Welcome to Reset Season! This is the most important time of year for your Payflip plan – when you close out 2025 and relaunch fresh for 2026.
This guide walks you through everything you need to know and do to ensure a smooth transition. Whether you're experiencing your first Reset Season or you're a seasoned pro, you'll find all the essential information here.
What's in this guide:
📖 What is Reset Season – Understand the two phases and why they matter
📋 Your 2025 Checklist – All the tasks you need to complete by year-end
🚀 Your 2026 Checklist – How to get your plan up and running in January
💜 Need Help? – Resources and support available to you
Let's make this Reset Season smooth and successful!
What is Reset Season?
Reset Season is the period where you close your 2025 Payflip plan and relaunch your 2026 plan. Two phases, one goal: a smooth transition for you and your employees!
Think of it as your annual Payflip refresh — a chance to :
📦 wrap up the current plan (approving choices, processing budgets, and finalising payroll),
🚀 and kick off the new one (updating employee data, activating budgets/benefits, and getting your team back on the platform).
Bottom line: Wrap up the year right, start the next one even better. 🎯
📹 Watch the Reset Season Webinar
Want to see everything in action? We gave a webinar on Thursday 23/10/2025 where we walk you through each step and show live demos.
You can watch our full Reset Season webinar here.
Your 2025 Checklist 📦
General overview & deadlines:
Tasks | Deadline ⏰ |
31/10/2025 | |
31/10/2025 | |
ASAP | |
Before your cash-out date | |
After your cash-out date | |
31/12/2025 | |
31/12/2025 |
Detailed step-by-step guide:
Click on the toggle buttons to get a full guide on how to complete each task ⤵️
1. Designate the admin in charge of the relaunch 🙋🏽
1. Designate the admin in charge of the relaunch 🙋🏽
What?
Every year in January you need to relaunch your Payflip plan. It means : updating your employees list, activating new benefits and/or budgets, re-invite your employees to Payflip so they can make new choices, etc.
Designate ONE admin to handle the relaunch of your Payflip plan in January 2026. This admin will receive the step-by-step checklist through the blue button in Payflip.
Why?
One person, one checklist, clear responsibility. This avoids the "who's working on what?" confusion and ensures nothing falls through the cracks.
How?
Go to the Users tab
Filter on Admins
Open the admin's profile
Click Details and Roles
Scroll to Communication section and check the relaunch box
Click Save
Tutorial 🎥
2. Request new budgets and/or benefits 🎁
2. Request new budgets and/or benefits 🎁
What?
Want new budgets or benefits for 2026? You can request them anytime through the blue button, but timing matters:
✅ Request by October 31st = Ready for January 2026
⏰ Request after October 31st = Available from February 2026
💡 Not sure which budgets or benefits you want to activate? 🤔
Explore your options in this article!
Why?
We need time to set everything up during the year-end period. The October deadline ensures your new offerings are ready from day one of the new year.
How?
Click the blue button in Payflip
Start a conversation as an admin
Select 'request new budget' or 'request new benefit'
Answer a few quick questions about your needs
We'll add it to your plan
You activate it yourself in Payflip!
Tutorial 🎥
3. Set choice & cash-out deadlines ⏱️
3. Set choice & cash-out deadlines ⏱️
What?
Set the dates when employees can no longer submit choices (choice deadline) and when unspent budgets convert to cash (cash out deadline).
🔦 Deadlines and their consequences? Read all about it here
Why?
These dates trigger everything else!
Your choice deadline determines when employees must finalise their benefit selections.
Your cash-out deadline is when unspent budgets automatically convert to cash. It also determines the day we generate your year-end payroll file (1 day after cash out date).
Our recommendations:
For End-of-Year Premium (EYP) and Bonus budgets:
📅 Choice deadline: 02/12/2025 (gives employees time to catch Black Friday/Cyber Monday deals for multimedia benefits!)
💰 Cash-out deadline: 09/12/2025 (gives you time to approve the last choices)
For Mobility Budget:
📅 Choice deadline: 01/01/2026 (legal deadline – employees can spend until 31/12/2025)
💰 Cash-out deadline: 07/01/2026
How to adapt deadlines?
Go to Company → Budgets
Find the budget you want to update
Click Edit
Update the deadlines
Click Save
Tutorial 🎥
4. Approve all last choices (EYP and bonus) ✅
4. Approve all last choices (EYP and bonus) ✅
What?
Review and approve all final employee benefit choices (made with all budgets except Mobility Budget) before your cash-out date.
Why?
Once the cash-out date hits, the system generates payroll files based on approved choices only. Unapproved choices won't be included, which could disappoint employees.
