How to Place an Order for Gift Vouchers?

Gift vouchers are allocated by the Social and Economic Committee (CSE) — or an equivalent body if you don't have a CSE — and are subject to URSSAF regulations:

• Recipients must be eligible for one of the relevant URSSAF events.
• The crediting must be timed in relation to the event.
• The maximum amount exempt from charges is €200 per year, per employee, per event.

The acceptance network for gift vouchers depends on the event for which they are given. For example, children's Christmas vouchers and adult Christmas vouchers each have their own spending conditions. 

In single amount mode, all recipients receive the same allocation of gift vouchers (same URSSAF event and same amount).

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

   

2. Step 2: Click on Order in the Gifts and Culture section. 

   

3. Step 3: Select the event linked to the gift voucher allocation (Adult Christmas, back to school, culture, etc.) and the unit amount to be given. In single amount mode, the same amount is applied to all recipients in the order. Also enter the distribution date if you want to schedule the crediting. If you choose today's date, we recommend using instant transfer so the funds arrive on time, as a standard transfer takes 1 to 3 working days. 

   

4. Step 4: Add and manage your gift voucher recipients using one of three methods:

   • Select existing recipients: choose from employees who have accepted your invitation to join the Benefits area. You can select one or more and add others manually.
   • Import a .csv file: download the template, fill in the columns (surname, first name, email), then import it. Any errors (typos, unsupported characters) can be corrected directly in the interface.
   • Add recipients manually: enter the surname, first name and email for each person.

   

   You can edit or remove recipients as long as the order hasn't been confirmed. Please note that editing a recipient's details during the order does not update their profile in the Employees tab of your admin area.

5. Step 5: Set up the activation email sent to your gift voucher 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 sent between 9am and 11am).

   

6. Step 6: Confirm and pay for your gift voucher order: give the order a label for identification (optional), review the summary (allocation, recipients, amount), check the 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. Make sure you include the order reference in the description of your transfer. 

In multi-amount mode, you allocate different amounts to several recipients within a single gift voucher order, for the same event (back to school, children's Christmas, holidays, etc.). As soon as the amounts vary from one employee to another, use multi-amount mode.

For example, your CSE gives €50 to employees with 1 child, €80 for 2 children and €110 for 3 children: the multi-amount gift voucher mode lets you manage these three amounts in a single order.

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

• Number of dependent children (e.g. back to school with one card per child).
• Family quotient or an income bracket.
• Seniority in the company.
• Status (manager / non-manager, full-time / part-time, etc.).
• Any other criterion defined in your CSE internal rules.

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

2. Step 2: Click on Order in the Gifts and Culture section. 

   

3. Step 3: When choosing the amount for your gift voucher order, switch to multi-amount mode using the dedicated button. Also enter the distribution date if you want to schedule the crediting. If you choose today's date, we recommend using instant transfer so the funds arrive on time, as a standard transfer takes 1 to 3 working days. 

   

4. Step 4: Import your gift voucher recipients using one of the following two methods:

   Option A — Import via CSV or XLSX file (recommended for large volumes). Download the template file available in the interface: it contains 4 mandatory columns (first name, surname, email and amount).

   Amounts with decimals are accepted (comma or dot as separator). If your file contains errors, you can correct them directly in the interface, without having to rework the file.

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

5. Step 5: Confirm and pay for your gift voucher order: give the order a label for identification (optional), review the summary (allocation, recipients, amount), check the 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. Make sure you include the order reference in the description of your transfer. 

Yes. The file downloaded from the gift voucher interface is a blank template for you to fill 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 gift voucher order).

Yes, gift vouchers accept amounts with decimals (e.g. €47.50 or 47,50 €).

Yes. From the details of a previous gift voucher campaign, you can download the CSV from that campaign (with recipient data and amounts) to use as a base.

If your transfer is delayed by your bank, you don't need to cancel or place your gift voucher order again. The distribution date entered when ordering can't be changed, but this doesn't matter: Swile will credit the allocations as soon as your transfer is actually received. You will keep the same order reference.

The one-year validity of your gift vouchers starts from their actual issue date, i.e. the date Swile credits the allocations. For example, if the crediting actually takes place on 28/07/2026 after a delayed transfer, the allocations are valid until 28/07/2027.