To allow your beneficiaries to submit reimbursement requests with invoices, make sure you’ve set up a rule beforehand (for more information: Subsidy - Create an invoice reimbursement rule).
👨💻 Check the status of requests and manage approvals
👉 View all subsidies you’ve set up
Once your subsidy is live, your beneficiaries can submit documents. You’ll find their requests in the Subsidies tab by clicking on the relevant subsidy.
👉 Approve a beneficiary’s request
- Click on the relevant subsidy
- In the reimbursement history, check the status of your beneficiary’s request:
-
- Pending: Request submitted but not yet reviewed by you,
- Accepted, transfer to be made: Request accepted, but the transfer hasn’t been made yet,
- Reimbursed: Request accepted and reimbursed,
- Rejected: Request reviewed but rejected
You’ll see a reminder of the rule your beneficiary wants to link their invoice to, and you can download the document they’ve submitted.
👩💻 Bank transfers
There’s no connection between your bank and Swile. You’ll need to generate a SEPA file from Swile and send it to your bank.
💸 Generate the SEPA file to send to your bank
💡 Only requests with the status “Accepted” are included when generating the SEPA file.
👉 Step 1: Generate the SEPA file
- Click on the Subsidy tab, then select the relevant invoice reimbursement rule
- Click Export then Generate a SEPA file
- Add the bank account details of the Works Council (CSE) you’ll use for reimbursements (Account holder, IBAN & BIC). You’ll need these details when uploading the file to your bank’s website.
- Click Generate SEPA.
💡 Important
- The account holder is usually the Works Council (CSE), so you’ll need to enter your CSE’s name.
- You can only enter one account. If you need to change it, you’ll have to update or delete the existing one before adding a new account.
- When you generate the file, all requests with the status “Accepted” will automatically change to “Transfer in progress”.
Once you’ve generated your SEPA file, send it to your bank.
👉 Step 2: Upload the file to your bank’s website
- This step will depend on your bank. For most banks, the SEPA file upload option is in the “Transfer” menu.
- If you can’t find the option, please contact your bank adviser to activate it.
👉 Step 3: Update the status of requests in your Swile admin area
- Once the transfer has been made, we recommend changing the status of requests from “Transfer in progress” to “Reimbursed” to show that the requests have been paid.
- If a transfer is rejected by your bank, you’ll need to mark the request as “Declined”. The employee will need to update their bank details and submit a new request.
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