To edit the budget of a single employee, navigate to Employees and click on the Edit budget icon. From here, you can:
- Customise budget: Changes will take effect at the start of the next distribution period (month, quarter, or year) and will impact future budget allocations.
- Budget adjustment: This is a one-time change that immediately impacts the current budget without affecting future allocations.
- Group change: Changes the group the employee belongs to and thus the budget linked to it.
Customise budget
When customising the budget, you can configure the following options:
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Distribution: How frequently should the employee receive the budget?
- Yearly: The full annual budget is available immediately.
- Monthly: The budget is distributed at the start of each month.
- Quarterly: The budget is distributed at the start of each quarter.
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Amount: What amount should employees receive per distribution period?
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Hide: Do you want employees to see their budget and expenses, or only their expenses?
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Reset or Accumulate:
- Reset: The budget resets at the start of each distribution period.
- Accumulate: The unused budget carries over to the next period.
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Pro Rata Adaptation (adapt the limit): Should the first budget allocation be adjusted based on the number of calendar days worked during the first distribution period (calculated from the employee’s start date)?
- Restore the group policy: Reset the budget settings back to the group settings
Budget adjustment
When adjusting the budget, you can:
- Increase or Decrease the budget for the group.
- Add a Reason to document the adjustment.
- See an overview of all previous budget operations.
Group change
When changing an employee's group, different scenarios can occur:
- If the new group grants access to a different mobility program, the budget changes will be applied starting from the current distribution period (month, quarter, or year).
- If the new group grants access to the same mobility program, the budget changes will be applied starting from the next distribution period (month, quarter, or year).
- If the new group removes access to a mobility program, the budget changes will be applied starting from the current distribution period (month, quarter or year).
💡 It is not possible to change an employee's start date. If the start date needs to be changed, please reach out to our Support team (top right corner of this page).
💡If your change impacts the user's available budget a lot, it might be possible that a negative budget is the result. When saving a change that results in a negative available budget, an additional warning message will be shown: