How the benefit allowance and reset date work

Where each employee's yearly allowance comes from, how the benefit period works, how to change the yearly allowance and reset date from the next cycle, whether unused balance carries over, how to confirm the coming allowance year, and how joiners and leavers are pro-rated on Allowance settings.

Two things shape what an employee can spend in CLVR: their benefit allowance (the kr amount they get) and the reset date (when that amount starts fresh). Neither lives on the Benefit settings page, which is for categories, benefits, and approval flows. The allowance is set per employee, and the reset date is a company-level value. You can see and change both on the Allowance settings page. This article explains where each one comes from, how the benefit period works, and what you can set on Allowance settings.

Where the allowance is set

Each employee's allowance is set on the employee, not on Benefit settings. You manage it from Employees in the HR menu.

• When you add someone, CLVR seeds their allowance from your company's Base allowance. If you turn on Pro-rate benefit allowance based on start date, CLVR scales the amount to the part of the period the person is employed for.
• To change one person's amount, open the employee and use Add/Deduct Allowance for a one-off change, or edit their benefit allowance for a lasting one.

An employee's Allowance details break the figure down into Base allowance, Adjusted allowance (the sum of any add/deduct adjustments), Total allowance, and Remaining balance after expenses.

The benefit period

The benefit period is one year long. It ends on the next occurrence of your company's reset date, then repeats. The one exception is a cycle whose reset date you move on Allowance settings: that one cycle runs to the new date, so it is longer or shorter than a year, and the cycles after it are a year again. Expenses are counted against the period they fall in, so the allowance overview always reflects the year currently in progress.

When a period ends, the reset date rolls forward by one year automatically and a new period begins:

• The remaining allowance goes back to the full amount for the new period.
• Whatever an employee hasn't spent goes back to the company, unless you carry unused balance over (see Choose what happens to unused balance below).
• Anyone whose allowance was pro-rated when they joined gets the full yearly allowance from the new period.

Tax-free thresholds work differently: they follow the calendar year, not your company's period. The wellness threshold, up to 5,000 kr per year, starts over on 1 January whatever your reset date, so moving the reset date never gives anyone a new tax-free amount early.

See and change the allowance and reset date

The reset date is a single company-level value, the same for everyone in your company, so it is not on the Benefit settings page (that page covers categories, benefits, and approvals only). New companies start with a reset on the first of January, and the date moves forward a year on its own at the end of each period.

You can see and change the reset date, together with the yearly allowance, on Allowance settings in the Settings group of the HR sidebar. Under the heading, the page says what it is for: "The yearly amount every employee gets, when balances start over, and how joiners and leavers are handled." The Allowance and reset date card shows:

• Yearly allowance: the amount every employee gets per year.
• Next reset: the date balances next start over, with "Then every year on" and the day under it.
• Current cycle: how many days are left, and the cycle's first and last day.

A timeline under these figures shows the current cycle and the start of the next one.

Change them from the next cycle

A change never touches the cycle employees are in now. It starts on the next reset.

On the reset day, the new yearly allowance goes to everyone on your company's yearly allowance, and to anyone whose allowance was pro-rated when they joined. Anyone with a custom amount keeps it, and people who are leaving keep their pro-rated amount.

Edit or cancel a scheduled change

While a change is waiting, the card shows Change scheduled, the new values beside the current ones, and a panel saying Scheduled for the date. Select Edit to change it, or Cancel change to drop it, until the day before it applies. From the reset day on, it has applied and can't be undone from the page; schedule a new change for the following reset instead.

To change one person's amount instead, use Employees as described above.

Choose what happens to unused balance

The Unused balance card on Allowance settings decides what happens to money employees haven't spent when the cycle ends. Under At the next reset it shows Resets to zero or Carries over. A change applies from the next reset, so it never touches the cycle employees are in now.

When balance carries over, this is what happens:

• On the reset day, each employee's new balance is the yearly allowance plus what they had left. You can see it under Adjustments in the employee panel as "Carried over from 2026", added by Automatic.
• Carried money is spent first. Whatever an employee buys after the reset comes out of the carried amount before the new allowance.
• On the expiry day, whatever is left of the carried amount goes back to the company, shown as "Carried-over balance expired". With Never, nothing goes back: what is left is part of what carries at the next reset, up to the limit.
• Expense reports still waiting for approval at the reset count in the new cycle once they are approved, so they don't reduce what carries.
• Employees are told. The email 60 days before the reset says what is left carries over and until when, and another email 30 days before the expiry says how much of the carried amount is unspent.
• The setting stays from year to year, and the expiry moves to the same day each year.

Carried-over allowance never changes a tax-free threshold: those still follow the calendar year.

Confirm the coming allowance year

From 90 days before the next reset, HR admins see Confirm the 2027 allowance year under Your deadlines on the Dashboard, with the date to confirm by (a month before the reset).

Any HR admin can confirm. Once someone does, the deadline shows 2027 allowance year confirmed for all of you until the new year starts, and Review again opens it again. If nobody confirms, the new year starts with the settings as they are.

Choose how joiners and leavers are pro-rated

The last card on Allowance settings is Joining and leaving: "How the allowance is shared for people who join or leave part-way through a cycle. Applies as soon as you save." It has three switches:

• Pro-rate for new employees: someone who starts part-way through a cycle gets the part of the cycle they are actually employed for.
• Pro-rate when someone leaves: the allowance shrinks to the part of the cycle they worked, once a leaving date is confirmed.
• Ask for overspend back: if someone has spent more than their shortened allowance, the difference is flagged for payroll. This switch is greyed out, with "Only applies when pro-rating for leavers is on.", while Pro-rate when someone leaves is off.

Where you see the period in the app

The current period drives the allowance figures across the webapp:

• On an employee's Dashboard, the greeting shows how much allowance is left to use this year, with the reset date in a pill beside it, and the allowance bar splits spending by category for the period in progress.
• In the HR Expenses view, expenses are read against the same period, so the totals match what employees see.
• On Allowance settings, Current cycle and the timeline show the period in progress and when the next one starts.

Troubleshooting

• An employee's allowance looks wrong. Open them under Employees and check Allowance details: the Base allowance, any Adjusted allowance from add/deduct changes, and the Remaining balance after expenses.
• A new hire got less than the full amount. Their allowance was pro-rated for their start date. Open the employee to see the base figure and the pro-rated result, or edit the benefit allowance if it should be the full amount.
• The allowance did not reset when I expected. The period ends on your company's reset date, not on a fixed calendar boundary you set per category. Check Next reset on Allowance settings to see the date, and whether a change is scheduled. If the reset date itself is wrong, schedule a new one there; it applies from the next reset.
• I can't select a reset date. It has to be after today, at most a year after the current reset, and not 29 February.
• Edit and Cancel change are gone. The change applied on its reset day. Schedule a new change for the following reset if you need a different amount or date.
• An employee's carried-over amount looks wrong. It is what they had left on the last day of the cycle, up to your limit if you set one, not counting expense reports that were still waiting for approval. CLVR checks it again every night until the expiry, so an expense declined or reverted after the reset corrects it.
• I can't save an expiry date. It has to fall inside the next cycle, from its second day to its last.
• The Confirm the allowance year deadline is gone. The new year has started. Change what happens to unused balance on Allowance settings instead.