Benefits Management

On this page you manage your company's employee benefits — for example gym subsidies, meal vouchers, or pension schemes. You can see which benefit plans exist, which employees are enrolled in them, and which reimbursement requests (claims) have been submitted. Four stat tiles at the top show the current situation at a glance: Active Plans, Active Enrollments, Pending Claims, and Total Paid.

What can I do here?

Create, edit, and delete benefit plans (Plans tab)
Search plans by name/provider and filter by category
View employee enrollments and cancel them if needed (Enrollments tab)
Approve, reject, or mark as paid the submitted claims (reimbursement requests) (Claims tab)

Note: The buttons for creating, editing, approving etc. are only visible to people who have the required permission for benefits management.

Step by step

Create a new benefit plan

Open the Plans tab and click Add Plan.
Enter a Name (required) and optionally a Description.
Choose a Category (e.g. Health, Gym, Meal Voucher) and enter the Provider if applicable.
Enter the monthly costs: Cost (Employer) = the company's share, Cost (Employee) = the employee's share.
Keep the Active checkbox ticked if the plan should be usable right away, then click Save.

Approve and pay out a claim

Open the Claims tab. If needed, use the status filter to show only Submitted claims.
Review the entry (employee, claim type, amount) and click the check icon (Approve) or the cross icon (Reject).
Once a claim is approved, a coin icon (Mark Paid) appears. Click it after the reimbursement has actually been paid out.

Cancel an enrollment

Open the Enrollments tab and find the entry in question (you can filter by status).
Click Cancel in the row. The button only appears for enrollments with the status Enrolled.
The enrollment changes to Cancelled and no longer counts toward the plan's active enrollments.

Fields explained

Field	Meaning	Notes/Impact
Name	Name of the benefit plan	Required; shown everywhere the plan appears
Description	Free text describing what the benefit includes	Optional
Category	Type of benefit (e.g. Health, Transport)	Determines the colored category badge in the list and serves as a filter
Provider	External provider of the benefit (e.g. insurer, gym chain)	Optional; included in search
Cost (Employer)	Monthly cost share paid by the company, in euros	Optional; shown as "–" when not set
Cost (Employee)	Monthly cost share paid by the employee, in euros	Optional; shown as "–" when not set
Enrollments	Number of currently enrolled employees	Counts only enrollments with status Enrolled
Active	Whether the plan is currently usable	New enrollments are only possible for active plans
Employee	Name of the enrolled or claiming person	—
Plan	The benefit plan the enrollment refers to	—
Enrolled At	Date the enrollment was made	—
Effective From	Date from which the benefit applies	"–" when not set
Claim Type	Type of reimbursement being requested	Free-text entry by the person submitting
Amount	Requested reimbursement amount in euros	Approved and paid amounts feed into the Total Paid tile
Submitted At	Date the claim was submitted	—

Values & status

Categories (benefit plans)

Value	Meaning	What happens then
Health	Benefits related to healthcare	Display/filter only — the category does not change any workflow
Dental	Additional dental benefits	Display/filter only
Vision	Benefits for glasses/vision aids	Display/filter only
Life Insurance	Life insurance offerings	Display/filter only
Pension	Company pension scheme	Display/filter only
Gym	Sports and fitness subsidies	Display/filter only
Meal Voucher	Meal subsidies	Display/filter only
Transport	Commuting/mobility benefits	Display/filter only
Childcare	Childcare subsidies	Display/filter only
Education	Training and development offerings	Display/filter only
Remote Work	Benefits related to working from home	Display/filter only
Other	Anything that fits no other category	Display/filter only

Enrollment status

Value	Meaning	What happens then
Pending	The enrollment is not yet finalized	No action available on this page
Enrolled	The person actively participates in the benefit	Counts toward the plan's enrollment number; can be ended here via Cancel
Declined	The enrollment was not accepted	No action available on this page
Cancelled	Participation has been ended	Final state; an already cancelled enrollment cannot be cancelled again
Expired	The validity period has passed	No action available on this page

Claim status

Value	Meaning	What happens then
Submitted	The claim is awaiting review	Can be approved or rejected — only in this status
Approved	The claim has been granted	Can then be marked as paid
Rejected	The claim was not granted	Final state, no further actions
Paid	The reimbursement has been paid out	Final state; the amount counts toward the Total Paid tile

flowchart LR
    A[Submitted] -->|Approve| B[Approved]
    A -->|Reject| C[Rejected]
    B -->|Mark Paid| D[Paid]

FAQ

Why don't I see the "Add Plan" or "Approve" buttons?
These actions require a special permission for benefits management. Contact your administrator if you need these rights.

Can I approve a rejected claim later?
No. Approving and rejecting are only possible while the claim has the status Submitted. A rejected claim would have to be submitted again.

What happens when I delete a plan?
After a confirmation prompt ("Really delete this plan?"), the plan is removed permanently. Check the Enrollments column first to see whether employees are still enrolled.

How do I enroll a person in a plan on this page?
There is no button for that on this page — here you view and cancel existing enrollments. Enrollment is only possible for active plans.

Why can't I reject an approved claim?
After approval, the only remaining step is Mark Paid. Rejecting is only possible in the Submitted status.

What does the "Total Paid" tile mean?
It shows the sum of all claims that have already reached the Paid status.