How?
Check your 'review choices' tab regularly in the days leading up to your cash-out deadline.
5. Process year-end payroll files 🧾
5. Process year-end payroll files 🧾
What?
Your year-end payroll files are generated and ready in Payflip. You'll receive an email notification when the file is available. When? One day after the cash out date.
Why?
These files contain all cash-out amounts and must be processed through your payroll system to ensure employees receive their unspent budgets.
How?
One day after your cash-out deadline, you'll receive your payroll files. Your job? Almost nothing!
✅ If your social secretary's contact details ARE in Payflip's payroll settings → They receive the file directly (nothing more to do on your side!)
📧 If contact details are NOT in Payflip → Download and forward the file(s) to your social secretary
6. Assign 2026 bonus budgets 🎯
6. Assign 2026 bonus budgets 🎯
⚠️ Note: This only applies if you have a bonus budget with a reference period ending on December 31st. If this applies to you, you'll receive specific communication from us in November with detailed steps.
What?
Got a bonus budget with a reference period ending December 31st? Assign it before that date to employees who might be eligible for the bonus for the first time in 2026.
Why?
If you offer a bonus budget with a reference period ending December 31st, employees need to sign the annex to their labor contract before that reference period expires. No signature = no valid bonus agreement for 2026.
How?
Identify employees who could receive a bonus in 2026
Assign the bonus budget to them in Payflip (0 EUR - just to trigger the annex, no need to know the bonus amount yet)
Ensure they sign the annex before December 31st
7. Update employee list 👥
7. Update employee list 👥
What?
Clean up your current employee list before year-end.
Why?
Accurate employee data = smooth closing in December. Outdated data causes payroll errors, budget assignment issues, etc.
How?
Review your employee list in Payflip and make sure everything is current and accurate. Update the following :
✏️ Employment contract changes
📊 Working regime updates
👋 Deactivate employees who left the company during 2025
Your 2026 Checklist 🚀
General overview & deadlines:
Tasks | Deadline ⏰ |
31/01/2026 | |
Before your Mobility Budget cash-out date (typically early January) | |
After your Mobility Budget cash-out date |
Detailed step-by-step guide:
Click on the toggle buttons to get a full guide on how to complete each task ⤵️
1. Complete the relaunch checklist in Payflip ✅
1. Complete the relaunch checklist in Payflip ✅
What?
Every year in January you need to relaunch your Payflip plan via a step-by-step checklist we provide you via the blue button (available in January).
Just like you set up your Payflip plan independently during onboarding, you'll relaunch your 2026 plan the same way. You've already proven you can do this – relaunching is even easier!
Why?
This is how you officially launch your 2026 plan! You'll update employee information, activate budgets and benefits, and get your team back on the platform.
How?
📅 Available: January 1st, 2026
🔵 Access: Via the blue button (same place as your original onboarding checklist)
⏱️ Time needed: Maximum 2 hours
💜 Support: Questions? Click the blue button – we're here to help!
Tutorial 🎥
2.Approve all last choices (Mobility Budget) 🚲
2.Approve all last choices (Mobility Budget) 🚲
What?
Approve final Mobility Budget benefit choices from employees.
Employees can spend their Mobility Budget on benefits until December 31st (legal deadline), so you'll have some pending approvals in early January. These need to be approved before the MB cash-out date.
Why?
Once the cash-out date hits, the system generates payroll files based on approved choices only. Unapproved choices won't be included, which could disappoint employees.
How?
Check your approval queue in the first days of January and approve any outstanding Mobility Budget choices.
3. Process year-end payroll file (Mobility Budget) 📄
3. Process year-end payroll file (Mobility Budget) 📄
What?
Your year-end payroll files are generated and ready in Payflip. You'll receive an email notification when the file is available. When? One day after the cash out date.
Why?
Just like the other budgets, these files contain all MB cash-out amounts and must be processed through your payroll system to ensure employees receive their unspent budget.
How?
One day after your cash-out deadline, you'll receive your payroll files. Your job? Almost nothing!
✅ If your social secretary's contact details ARE in Payflip's payroll settings → They receive the file directly (nothing more to do on your side!)
📧 If contact details are NOT in Payflip → Download and forward the file(s) to your social secretary
Need help? 💜
We're here for you throughout Reset Season!
🔵 Questions? Click the blue button in Payflip
💬 Support? Click the blue button in Payflip
📧 Specific communications: You'll receive targeted emails for tasks that apply to your plan
You've got this! A little work now = a smooth, stress-free transition into 2026. 🎉