Coverflex

Coverflex is a platform where you manage the monthly food allowance but can also be used to manage your benefits wallet. Through the application, in addition to checking the current food allowance balance, you also have access to some benefits.

To submit invoices for approval via Coverflex, we clarify the following:

  • Invoices that must contain the company’s tax number:

    • Technology

  • Invoices with personal or family aggregate tax number:

    • Health expenses and wellbeing (e.g., Gym memberships)
    • Child care voucher: This voucher is exempt from Social Security and IRS for children up to 7 years old, so for a bonus amount of 500€ you get a net amount of 500€ to use on your children’s nursery
    • Senior care voucher
    • Education expenses
    • Gym

For invoices with the tax number of family members, it must be entered in the Coverflex app under:

  • Profile —-> Family —-> Add Family —-> Fill in the requested information.

For detailed information, check the attached Coverflex presentation, where you can find information on each benefit in detail. You also have this information available on the app.

Note that there are fiscal rules that must be complied with to use these benefits, and the rules depend on the specific benefit, so please check them before trying to use them.

Coverflex Tech Reimbursement benefit

To ensure we stay compliant with fiscal regulations and follow best practices, we are moving from an “open-ended” reimbursement model to a structured annual Technology Budget.

As of March 1, 2026, we have a fixed budget and a “fresh start” policy, meaning any previous spend is reset for this new cycle.

To ensure your purchases are approved and reimbursed without issue, please follow these guidelines:

  • Company Purchase: All purchases must now be made and paid directly through 25Friday.
  • Centralized Shipping: Equipment must be shipped to a 25Friday office (not to personal home addresses).
  • Annual Deadline: Your budget must be utilized by the end of the current year.
  • Spending Cap: A maximum of €1,000 per person, per year specifically for technology.

[!NOTE] This update is strictly related to technology assets. It does not impact any other benefits currently available to you.

FAQs

  1. What if the purchase price is over €1,000? - For the acquisition of single high-value items (e.g., a high-spec laptop), we can tolerate a margin of up to +30% of the limit. Systematic overlimit purchases, including with multiple partial purchases, will not be allowed.

  2. Desks and large office furniture - These items are considered exceptions to the office delivery rule. In these cases:

  • 25Friday will handle the purchase directly.
  • The delivery address can be the employee’s home to simplify the logistics OR you may choose to pick up the item personally from the store.
  1. In-store pickup vs. Office delivery? - We will follow the standard centralization rule:
  • Small/Medium items: Must be delivered to the 25Friday office.
  • Large/Bulky items: Can be shipped directly to your home OR you may choose to pick up the item personally from the store (as noted above).

  1. For other expenses (e.g. PPR, childcare voucher) - You can carry over the balance to the following year without any issues or loss of value.

  2. You can only purchase an item if you have sufficient available balance in your Coverflex wallet. We cannot accept personal top-ups or partial outside payments because the company cannot have “unjustified” cash inflows that do not match our internal accounting records. For example:

Scenario A: João has €700 available in his Coverflex wallet but wants to buy an item that costs €900. Can he transfer the remaining €200 from his personal bank account to the company to complete the purchase? No. The company cannot receive personal funds from employees to co-pay for assets.

Scenario B: João has €1000 available in his Coverflex wallet, but he only wants to be reimbursed for €500 and pay the remaining €500 himself via his personal bank account. Is this possible? No. All technology assets registered to the company must be paid in full by the company. We cannot have “split” ownership or partial outside payments.

  1. If you decide to use Coverflex to buy some equipment, don’t forget that it needs to be relevant and justified for our business. For example: monitors, laptops, mobile phones, tablets, headphones, mouse, keyboard, smartwatches, network equipment (router, switches, ethernet cables), PC parts (RAM, disks, PSU, MB, CPUs), office chairs, office desks, TV (max allowance is 43" and pricing up to 400€).

We want to emphasize that all other Coverflex benefits remain fully active and flexible. You can continue to optimize your balance through various categories, such as:

  • Health: You can pay for appointments using our health insurance and subsequently submit the expense in Coverflex to reclaim the amount spent.
  • PPR (Retirement Savings): Even though it is subject to IRS, you can still use this to reclaim Social Security liquidity.
  • And more: education, gyms, public transport, and childcare vouchers remain unchanged.

New Process in Place

To make this process efficient for everyone, purchases are centralised and processed on fixed dates each month.

How it works

Purchases are processed on the 5th and 15th of each month. To have your request included in a cycle, submit it before the corresponding deadline. If you miss it, no worries - your request will automatically roll over to the next cycle.

To submit a request, go to Backoffice → The Gear Shop → My Gear and fill in all the required fields.

Important to know

Requests must be charged to your Coverflex technology budget - no other budget applies to this process. Make sure your request falls within your individual Coverflex technology allowance before submitting. Requests may be rejected if they are out of budget, ineligible under the Coverflex policy, or if required information is missing. If that happens, HR Ops will note the reason and notify you by email.

After your purchase is processed

The status of your request will be automatically updated in the tool. You will also receive an email notification with all purchase details.

Coverflex has put together a series of short, user-friendly videos to help you make the most of your benefits. You can learn how to use your meal card, invest in a PPR, upgrade your health insurance, and much more. These videos are designed with the employee experience in mind, so you can easily explore all the features available to you. Check them out at Coverflex.

For any further clarification, please see the document attached or do not hesitate to contact the Operations Team.