Open the Benefit settings page and save your changes

How HR reaches Benefit settings, how the list of categories and its marks work, what the two tabs of a category are for, what Needs attention means, and how one bar saves every changed category.

Benefit settings is where HR decides how each benefit category works: whether employees can pick it when they upload a receipt, which of its benefits they see in the Benefit Store, how it is taxed (BIK), which payroll codes it reports on, and who approves it. This article shows how to reach the page, how it is laid out, what the marks and dots mean, and how saving works.

Open the page

In the webapp, open the HR menu and select Benefit settings under Settings.

The line under the page heading sums it up: "What each category shows employees and how it reports to payroll."

Only people with HR access can open the page. Someone without HR access who goes to it is sent back to their dashboard.

Some links in the app open the page with a category already selected. The open category is also kept in the page address, so a reload or a shared link opens the same category.

The list of categories

Your categories are listed on the left, under Categories, with how many there are in total. At the top of the list:

• Search categories finds a category by name.
• All shows every category. Needs attention shows only the categories that are missing something, with how many there are.

Each category in the list shows two marks under its name:

• Receipts: employees can pick the category when they upload a receipt. It is struck through while the category is not offered in the upload form. Hover it to read Offered in expense upload or Hidden from expense upload.
• Store: at least one of the category's benefits is shown in the Benefit Store. It is struck through while none are. Hover it to read Shown in the Benefit Store or Hidden from the Benefit Store.

Two dots can appear on the right of a category:

• A purple dot means the category has Unsaved changes.
• A red dot means the category Needs attention. See below.

The marks and dots follow what you are editing, so they change as soon as you change a setting, before you save.

A category's two tabs

Select a category to open it on the right. It has two tabs, and each tab shows small labels under its name, so you can see how the category is set without opening the tab. Point at a label to read it in full, and at a tab to see what it is for:

• Upload expense report: a green Offered, or a grey Hidden when the category is not offered in the upload form. Then BIK when the category is taxed as a benefit, and its payroll code, for example # 839, when one is set.
• Benefit Store: how many of its benefits are shown, in green, for example 3/5, or a grey Hidden when none are. Then BIK and the payroll code, as above.

On a narrow screen the two tabs are two buttons, Expense report and Benefit Store, with the labels of the open tab under them.

The page opens on the Benefit Store tab. The tab you pick stays open when you move to another category.

Upload expense report

This tab is for receipts that employees upload in this category:

• Visibility: the Offer in upload form switch decides whether employees can pick the category.
• Payroll & tax: the BIK (Benefit in Kind) switch and the payroll code that approved receipts are reported on.
• Approval: Approval flow picks the approval flow for uploads in this category.

Benefit Store

This tab is for the benefits employees buy in this category:

• Visibility shows whether the category is in the store. A category is shown while at least one of its benefits is shown. There is no switch for the whole category.
• Defaults for all benefits: "Set once. Every benefit below uses these unless you change it." Here you set BIK, the default payroll code and Approval flow for the category's purchases.
• The list of Benefits, one row each, with the columns Payroll code, BIK, Approval flow and Shown. A grey value comes from the defaults above. A purple value means the benefit has its own setting.

A few benefits have extra settings under their row, for example the provider email for salary sacrifice to pension, or what a day costs when employees buy time off.

Needs attention

A red dot on a category, and on the tab where the problem is, means something is missing:

• On the Upload expense report tab: the category is offered in the upload form with BIK on, but has no payroll code. The field is edged in red and says "Needed while BIK is on."
• On the Benefit Store tab: the category is shown in the store, and one of its benefits is BIK but has no payroll code of its own or from the defaults. Or a benefit is missing one of its extra settings, such as the provider email for salary sacrifice to pension, or the cost per day and maximum days for buying time off.

Select Needs attention at the top of the list to see only those categories. The dot goes away as soon as you fill in what is missing. Save to keep it.

Save or discard your changes

Nothing is saved while you make changes. As soon as you change something, a bar appears at the bottom of the page, for example Unsaved changes in 2 categories, with the names of the categories you changed. You can open other categories and keep editing. Your changes wait for the save. When you are done:

• Select Save changes to save every changed category at once. A green message confirms it: "Saved. Payroll codes apply from the next payroll run."
• Select Discard to throw away every unsaved change in every category.

Save before you leave the page. Changes you have not saved are not kept.

If the save does not go through, a red Not saved message says what went wrong, for example a cost per day that cannot be read. Fix it and select Save changes again.

After you save

Employees see the change the next time they open or reload a page. If an employee already had the Benefit Store or the upload form open, ask them to reload it.

Every save is recorded with the values before and after, so your company has a history of who changed a benefit setting and what it was before.

The payroll fields depend on your payroll setup

Most companies see one payroll code per benefit. If your company is connected to Kleer, you pick each code from Kleer's list instead of typing it. Some companies with their own payroll file see four codes. See the article on payroll codes and BIK.

Troubleshooting

• I can't find Benefit settings. It sits under Settings in the HR menu. If you don't see the HR menu at all, your account does not have HR access.
• The page sends me to my dashboard. Your account does not have HR access.
• My changes are gone. They were discarded, or you left the page before selecting Save changes. Make them again and save.
• My change is not showing for employees. Check that the bar at the bottom is gone and that the category has no purple dot, then ask the employee to reload. A category is in the Benefit Store only while at least one of its benefits is shown, and in the upload form only while Offer in upload form is on.
• The save says "Something went wrong while saving." Reload the page to see what was saved, then make your changes again.
• I can't find what Needs attention wants. Open the tab with the red dot. Look for a field edged in red, "Needed while BIK is on.", or a red mark next to a field label under a benefit's row.