Working with Funds
Requesting or transferring funds between your Reward & Recognition (R&R) programs is in your hands!
Topping up your award pots is easier than ever! You can request and transfer funds for your R&R programs directly in Reward Manager. This guide will walk you through the steps.
Before we begin
- RR Budget Holder Permission role in Reward Manager is needed
Requesting credit to be added
1. Log in to Reward Manager
2. Go to Reward & Recognition
3. Select Administer
4. Next to the Main Balance of the Recognition & Reward program, select Request Credit
5. The Credit Requests page will then open (please see a summary of the page below), select Request Credit again
6. On the pop-up window:
-
- Select the recognition program you’d like to top up.
Note that programs which deduct funds directly from the main balance, will not be visible in the drop-down. - Enter the top-up amount
- Include a Purchase Order number (optional) - this will be included in an automatically generated invoice
- Select the recognition program you’d like to top up.
7. Click ‘Request Credit’
Once the request is submitted, an Invoice will be generated and sent to the Finance Contact we have on record. If a Contact change is needed, please contact accounts.receivable@rewardgateway.com.
Note: The funds will be available only after the invoice is paid.
Credit Requests listings page
All credit requests made will be visible on the Listings page along with all the details related to that request. Please see below:
| ID | Unique Reward Gateway identifier for the credit request |
| Status | Status of the request (Explained in the table below) |
| Amount | Request amount |
| Invoice Number | Invoice number related to the specific request |
| Program to fund | Which recognition program you chose to fund |
| Purchase Order | Additional PO details that were included |
| Requested by | Which Reward Manager user requested the credit |
| Requested at | Time of the request |
| Updated at | When the request was last updated |
Different Statuses an invoice might have
| Requested | Initial status, the request is successfully submitted. |
| Invoiced | An invoice has been generated and its number will be visible in the ‘Number column’. |
| Invoicing failed | The system couldn't create an invoice because of an error and the funds will not be released. Please email accounts.receivable@rewardgateway.com for further support |
| Paid | The invoice was paid and funds are released. |
| Canceled | The credit request has been canceled. The funds will not be released. |
Requesting credit to be transferred between programs
1. Log in to Reward Manager
2. Go to Reward & Recognition
3. Select Administer
4. Next to the Reward & Recognition program you’d like to transfer funds from/to, select Transfer to Account
5. Enter the amount you’d like to transfer*
*Note: If a negative value is entered, this will transfer funds back to the main pot. From there the funds can be transferred to another R&R program if needed.
Note: ‘Transfer credit’ is only available for R&R programs that have an individual balance. Programs that pull funds from the main balance of the R&R scheme will appear as N/A on the R&R home page.
Decreasing the R&R program's balance
1. Log in to Reward Manager
2. Go to Reward & Recognition
3. Select Administer
4. Next to the Reward & Recognition program you’d like to transfer funds from/to, select Transfer Credit
5. Enter the amount you’d like to transfer as a negative value (i.e. -50)
6. The requested amount will be transferred to the main pot.
Increasing the R&R program's balance
1. Log in to Reward Manager
2. Go to Reward & Recognition
3. Select Administer
4. Next to the Reward & Recognition program you’d like to transfer funds from/to, select Transfer Credit
5. Enter the amount you’d like to transfer (50)
6. The requested amount will be transferred from the main pot to the desired R&R program.
Useful Links
Guide to Permissions in Reward Manager
Funds Running Low Email functionality
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