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How to add salary components in Payflip 🔧

Sofia Van Rijckevorsel avatar
Written by Sofia Van Rijckevorsel
Updated this week

📌 Quick overview

  • External benefits are registered in Payflip in the shape of "salary components"

  • 2 methods available to register them: manual registration or bulk upload

  • Choose the applicable method based on your team's size and needs

  • There's no strict deadline, but earlier registration enables smoother accessory ordering for your employees

What is a salary component in Payflip? 🤓

Salary components are the place where external benefits are stored in Payflip. You'll find them under the salary details of an employee.

Currently there are 3 different types of components available:

  • Smartphone

  • Tablet

  • PC

Why register salary components? 🎯

By registering salary components for your employees, you ensure that they can make the possible multimedia choices with their Payflip budget.

The registration of salary components in Payflip is optional. This means you are in no way obliged to upload those.

However, there is an important use case for which it can be very interesting that you register the right components for your employees. 😉

When employees have company devices provided outside Payflip where a BIK is charged for (like a company smartphone or laptop), the registering of those 'components' in Payflip will:

  1. Make sure your employees can seamlessly order IT accessories that are linked to these devices. To know more about this, read this article.

  2. Allow you to track all benefits & devices in Payflip.

Two ways to register salary components 🔄

1️⃣ Manual registration

Best used when:

  • Adding devices for new employees

  • Making individual updates

  • Managing a small team

  • Handling one-off registrations

How it works:

  1. Navigate to Users > Employee > Salary

  2. Hit the ‘add’ button under the salary components part

  3. Insert the requested information

    1. Type: choose between pc, smartphone or tablet.

    2. Start date: enter the date on which the employee started using the device. If the start date is not easily known per device, feel free to enter the date of today here.

    3. End date: this is an optional field. If there is no real end date applicable, you can leave this one open.

Scenario example:

Sofia Dupont has a company smartphone where a BIK is charged for (not from Payflip). She wants to order headphones through Payflip. Her admin needs to register her smartphone first using the manual registration method.

2️⃣ Bulk upload

Best used when:

  • Registering multiple devices at once

  • Managing large teams

  • Implementing the system for the first time

  • Updating multiple records simultaneously

How it works:

  1. Navigate to Users > Bulk actions > I want to add new salary components for employees

  2. Select which type of salary component you want to add (smartphone, tablet or PC)

  3. Download the list of employees. This way, you'll get an overview of all your current employees in Payflip and you can select for which employees a component needs to be added.

  4. Make the necessary changes in the file.

    1. The fields first name, last name, email and component type are automatically filled in and should not be edited.

    2. If there are employees in the file for which the selected component shouldn't be added, delete the lines for these employees.

    3. Fill in the start date for each employee (required). The format should be in DD/MM/YYYY.

    4. Fill in the end date for each employee (optional). If there is no real end date applicable, leave open. The format should be in DD/MM/YYYY.

    5. Each employee can only be mentioned once in the file.

  5. Upload the file in Payflip.

  6. Review if all data is processed correctly and save your changes.

Scenario example:

Danielle Vrancken and 50 other employees receive company PCs where a BIK is charged for (not from Payflip). They all need to order second screens. We advice the admin to use the bulk upload feature to register all PCs at once.

Possible errors

We keep our fingers crossed that there are no errors in the file 😉 but of course this can always happen. Read here which errors you may encounter and how to solve them:

  • “Entity User not found for email with id [e-mail address]“
    This employee can’t be recognized, probably because you made a change to the e-mail address. This column should not be edited.

  • “We were not able to process this file. The following error occurred: Duplicate emails [e-mail address] found"
    You mentioned the same e-mail address in the file twice. Each employee can only be taken up once.

  • “We were not able to process this file. The following error occurred: The field type with value SMARTPHONE at row 1 and column 4 is missing or incorrect”
    You made a change in the component type column. This column should not be edited.

  • “We were not able to process this file. The following error occurred: The field startDate with value 1/01/20254 at row 1 and column 5 is missing or incorrect”
    You inserted the wrong date format. This should always be DD/MM/YYYY

If an error occurs, you can make the necessary adjustments in the file and retry the upload afterwards.

Best practices 🌟

  1. Gather information first

    • Create a list of all external devices that employees have today.

      💡 Tip: your payroll provider can help you export a list of all the devices where a benefit in kind is currently registered for.

    • Note which employees have which devices.

    • Identify device types (smartphone, tablet, PC).

  2. Choose your method

    • < 10 devices: Use manual registration

    • ≥ 10 devices: Consider bulk upload

  3. Regular updates

    • Register new devices as they're assigned

    • Update records when devices change

    • Remove devices when no longer in use

Common questions ❓

Q: Will externally registered devices be included in the monthly payroll?

A: No, 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.

Q: How long does registration take?
A: Manual registration takes 1-2 minutes per device. Bulk upload can handle hundreds of devices in minutes.

Q: Can I edit information after registration?
A: Yes, device information can be updated anytime.

Q: What happens if I do not register the devices provided to my employees in Payflip?

A : While registration is optional, it affects how your employees can use their benefits:

  • Employees trying to select accessories will see a notification that they need an active head device first.

  • They won't be able to proceed with accessory selection until a head device is registered or a choice is made in Payflip.

The registration process helps create a better experience for your employees, but you can choose to implement it at your own pace.



Need help? 💡

Our support team is here to assist! Contact us through the Payflip chat 🔵

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