How to create a "Reimbursement on Invoice" subsidy?

This article is for Swile administrators. You’ve enabled the Invoice Reimbursement option and some of your beneficiaries would like to submit requests: the first step is to set up your Invoice Reimbursement grant.

📒 How do I create an Invoice Reimbursement grant?

To create an Invoice Reimbursement grant, follow these steps from your Swile admin area. The creation form consists of 4 consecutive screens: General Information, Eligible Benefits, Amount and Budget, then Dates and Frequency.

1. Step 1: Log in to your Swile admin area, then open the Gifts and Benefits menu.
2. Step 2: Click on the Grants tab, then on New Grant.

3. Step 3: Choose the Invoice Reimbursement grant type.

   

4. Step 4: On the General Information screen for creating your Invoice Reimbursement grant, enter:

   • the title of the grant;
   • if you’ve subscribed to the Gifts / Works Council offer, the people concerned: your employees and/or their dependants (partners and children);
   • if needed, eligibility criteria (see: How do I create and assign custom criteria to my employees for my grants?).

   This information will be visible to beneficiaries and will help them easily identify the grant and its terms. Then click Next.

   

5. Step 5: On the Eligible Benefits screen for creating your Invoice Reimbursement grant, set out the reimbursement rules your beneficiaries will see. For example: “Your works council reimburses your expenses and registrations for sports activities. Please send us a copy of your invoice. Please note, the invoice must be in your name and dated this year.” Click Next.

   

6. Step 6: On the Amount and Budget screen for creating your Invoice Reimbursement grant, enter:

   • the amount reimbursed per beneficiary: the same for everyone (tick Same amount for all) or a different amount depending on the criteria you’ve set up;
   • if needed, the maximum number of requests each beneficiary can submit.

   Click Next.

   

7. Step 7: On the Dates and Frequency screen for creating your Invoice Reimbursement grant, enter:

   • whether the grant renews monthly or not. If renewal is enabled, you can choose to carry over any unused balance from one month to the next for beneficiaries;
   • the validity period of the grant.

   

   Click Continue.

   

8. Step 8: Check the summary page for your Invoice Reimbursement grant, then click Confirm Grant. Your grant is now created. 🥳

📒 Where can I see the list of Invoice Reimbursement grants?

In the Grants tab of your Swile admin area, you can view all configured grants (shop or Invoice Reimbursement).

To display only Invoice Reimbursement grants, click the Filter button, then select the Type reimbursement.

You can archive an Invoice Reimbursement grant. Once archived, it’s no longer available to beneficiaries. Archived grants remain visible in the Grants tab, then Archived.

💸 How do I accept or reject an invoice reimbursement request?

Tracking and approving invoice reimbursement requests is explained in a dedicated article: Grant — Track and approve invoice reimbursement requests.