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How to Create a "Book and Learning" Allowance in 4Geeks Perks

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Investing in continuous learning is a powerful way to upskill your workforce and improve retention. 4Geeks Perks enables organizations to support professional development by creating specific spending allowances.

Using the 4Geeks Perks Card, you can allocate a dedicated budget that employees can use specifically for educational materials, such as books, e-books, online courses, or workshops. This configurable, wallet-based system ensures that development funds are easy to distribute and are used for their intended purpose. This guide explains how to set up a “Book and Learning” allowance policy.

Prerequisites

To create this allowance, ensure the following requirements are met:

  • Active Admin Account: You need administrative access to the 4Geeks Console.
  • 4Geeks Perks Enabled: Your organization must have an active subscription. This feature utilizes the 4Geeks Perks Card and Wallet functionalities available in both Standard and Premium plans.
  • Employee Cards Issued: Employees must have their RFID-based Perks Card or have activated their mobile Smart ID to access the funds.

Step-by-Step Instructions

Follow these steps to configure a dedicated learning budget for your team.

Step 1: Access the Benefits Management Dashboard

  1. Log in to the 4Geeks Console.
  2. Navigate to the 4Geeks Perks module.
  3. Select the Benefits & Wallets section to manage employee allowances.

Step 2: Create a New Learning Policy

Define the parameters of the benefit.

  1. Click Create New Policy.
  2. Name: Enter a descriptive name, such as “Annual Learning Stipend” or “Book & Course Allowance.”
  3. Category: If available, select “Education” or “Professional Development.” If these are not pre-defined, you can utilize the Office supplies category or creating a custom configuration if your plan allows customization.

Step 3: Set the Allowance Amount

Determine how much funding employees receive.

  1. Amount: Input the value (e.g., $100 or 100 points) to be credited to the employee’s personal points-based wallet.
  2. Frequency: Choose how often this resets:
    • Monthly: Good for subscriptions (e.g., Audible, Medium).
    • Annually: Better for expensive certifications or university courses.
    • One-time: Ideal for a specific training event.

Step 4: Configure Usage Rules

Ensure the funds are used correctly by leveraging the “Smart” capabilities of the platform.

  1. Eligibility: Assign the policy to “All Employees” or specific departments (e.g., “Engineering” for technical books).
  2. Restrictions: Configure the wallet to authorize transactions only at relevant merchants. This typically involves selecting categories like “Book Stores,” “Educational Services,” or “Schools.” This prevents the card from being used for non-learning expenses like dining or entertainment.

Step 5: Activate and Distribute

  1. Click Activate Policy.
  2. The defined amount will be instantly credited to the linked wallets of all eligible employees.
  3. Employees can immediately use their 4Geeks Perks Card to purchase materials.

Common Use Cases

Scenario 1: The “Reader’s Club” Allowance

  • Situation: A marketing agency wants to encourage employees to read one industry-related book per month.
  • Application: The administrator sets up a recurring monthly allowance of $30 on the 4Geeks Perks Card. The policy is restricted to bookstores and major online book retailers.
  • Result: Employees buy physical or digital books of their choice. The company fosters a culture of learning without processing hundreds of tiny expense reports for $20 items.

Scenario 2: Online Course Subscriptions

  • Situation: The engineering team needs to stay updated on new frameworks.
  • Application: The company provides a quarterly “Udemy/Coursera” stipend. They use the 4Geeks Perks platform to allocate funds specifically for “Digital Goods: Books, Movies, Music” or education categories.
  • Result: Developers subscribe to the courses they need. The Real-time analytics feature allows the VP of Engineering to see exactly how much is being invested in upskillin..

Troubleshooting

Issue 1: Card declined at an online bookstore

  • Cause: The vendor might be categorized under a general code (e.g., “General Merchandise”) rather than “Books,” triggering the policy restriction.
  • Solution: Review the transaction decline details in the dashboard. You may need to broaden the allowed categories or whitelist that specific vendor if the system permits.

Issue 2: Funds not rolling over

  • Cause: The policy might be set to “Use it or Lose it” at the end of the month.
  • Solution: Check the Wallet configuration settings. If you want employees to save up for a larger purchase (like a conference ticket), ensure the policy allows balance rollover.

Conclusion

Creating a “Book and Learning” allowance with 4Geeks Perks transforms professional development from a bureaucratic reimbursement process into an empowering employee benefit. by putting a funded Perks Card in their hands, you signal that their growth is a priority for the company.

Additional Resources