As each of your budgets approaches closing, unspent budgets (end-of-year premium, bonus, Mobility Budget) must be settled via payroll. Payflip automatically generates the necessary files with all required information.
Here's how it works:
Payflip generates your file based on the cash conversion date of the budget in question
You (or your social secretary) receive the file by email (and in Payflip)
Only one column to check for payroll processing
Follow this guide to learn everything about accessing and processing these files. 👇🏼
When and where can you access these payroll files? 🤓
When? Based on the annual cash payment date you've chosen, the payroll file will be available in Payflip the following day.
Where? In the 'Company' > 'Payroll' > 'Overview' > 'Annual payroll' section.
You'll find one file per budget type and per entity.
What information do these payroll files contain? 🕵️♀️
The information in the file depends on the budget type:
| Payflip Budget spent at employer cost | Gross deduction based on spent budget | Gross pay out of remaining budget
|
End of year premium | This is the employer cost amount your employee spent in Payflip. It's the sum of all transactions on this budget in 2025. | This is the gross amount that must be deducted from the end-of-year premium calculated by your social secretary.
Formula: Gross amount = Budget spent at employer cost / (1 + employer social security %) |
|
Bonus budget | This is the employer cost amount your employee still has available in Payflip. It corresponds to the budget assigned in 2025 minus all transactions on this budget from 2025. |
| This is the gross amount that must be paid out. Your employee is entitled to this budget because they haven't fully used it. |
Mobility budget | This is the employer cost budget your employee still has available in Payflip. It corresponds to the budget assigned in 2025 minus all transactions on this budget from 2025. |
| This is the gross amount that must be paid out as pillar 3. Your employee is entitled to this budget because they haven't fully used it. |
What should you do with these files? 💪
Option 1: You handle processing internally
Depending on the budget:
For end-of-year premiums (EYP):
Check the "Gross Deduction" column in the file - This column is the only info needed for your payroll processing
This amount must be deducted from the total gross end-of-year premium (calculated by your social secretary)
For bonus and Mobility Budget:
Check the "Gross Pay out" column in the file - This column is the only info needed for your payroll processing
This amount must be paid out to employees
Option 2: Your social secretary handles processing
If their contact details are in Payflip ('Payroll' > 'Settings'): They've already received the file automatically via email, just like you. Nothing to do on your end. ✅
If their contact details are not in Payflip: Forward them the email with the attached files. 📫
FAQ ❓
I'd like to receive the file earlier, is that possible?
Yes, it's possible. You can advance the cash conversion deadline by following the instructions here.
What does the "wage code" column mean?
The wage code is the one that must be used to insert the amount shown in the "gross deduction/gross pay out" column into employees' payslips.
What does the "cash conversion date" column mean?
This is the day when unused budgets are automatically converted to cash. You defined this date yourself in the tool.
Why is the amount in the "gross deduction" column negative?
This means the employee's end-of-year premium budget was modified during the year and the employee exceeded their budget amount in Payflip. The causes can be multiple, such as:
A salary decrease
A switch to a lower work regime
An absence
These factors reduce the employee's budget during the year. However, they may have chosen benefits exceeding the new available budget (i.e., before this budget was reduced). This results in a negative gross deduction because the employee spent an amount they weren't entitled to.
What to do? Please coordinate with your social secretary to resolve this situation, by deducting this gross amount from another income source.
Our social secretary is SD Worx and they want the Excel file in text format. Is that possible?
This is not supported. We can only provide the file in Excel format.