How to Place an Order for Gift Vouchers or Culture Vouchers?

This article is for administrators of the Gifts and Benefits area. It explains how to place an order for gift vouchers or culture vouchers, whether your recipients all receive the same amount (single amount) or different amounts (multi-amount).

What are the conditions for crediting gift vouchers or culture vouchers?

Gift vouchers and culture vouchers are allocated by the Social and Economic Committee (CSE) — or an equivalent body if you do not have a CSE — and are subject to URSSAF regulations.

The culture voucher is not subject to any exemption limit.

Regarding gift vouchers:

• 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, Christmas vouchers for children and Christmas vouchers for adults each have their own spending conditions.

How do I place an order for gift vouchers?

As an administrator of the Gifts and Benefits area, ordering gift vouchers or culture vouchers follows the same steps, whether you allocate the same amount to all your recipients (single amount) or different amounts (multi-amount). Only two steps differ depending on the chosen mode: selecting the amount (step 3) and adding recipients (step 4).

• Single amount: all recipients receive the same allocation (same event, same amount).
• Multi-amount: you allocate different amounts within the same order, for the same event.

The multi-amount mode is useful whenever the allocation varies according to a criterion: number of dependent children, family quotient or income bracket, length of service, status (manager / non-manager, full-time / part-time), or any other criterion defined in your CSE internal rules. For example: €50 for 1 child, €80 for 2 children, and €110 for 3 children, all managed in a single order.

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

   

2. Step 2: To start your order for gift vouchers or culture vouchers, 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.) or culture voucher, then choose the amount mode and enter the distribution date if you want to schedule the crediting:

   • Single amount: enter the unit amount; this will be applied to all recipients in the order.
   • Multi-amount: switch to multi-amount mode using the dedicated button; you will enter an amount for each recipient in the next step.

   If you choose today's date, opt for an instant transfer to ensure the funds arrive on time: a standard transfer takes 1 to 3 working days.

   

4. Step 4: Add your recipients to your order for gift vouchers or culture vouchers. The available methods depend on the chosen mode.

   For single amount, three methods are available:

   • 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. Errors (typos, unsupported characters) can be corrected directly in the interface.
   • Add recipients manually: enter the surname, first name, and email for each one.

   For multi-amount, two methods are available:

   • Import a CSV or XLSX file (recommended for large volumes): download the template, 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, without editing the file again.
   • Enter recipients manually: add them one by one, entering first name, surname, email, and the associated amount.

   You can edit or remove recipients as long as the order has not been confirmed. Editing a recipient's information during the order does not update their profile in the Employees tab of your admin area.

   

   ⚠️ Multiple children for the same employee (multi-amount)

   To allocate a credit for each child of the same employee, add one line per child in your file, repeating the employee's email address. The system will then display a duplicate emails alert: this is normal and expected behaviour, not a blocking error. You can confirm your order.

5. Step 5: Set up the activation email for gift vouchers or culture vouchers sent to your recipients: in the order process, 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 sending date (emails sent between 9am and 11am).

   

6. Step 6: Confirm and pay for your order of gift vouchers or culture vouchers: review the summary (allocation, recipients, amount), add a custom invoice reference (optional), then confirm. You can pay by bank transfer to the displayed account details or by bank card. Once payment is confirmed, your recipients will receive the activation email for their allocation. If paying by bank transfer, make sure to include the order reference in the payment description.

   

❔ Frequently asked questions about gift voucher and culture voucher orders