How to manage Perk Token budgets

If your recognition program has the Perks (ex. day off, free lunch, work party, etc...) feature enabled, you will need to load budgets monthly, quarterly, or annually, depending on how you've set it up.

Note: Upcoming Budgets must be in place before the next budget period begins, otherwise Recognitions will be suspended until they are loaded.  The system will send all Admins multiple email reminders and Warning Notifications on the Administrator Dashboard.

How to manually load Perk Token budgets one by one

1. Login to your Administrator account
2. Click Budgets tab, select Perk Tokens
3. Locate correct upcoming Budget Period: Example01 Jan 2022 – 31 Dec 2022
   Note: There is no un-do button if you upload to wrong period
4. Click Add Budgets
5. Click Add Budget, select One By One
6. Employee: Begin typing budget holder's last name or Position name (job title), depending on your HR Data Sync setting, until recognized, then select them
7. Budget:  Enter budget amount
8. Click Add

How to bulk upload Perk Token budgets using CSV file

1. Login to your Administrator account
2. Click Budgets tab, select Perk Tokens
3. Locate correct upcoming Budget Period: Example 01 Jan 2023 – 31 Dec 2023
   Note: There is no un-do button if you upload to wrong period
4. Click Add Budgets
5. Click Add Budget, From CSV File
6. Follow the pop-up instructions, noting requirements for column headers and the downloadable CSV Template you can user to create your Perk Token budget CSV file
   Note: ID numbers in column A must use all lower-case text to match employee data stored in our system
7. Select or drop your perk token budget CSV file and click Confirm
   Note: If there are errors in the file format, it will tell you

If you intend to give the same or similar Perk Token budgets out to a subset of employees (ex. every year give 1,000 Perk Tokens to each manager), you may find it useful to download a budget report from the previous period to use a template for the next period.

How to pull Perk Token budget report from current period
(to use as template for next period)

Note: Make sure your employee data is current before proceeding, otherwise the report may contain empty rows for budget holders who have left the company.

1. Login to your Administrator account
2. Click Budgets tab, select Perk Tokens
3. Locate current budget period row, click the pulldown arrow, select Analyze Spend
4. This generates and downloads a report called Budget-Holder-Spend-Analysis-yyyymmdd.csv
5. Change file name to clearly note this is the Perk Token budget information, ex Perk Token budgets yyyymmdd.csv
6. Open the downloaded CSV
7. Delete unneeded columns, keeping only the ID (Position ID or Employee ID, depending on your configuration) and Given columns
8. Rename column header Given to Tokens
9. Add rows for any new employees who need Budgets
10. Adjust Token amounts as necessary
11. Save the CSV
12. Follow How to bulk upload Perk Token budgets using CSV filesteps above to bulk upload this new CSV into the new budget period

You can manually adjust, temporarily disable, or delete a Perk Token budget holder's balance

How to edit an individual Perk Token budget

1. Login to your Administrator account
2. Click Budgets tab, select Perk Tokens
3. Locate Current Budget Period
4. Click View Budgets
5. Locate the Budget holder you want to adjust
6. Click the pulldown arrow to the right, select Adjust
7. Enter the amount to increase or decrease
8. Enter the Reason, which will be visible to the employee 
9. Click Update Budget

How to disable an individual Perk Token budget holder's budget

1. Login to your Administrator account
2. Click Budgets tab, select Perk Tokens
3. Locate Current Budget Period
4. Click View Budgets
5. Locate the Budget holder you want to disable
6. Click the pulldown arrow to the right, select Disable
7. Click Confirm

Follow same steps to later Enable the budget

How to delete an individual Perk Token budget holder's budget

1. Login to your Administrator account
2. Click Budgets tab, select Perk Tokens
3. Locate Current Budget Period
4. Click View Budgets
5. Locate the Budget holder you want to adjust
6. Click the pulldown arrow to the right, select Delete
   Note: This button will only appear if none of the current budget has been spent
7. Click Confirm