How the benefit allowance and reset date work
Where each employee's yearly allowance comes from, how the one-year benefit period works, and why the reset date is not on the Benefit Settings page.
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. This article explains where each one comes from and how the yearly benefit period works.
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.
Add/Deduct Allowance only affects that employee's allowance for the current period. For a permanent change, edit their benefit allowance instead. CLVR shows this reminder right in the adjustment dialog.
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 one-year benefit period
The benefit period is always one year long. It ends on the next occurrence of your company's reset date, then repeats. 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.
- Tax-free thresholds that are tracked per year (for example the wellness threshold, up to 5,000 kr per year) reset to zero used, so the new year starts with the full tax-free room.
Tax-free thresholds are cumulative within a period. If someone uses 3,000 kr of a 5,000 kr wellness threshold, only 2,000 kr of tax-free room is left until the period resets. After the reset date, the full threshold is available again.
Why the reset date is not on Benefit Settings
The reset date is a single company-level value, the same for everyone in your company, so it is not editable from the Benefit Settings page (that page covers categories, benefits, and approvals only). New companies default to a reset on the first of January, and the date moves forward a year on its own at the end of each period.
If your company needs a different reset date, contact CLVR and we will set it for you.
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 and the deadline to use it (the next reset date), and the allowance overview groups 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.
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. If the reset date itself is wrong, contact CLVR to change it.