How to Place an Order for Holiday Benefits?

Unlike other benefits, there is no URSSAF exemption limit for Holiday Benefits.

As an administrator, you can cover Holiday Benefits in two ways:

• Full coverage: you fund the entire Holiday Benefits allocation.
• Recipient contribution: you set up a financial contribution from your recipients. This is not managed in your Swile space, but internally within your organisation.

In single amount mode, all recipients receive the same Holiday Benefits allocation.

1. Step 1: From your Gifts and Benefits admin space, click on Orders, then New order. Click Order in the Holiday section.

   

2. Step 2: Select the unit amount to be allocated to each Holiday Benefits recipient. The same amount will be applied to all recipients in the order. Also enter a reload date. If you choose today's date, we recommend making an instant transfer so the funds arrive on time, as a standard transfer takes 1 to 3 working days.

   

3. Step 3: Add and manage your Holiday Benefits recipients using one of three methods:
   • Select existing recipients: choose from employees who have accepted your invitation to join the Benefits space. You can select one or more and add others manually.
   • Import a .csv or .xlsx file: download the template, fill in the columns (surname, first name, email), then import it. Errors (typos, unsupported characters) can be corrected directly in the interface.

   • Add recipients manually: enter the surname, first name and email for each. You can then edit or delete them.

     

4. Step 4: Set up the activation email sent to your Holiday Benefits recipients: choose a pre-written message or write your own, add your organisation's logo (510 x 510 px, max 2 MB), preview it, then select the send date. Emails are sent between 9am and 11am.

   

5. Step 5: Confirm and pay for your Holiday Benefits order: give the order a label for identification (optional), review the summary (allocation, recipients, amount), check the different bank details for the transfer, verify the billing address, then confirm. Once payment is confirmed, your recipients will receive the activation email for their allocation.

In multi-amount mode, you allocate different amounts to several recipients within a single Holiday Benefits order. As soon as the amounts vary from one recipient to another, switch to multi-amount mode.

When should I use the multi-amount mode for Holiday Benefits? Use it when the allocation varies according to a criterion, for example:

• Number of dependent children.
• Family quotient or an income bracket.
• Length of service in the company.
• Status (manager / non-manager, full-time / part-time, etc.).
• Any other criterion defined in your internal CSE policy.

1. Step 1: From your Gifts and Benefits admin space, click on Orders, then New order.

2. Step 2: In the Holiday section, click Order.

   

3. Step 3: When choosing the amount for your Holiday Benefits order, switch to multi-amount mode using the dedicated button. Also enter a reload date. If you choose today's date, we recommend making an instant transfer so the funds arrive on time, as a standard transfer takes 1 to 3 working days.

   

4. Step 4: Import your Holiday Benefits recipients using one of the following two methods:
   • Option A — Import via CSV or XLSX file (recommended for large volumes): download the template available in the interface, which contains 4 mandatory columns (first name, surname, email and amount). Amounts with decimals are accepted (comma or dot as separator). Errors can be corrected directly in the interface.

   • Option B — Manual entry: add recipients one by one, entering for each their first name, surname, email and associated amount.

     

5. Step 5: Check the summary of your Holiday Benefits order, then confirm. Each recipient will receive an invitation email to activate their allocation.

Example import file for a multi-amount Holiday Benefits order:

Yes. The file downloaded from the Holiday Benefits interface is a blank template to be filled in with your recipients. It is never pre-filled.

This alert appears when the same email is present several times in the file. However, for multi-amount orders, this is expected behaviour: don't block your order, you can confirm it (e.g. an employee with several children on a multi-amount Holiday Benefits order).

Yes, Holiday Benefits accept amounts with decimals (e.g. £47.50 or 47,50 €).

Yes. From the details of a past Holiday Benefits campaign, you can download the CSV from that campaign (with recipient data and amounts) to reuse as a base.