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How to Allocate Funds for Employee Gym Memberships in 4Geeks Perks

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Promoting a healthy work-life balance is essential for modern retention strategies. 4Geeks Perks acts as the ultimate smart platform to manage and deliver personalized employee benefits, allowing you to seamlessly allocate funds for wellness initiatives like gym memberships.

By utilizing the 4Geeks Perks Card and its linked personal wallet, administrators can designate specific allowances for the “Wellness and fitness” category. This ensures that funds are used appropriately while giving employees the flexibility to choose the gyms or wellness centers that suit them best. This guide details how to set up and manage these allocations effectively.

Prerequisites

Before you begin allocating funds, ensure the following requirements are met:

  • Active Admin Account: You must have administrative access to the 4Geeks Console.
  • 4Geeks Perks Enabled: Your organization must have an active subscription to 4Geeks Perks.
  • Employee Onboarding: Employees must be registered in the system and possess their unique 4Geeks Perks Card (RFID-based or mobile Smart ID).
  • Budget Approval: Ensure you have a defined budget for wellness benefits ready to be distributed.

Step-by-Step Instructions

Follow these steps to configure a recurring or one-time allocation for gym memberships and wellness expenses.

Step 1: Access the Perks Dashboard

  1. Log in to the 4Geeks Console using your administrator credentials.
  2. Select 4Geeks Perks from the main product menu to open the benefits management dashboard.

Step 2: Create a New Benefit Policy

To automate the distribution of funds, you should create a specific policy for wellness.

  1. Navigate to the Benefits & Wallets section.
  2. Click on Create New Policy.
  3. Name the policy clearly, for example, “Monthly Gym Stipend” or “Global Wellness Allowance.”
  4. In the Category dropdown, select Wellness and fitness. This ensures that the system categorizes these transactions correctly for reporting.

Step 3: Define Allocation Amount and Frequency

  1. Enter the monetary value (points or currency) you wish to allocate per employee.
  2. Select the Frequency:
    • Monthly: Ideal for recurring gym membership fees.
    • One-Time: Suitable for annual bonuses or equipment purchases.
  3. Choose the Eligibility Group. You can select “All Employees” or filter by specific departments or locations if the perk is regional.

Step 4: Configure Usage Restrictions (Optional)

The 4Geeks Perks platform allows for centralized management and control.

  1. Locate the Restrictions tab within the policy settings.
  2. You can restrict the usage of these specific funds to merchant codes associated with gyms, sports clubs, and fitness centers.
  3. This ensures the allowance is used strictly for its intended purpose, preventing it from being spent on non-wellness categories.

Step 5: Activate and Notify

  1. Review your settings and click Activate Policy.
  2. The system will automatically update the Personal Points-Based Wallet linked to each employee’s 4Geeks Perks Card.
  3. It is best practice to send a notification (via email or the platform) informing employees that their wellness funds are available and explaining where they can use them.

Common Use Cases

Scenario 1: The “Healthy Living” Monthly Stipend

  • Situation: A company wants to encourage regular exercise by subsidizing 50% of gym costs for all staff.
  • Application: Using 4Geeks Perks, the HR manager sets up a recurring monthly allocation of $50 tagged to the Wellness and fitness category.
  • Result: On the 1st of every month, employees receive the credit. They use their 4Geeks Perks Card to pay for their local gym, yoga studio, or CrossFit box. The manager can view a monthly breakdown of these specific services to track engagement.

Scenario 2: Home Office Ergonomics & Fitness

  • Situation: To support remote workers, a company decides to provide a one-time allowance for ergonomic chairs or home gym equipment.
  • Application: The administrator creates a one-time “Workstation & Wellness” allocation.
  • Result: Employees use their funds to purchase dumbbells or ergonomic supports. Because 4Geeks Perks supports Workstation delivery and integrated services, employees can easily access the equipment they need to stay healthy while working remotely.

Troubleshooting

Issue 1: Employee card declined at the gym

  • Cause: The merchant category code (MCC) of the gym may not match the “Wellness and fitness” restriction set in the policy.
  • Solution: Check the transaction logs in the Real-time analytics dashboard. If the gym is miscategorized by the payment network, you may need to whitelist that specific merchant or broaden the category restrictions.

Issue 2: Funds are not appearing in the employee wallet

  • Cause: The employee may not be added to the correct Eligibility Group or their account status might be “Pending.”
  • Solution: Verify the employee’s status in the user management section. Ensure they have completed onboarding and that their specific department is included in the benefit policy.

Issue 3: Discrepancies in usage reports

  • Cause: Delays in data synchronization between the RFID card usage and the dashboard.
  • Solution: While 4Geeks Perks offers real-time analytics, some offline transactions may take time to sync. Wait up to 24 hours for the final settlement data to appear in the “Monthly breakdown” reports.

Conclusion

Allocating funds for gym memberships through 4Geeks Perks simplifies the administrative burden of managing receipts and reimbursements while significantly boosting employee engagement. By providing a flexible, card-based solution, you empower your workforce to take charge of their health in a way that fits their individual lifestyles.

Additional Resources