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Budget Auto-Reload

Updated

Budget Auto-Reload is a feature designed to automatically replenish budget points on a recurring schedule. This tool ensures consistent budget funding without the need for manual intervention, saving you time and streamlining recognition platform administration. In this article, you'll learn how to access the Budget Auto-Reload tool, configure its settings, create and manage rules, and troubleshoot common issues.

 

  1. Adding a Rule
  2. Managing Rules
  3. Errors
  4. FAQs

 

Adding a Rule

  1. On the homepage, select the Admin button at the bottom of the left navigation menu.
  2. Click “Finance,” then “Budgets.” 
  3. Click the “Auto-Reload Rules” tab above the Active-Archive toggle. Here you will see a list of all your created auto-reload rules, along with their IDs.
  4. Click “Add Rule” to begin the rule setup process.

 

 

Cadence

Configure the following settings in the Cadence section:

  • Name the auto-reload rule. Choose a descriptive name for easy identification.
  • Select the reload frequency. Options include weekly, monthly, quarterly, semi-annually, or annually.
  • Choose the start date for the first budget reload. The projected date for the subsequent auto-reload will appear next to the date picker.
  • Select the time and time zone for the reload.
  • Click "Next".

  

 

Points

Adjust the following settings in the Points section:

  • Choose a reload method:
    • Flat Amount: A fixed number of points will be added with each reload.
    • Head Count: Points are calculated based on the number of individuals associated with a budget, using one of the following methods:
      • Manager Budget Group: Points are calculated based on the number of direct reports for the manager.
        • Example: For a rule of 100 points per direct report per month, a manager with 3 direct reports would receive 300 points per reload (100 points×3 direct reports=300 points).
      • Hierarchy Budget Group: Points are calculated based on the number of people who have access to the budget.
        • Example: For a rule of 100 points per person per month, a hierarchy budget with 5 people having access would receive 500 points per reload (100 points×5 people=500 points).
  • Decide if points should roll over each reload period. If this option is unchecked, any unused points will be supplemented with new points to reach the specified reload amount.
  • Enter the number of points to be reloaded:
    • Flat Amount: Enter the fixed number of points per reload cycle.
    • Headcount: Enter the points per headcount per reload cycle (only applicable for Manager and Hierarchy budget groups).
  • Click "Next" to continue.

 

 

Budgets

Select the budget(s) or budget group(s) to which the rule will apply:

  • Applying the rule to a budget group will automatically apply it to every budget within that group.
  • Any budget that is grayed out indicates one of the following:
    • A rule is already applied to that budget or group (only one rule can be applied).
    • The budget cannot accommodate the specific rule type. For example, headcount reload rules cannot be applied to regular budgets or metadata budget groups.

This step is optional. You can also apply rules to budgets after the rule has been created, either individually or in bulk via a CSV upload. To do so, after creating the rule and budgets, click the three-dot icon next to the budget and select "Edit Budget" to apply the rule.

 

 

Summary

Review the summary of the affected budgets and budget groups. If no rule is currently applied, proceed by selecting "Add Rule".
 

 

To apply the rule immediately instead of waiting for the next scheduled run, check the box next to "Run rule immediately after adding". When you click "Add Rule", points will be immediately added to any budgets associated with the newly created rule.
 

 

Managing Rules

On the "Auto-Reload Rules" tab, you can view all created rules, including the total points allocated, the reload frequency (cadence), the date of the last run, the date of the next scheduled reload, and the budgets that are using each specific rule. The following sections provide instructions for editing or deleting rules and applying or removing rules from budgets or budget groups.
 

Editing/Deleting a Rule

Locate the rule you want to modify or delete in the "Auto-Reload Rules" tab.

Click the three-dot icon next to the rule.

Select from the following options:

  • "Run rule now": To trigger an immediate reload.
  • "Edit": To modify the rule's settings.
  • "Delete": To remove the rule.

  

 

Applying a Rule to a Budget/Budget Group

To apply an existing rule to a newly created budget:

  1. Click the three dots next to the desired budget or budget group in the "Budgets" tab.
  2. Select "Edit Budget".
  3. Choose the applicable rule from the "Budget Auto-Reload Rule" dropdown menu.
    • Note: Grayed-out rules cannot be applied (e.g., headcount reload rules on regular budgets).
  4. Click "Save".
  5. The rule will be applied, and the budget will reload on the next scheduled date. To trigger an immediate reload, select "Run Rule Now" in the "Auto-Reload Rules" tab.

 

You can also apply a rule to multiple budgets by uploading a CSV file with the ReloadRuleId or ReloadRuleName for each budget.

 

 

Removing a Rule from a Budget/Budget Group

To change or remove a rule from a budget or budget group:

  1. Click the three dots next to the budget or budget group in the "Budgets" tab.
  2. Select "Edit Budget".
  3. Remove the currently applied rule by clicking the "x" icon next to the selected rule in the "Budget Auto-Reload Rule" dropdown menu. To apply a different rule, select it from the dropdown menu instead. To remove the rule without applying a new one, leave the dropdown blank.
  4. Click "Save".

 

 

If you have applied a rule to an entire budget group but want to remove it from a specific budget within that group:

  1. Click on the name of the budget group.
  2. Select the three dots next to the specific budget.
  3. Select "Edit Budget".
  4. Click the "x" icon next to the selected rule under the "Budget Auto-Reload Rule" dropdown menu.
  5. Click "Save".

 

 

While you can apply different rules to individual budgets within the same budget group, we recommend maintaining consistent rules across all budgets within a group for easier administration.

 

Errors

If an error occurs during a budget auto-reload, Super Admins will receive an email notification. Errors will also be indicated in the "Auto-Reload Rules" tab.

 

 

Common causes for errors include an insufficient number of points in the Company Account to allocate. To resolve this:

  1. Add points to the Company account (see the Adding Points to Your Platform article). 

  2. Click the three-dot icon next to the rule in the ‘Auto-Reload Rule’ tab and select ‘Run Rule Now’. A success notice will appear.

 

FAQs

  • What settings need to be altered in Recognition and Earn Program settings for auto-reload rules to function correctly?
    • New users will be automatically added to their designated metadata, hierarchy, or manager budget group based on their metadata and Supervisor ID. However, budgets will not reload until the next scheduled auto-reload date.
  • If budgets already have auto-reload rules applied, what changes might be needed in Recognition and Earn Program settings?
  • The ‘Budget Access’ in Recognition Program and Earn Program must be set to “Allowable Access.” Set Allowed Budgets to “All” or “Limited” to restrict users to awarding points from specific budgets. Then, select the relevant budget(s) or budget group(s).

 

 

  • Are there any restrictions on which types of budgets can have auto-reload rules applied? Yes, only one auto-reload rule can be applied per budget. The available auto-reload rule types for each budget group are as follows:
    • Regular budgets: Flat amount auto-reload rules only.
    • Metadata budgets: Flat amount auto-reload rules only.
    • Hierarchy budgets: Flat amount and headcount auto-reload rules.
    • Manager budgets: Flat amount and headcount auto-reload rules.


 

 

If you have any questions, please contact Awardco Admin Support.