Wellness Allowance with Percentage-Based Reimbursement in Expense (Wellness Feature 2.0)
With Wellness Feature 2.0 in Expense, organizations can choose to reimburse a specified percentage of employees' wellness expenses instead of reimbursing the full amount. This provides greater flexibility, improved budget control, and clearer tracking of wellness allowances for both administrators and users. The feature automatically calculates the reimbursable amount and tracks how much of the employee's wellness budget has been used.
What Is Percentage-Based Wellness Reimbursement?
The feature allows organizations to define a reimbursement percentage for wellness purchases.
Example
- 🌿 Wellness Purchase: 2,000 SEK
- 📊 Reimbursement Rate: 70%
✅ Reimbursable Amount: 1,400 SEK
The reimbursable portion is automatically deducted from the employee's wellness budget.
Activate Wellness Allowance Limits
Step 1 – Enable the Limit on the Wellness Account
- Navigate to: Administration > Chart of Accounts
- Select the wellness account.
- Enable: Limit
- Enter:
- 💰 Maximum Amount
- 📅 Validity Period
✅ The wellness budget is now activated.
Step 2 – Define the Reimbursement Percentage
- Navigate to: Administration > Settings
- Open the Accounting tab.
- Scroll to the bottom of the page.
- Enter the desired reimbursement percentage.
Examples
- 50%
- 70%
- 80%
- 100%
- Click Save
✅ Percentage-based reimbursement is now active.
Register a Wellness Expense
When a user submits a wellness receipt:
- 📷 Take a photo of or upload the receipt.
- Select the wellness account.
- Click Save.
Expense automatically calculates:
- Total receipt amount
- Reimbursable amount
- Remaining wellness budget
✅ No manual calculations are required.
Reimbursement Examples
Example 1
- Receipt Amount: 1,000 SEK
- Reimbursement Rate: 70%
✅ Reimbursement: 700 SEK
Example 2
- Receipt Amount: 2,000 SEK
- Reimbursement Rate: 70%
✅ Reimbursement: 1,400 SEK
Example 3
- Receipt Amount: 3,500 SEK
- Reimbursement Rate: 50%
✅ Reimbursement: 1,750 SEK
Expense performs all calculations automatically.
View Remaining Wellness Budget
Both users and administrators can monitor the wellness budget throughout the year.
Users Can View
- 💰 Used Budget
- 📈 Remaining Balance
- 📅 Current Budget Period
under:
My > Settings
✅ Full transparency regarding wellness allowance usage.
Wellness Purchases Made with a Corporate Card
The feature also works when wellness expenses are paid using a corporate card.
How the Purchase Is Handled
Expense automatically:
- Identifies the wellness transaction
- Applies the configured reimbursement percentage
- Splits the transaction automatically
Example
Purchase Amount: 2,000 SEK
- Wellness Account (70%) = 1,400 SEK
- Other Account (30%) = 600 SEK
✅ The transaction is automatically allocated and ready for accounting and reporting.
Benefits of Wellness Feature 2.0
⏱️ Automated Administration
- No manual calculations required
- Automatic budget tracking
- Faster processing and administration
📊 Greater Control
- Monitor utilization rates
- Track budget consumption
- Gain better visibility into wellness costs
⚙️ Flexibility
- Set reimbursement levels based on company policy
- Support different budget models
- Easy to configure and maintain
👀 Increased Transparency
- Employees can immediately see how much will be reimbursed
- Clear visibility of remaining budget
- Reduced risk of misunderstandings
💡 Recommendations
We recommend that organizations:
- ✅ Inform employees of the current reimbursement percentage
- 📅 Communicate annual wellness budgets clearly
- 📊 Review usage regularly
- 💰 Document the wellness policy internally
👉 This creates clear expectations and reduces questions regarding reimbursement amounts.
Frequently Asked Questions (FAQ)
Can we reimburse less than 100% of a wellness expense?
Yes. You can choose any reimbursement percentage that aligns with your company's policy.
Can employees see their remaining wellness budget?
Yes. Remaining budget information is available under the employee's settings.
Does the feature work with corporate card purchases?
Yes. Expense automatically allocates the transaction according to the configured reimbursement percentage.
Does an administrator need to calculate the reimbursement manually?
No. All calculations are handled automatically by Expense.
Summary
- 🌿 Reimburse any percentage of wellness expenses
- ⚙️ Configure the reimbursement percentage under Administration > Settings
- 📊 Track budget usage and remaining allowance automatically
- 💳 Works for both personal expenses and corporate card purchases
- ✅ Reduces administration and increases financial control
- 🚀 Create a flexible and modern wellness reimbursement process in Expense