payroll file. We only include items that were chosen through Payflip.
Employee communication
Whenever employees do not have a main device registered (inside or outside of Payflip), they will be informed about this in Payflip once they click on an IT accessory benefit. So we got you covered in any case.
But it would definitely not hurt if you inform your employees in advance about this change. 😉 You’re of course free to do this however you wish, but we've already put together some inspiration communication.👇
Inspiration communication
Inspiration communication
Hello there 👋
We’ve got a Payflip update for you.
As of 17/06/2025, it will be required to have an active main device in order to be able to choose new IT accessories. This main device can be an existing device that was (1) chosen within Payflip or (2) is provided by the company.
We have done the necessary to make sure all company devices are registered correctly in Payflip.
Questions? You can find more information on this topic here in Payflip’s help center.
We wish you a nice day!
Your HR team.
Need help? 💡
Our support team is here to guide you through these changes. Reach out through the Payflip chat anytime - we're always happy to help! 🔵