As a Swile administrator, you need to be aware of a new process coming into effect on 15 July for your Swile Gifts and Benefits fund. This article summarises the changes and the steps you need to take.
Here’s what you need to do depending on your situation:
- Is your Swile fund in credit? To receive your refund, make sure you register your bank details (RIB). If you don’t do anything, the balance will automatically be transferred to the last IBAN used to top up the fund.
- Are your Swile subsidy rules active? You must sign your direct debit mandate to ensure your subsidies continue without interruption. Without a signed mandate, the subsidy module will be blocked.
As a Swile administrator, you can check the balance of your Swile Gifts and Benefits fund in the Gifts and Benefits menu. The amount is displayed at the top right of your dashboard.
You can provide your bank details (RIB) for the refund of your Swile fund balance in two ways:
- Directly via the email you received as part of the Swile information campaign.
- In the Settings tab of your Swile dashboard.
⚠️ The balance shown in the email may be incorrect
The email may say there’s still a balance on your Swile fund when there isn’t, or vice versa. In this case, rely on the actual balance shown on your Swile fund. Enter your bank details in the Settings tab. From 16 July, Swile will transfer any remaining balance from your fund to this account.
From 15 July, orders for Gifts, Culture or Holidays on Swile will be paid in a single transaction, including the order amount and any associated fees. Payment will be made by bank transfer to the account details provided when you place your order. Card payment (CB) will be available in the coming weeks.
Until 16 July, your ongoing Swile subsidies will continue to be debited from your Swile Gifts and Benefits fund. So, make sure you top up your fund enough to cover these subsidies until that date.
To ensure your Swile subsidies continue after 16 July, sign the direct debit mandate by 16 July at the latest, from the Billing tab.
If you’re a Swile administrator with active or scheduled shop subsidies, your Swile shop subsidies will now be managed by direct debit from 15 July.
A banner in the Subsidies tab will let you know about this change. You’ll need to sign a direct debit mandate: without this, any ongoing Swile shop subsidies will be suspended and you won’t be able to create new ones. There’s a dedicated process for signing the mandate.
Twice a month, you’ll be notified of a new invoice for Swile shop subsidies used in the previous fortnight, and then debited. The invoice will be available on Swile in the Accounting > Invoices tab.
The transition will be smooth. Until 15 July, your Swile Gifts and Benefits fund will work as usual:
- You can fund your subsidies without any interruption. Make sure you keep your fund topped up until it’s closed, as long as you have ongoing subsidies.
- Continue to place your orders as normal.
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If you place an order before your Swile fund is closed, but the loading date is scheduled after the closure date, the fund won’t be closed immediately. It will only be closed once the order has been processed, that is, after the accounts have actually been credited.Example: you place an order on 22 June for a loading scheduled on 14 August. The accounts are credited on 14 August via your Swile fund, and the fund will be closed after that date.
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