This article is for Swile administrators of the Gifts and Benefits programme. In the Gifts and Benefits area, the Limits tab allows you to cap the total amount of subsidies granted to an employee over a given period. This way, you keep control over the allocated budget, whether for all or a selection of your personalised offers and subsidies.
A Gifts and Benefits limit can apply to:
- Invoice reimbursements
- Shop subsidies
- Mixed subsidies
- Personalised offers
🧮 How is a limit calculated and reduced for subsidies and personalised offers?
The limit applied to a beneficiary's Gifts and Benefits subsidies and/or personalised offers is reduced in three situations:
| Trigger | What reduces the Gifts and Benefits limit |
|---|---|
| Using a subsidy | Each time a subsidy included in the limit is used. |
| Payment for a personalised offer | Each time the limit is used to pay for an order or booking of an included personalised offer. |
| Manual adjustment by the administrator | When an administrator manually records a debit or credit operation on the beneficiary's limit. |
If a Gifts and Benefits limit is activated retroactively, with a start date earlier than today, subsidies and personalised offers already used are immediately deducted from the limit.
⚠️ Limit reached or negative
When the limit for a Gifts and Benefits subsidy or personalised offer reaches €0, the beneficiary can no longer use a subsidy included in the limit or pay for a personalised offer with this limit. In the case of retroactive activation, if the amount already used exceeds the limit, it becomes negative: the beneficiary can no longer use the relevant benefits, but does not owe any money to the Works Council, as this would be illegal.
🏷️ What are the possible statuses of a limit?
The limit for a Gifts and Benefits subsidy or personalised offer can have one of the following statuses:
| Limit status | Meaning |
|---|---|
| Active | The end date is in the future or not specified, regardless of the start date. The limit then restricts beneficiaries. |
| Expired | The end date has passed. The limit no longer applies. |
| Deleted | The limit no longer applies and is considered as if it never existed. Beneficiaries are no longer restricted, no usage history is kept for beneficiaries, and the relevant subsidies and personalised offers can be linked to another limit. The deleted limit no longer appears in the list of limits. |
👀 What does the beneficiary see when a limit is active?
- For a subsidy: the displayed balance takes into account the Gifts and Benefits limit balance. Example: a subsidy is initially €100, but it is part of a €500 limit, of which the beneficiary has already spent €450. The amount shown for the subsidy is therefore €500 (initial limit) − €450 (used limit) = €50, which is the remaining limit balance, lower than the initial subsidy amount.
- For a personalised offer: the Gifts and Benefits limit balance is shown on the personalised offer page and is deducted from the amount to be paid, just like a shop subsidy.
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