Each company decides which compensations it offers to its employees and what rules are used to calculate the amounts.
How are compensations set up?
Each Compensation type, such as "Daily allowance", "Expense receipt" or "Reward", follows a set Method of calculation. This decides what you need to enter when you submit a request and how the compensation amount is worked out.
Depending on the type, the amount can be worked out in five different ways:
Method of calculation | What does the employee enter? | Example |
Variable amount | Only the Amount (quantity) | Daily allowance: €50/day × 3 days = €150. Mileage works the same way: €0.30/km × kilometres driven. |
Variable sum | Only the sum | Expense receipt: you enter the sum on the receipt, e.g. €23.50. |
Fixed sum | Nothing | One-off reward: you pick the compensation type and submit the request. The amount is set in advance, and the employee can't change it when submitting. |
Variable amount and rate | The Amount and the Rate (price per unit) | Special bonus: you enter the number of units and the price per unit. |
Calculated sum | Each of the needed sums separately | Total business trip cost: for example, you enter transport, accommodation and meal costs, and the system adds them up. |
Please note: The exact method of calculation and the fields you fill in depend on how your company has set things up. Follow the instructions you see in the system when you submit a request.
Is there a limit on a compensation?
Your company may have set a money limit on some compensations for a certain period. For example, the limit for training costs could be €500 a year.
If the amount you request is more than what you have left, the system won't let you submit the request. You'll see a message showing how much you still have left:
"The amount of compensation is greater than the balance of this compensation type (balance: …)"
To go ahead, lower the amount to no more than the balance shown.
The limit may also depend on the date you joined the company. This depends on your company's settings.
Some compensations may also have other restrictions. For example, a compensation may be:
available only after your trial period ends. If you try to request it earlier, you'll see: "Compensation can only be taken after the probation period";
allowed only for certain employees;
meant only for people working in a certain country.
If you're not allowed to request a particular compensation, follow the instructions shown in the system, or contact your manager or HR department.
How do I submit a request?
Open the Compensations module in Wemply and choose the right Compensation type.
Enter the details the system asks for, such as the Amount, the sum or the Rate.
If your company allows it, you can also add a Description and an expense document (e.g. a receipt).
Check what you entered and the total amount of the request.
Submit the request for approval.
Before submitting, make sure the amount you entered and any attached documents match your request.
What happens after I submit a request?
The request goes to an approver. Your company may have set up approval in up to two steps. For example, your direct manager approves the request first, and then, if needed, the next approver does too.
Once all required approvals are given, the request moves on to payroll in line with your company's procedures.
If the request is declined, it won't be paid out. In that case, read the reason it was declined and, if needed, contact your manager or the person who reviewed your request.
Can I change or cancel a request?
While the request is Waiting confirmation and the first approver hasn't acted on it yet, you can change or cancel it yourself.
Once the first approver has acted on it, you can no longer change or cancel it yourself. This also applies if the request is declined.
If you want to resubmit a declined request, create a new request. You can't resubmit the declined request itself.
Request status: You can see the status of your requests in the compensations list, the same place where you submitted them. The State of each request shows whether it is Waiting confirmation, Sub-approved, Approved or Declined.