• An employee has left the company. How do I proceed and how can he continue to access his previous vouchers?
• How is it ensured that Probonio's solution for tax-free benefits in kind is legally compliant?
• An employee does not select a voucher. What happens to my loaded budget?
• I would like to exclude certain voucher providers, how can I do this?
• When can my employees start using vouchers in the app?
• How do I ensure that there is always enough credit available?

An employee has left the company. How do I proceed and how can he continue to access his previous vouchers?

If an employee leaves the company, there are a few steps to follow to ensure that they can continue to access their previous vouchers.
First, it is best to use the “Terminate employment” button. This step deactivates any further benefit increase on the selected termination date, but the employee can still log in to the employee app and use any vouchers they have already received. If you plan to delete the employee from the portal as well, inform them on time. The employee should save their voucher PDFs or take screenshots of the vouchers they have received, as these will remain valid even after they leave the company. Set a reasonable deadline for backing up the vouchers before the employee is permanently deleted from the portal. A typical deadline could be two weeks. Once this period has expired, you can use the “Delete” function to irrevocably delete the employee data - including all old vouchers.

How is it ensured that Probonio's solution for tax-free benefits in kind is legally compliant?

Since 01.01.2020, non-cash benefits have been severely restricted, which has particularly affected non-cash benefit cards (e.g. online payments are no longer permitted).
However, the digital voucher solution from Probonio will continue to be legally compliant.

This is how we continuously ensure the legal compliance of our solution:

Development together with tax experts
Probonio was developed together with tax experts and specialist lawyers for labor and social security law and thus meets all legal requirements, such as the additionality requirement and compliance with the non-cash benefit limits.

Confirmation by the Federal Ministry of Finance
In its latest letter dated March 15, 2022, the Federal Ministry of Finance once again confirms Probonio's approach. The complete letter can be found in the PDF of the Federal Ministry of Finance.

Confirmation by tax offices
Probonio's remuneration in kind solution has been checked and confirmed by numerous tax offices throughout Germany. If you would still like your own confirmation, we will be happy to help you submit a request for information to your local tax office.

Regular review of all vouchers by tax experts and tax offices
The merchant vouchers available via Probonio are regularly checked by our tax experts and confirmed by tax offices. The vouchers are checked, for example, for compliance with the criteria of the Payment Services Supervision Act (Zahlungsdiensteaufsichtsgesetz - ZAG) (e.g. restrictions on the use of vouchers).

An employee does not select a voucher. What happens to my loaded budget?

If an employee does not select a voucher and no security voucher has been deposited by them or by you as their employer, the option of selecting a voucher for the employee expires. The unused budget remains with you and will be charged accordingly with the next but one budget top-up.

I would like to exclude certain voucher providers, how can I do this?

If you want to exclude certain voucher providers, please get in touch with Support or your personal contact. We will then be happy to make the settings so that these providers are no longer available for selection.

When can my employees start using vouchers in the app?

As soon as sufficient credit is available in the employer portal, employees can select and use their vouchers in the app. The credit balance is displayed in the employer portal under Benefits in kind > Orders > Credit balance.

How do I ensure that there is always enough credit available?

Probonio uses “automatic selection” (activated by default) to ensure that there is always enough credit available. As soon as you have entered the bonus in Probonio, an invoice will be created within 24 hours. The direct debit is usually made within 3-4 bank working days. As soon as we have received the money, we usually post it on the same day and the balance is available.

To avoid delays, we recommend making the configurations in the previous month if possible. In this way, the invoice for the following month is created around the 20th and the collection can take place without any problems so that sufficient credit is immediately available on the 1st of the desired month. However, there may be slight delays with short-term configurations.

Translation Note: This article has been translated using automatic translation software to provide the reader with a basic understanding of the content. Despite reasonable efforts to provide an accurate translation, we cannot guarantee its accuracy.

If there are any questions regarding the accuracy of the information in the translated article, please refer to the German version of the article, which is the official version.