Cash Exempt Status
Many companies have 'employees' who are not full time salaried employees. This may be consultants, contractors, interns, etc. In some of these instances, tax regulation requires that these users are not given money as part of a rewards program or other spiffs like regular employees. This means that they should never be able to receive money into their spending balance ie they should not have a spending balance. Sometimes the company would also prefer they do not participate in giving money either because it is close to a gray area. Implementation of the Cash Exempt functionality is designed to solve this problem.
Types of Cash Exempt Statuses
Administrators can mark users as Cash Giving or Spending Exempt in both the team uploads and by editing the user manually. Marking a user as Cash Exempt for both will prevent them from interacting with money anywhere in the system. This includes both GIVING and SPENDING dollars. Some examples of what a user would lose if they were cash giving and spending exempt:
Cash Giving Exempt
Prevents user from receiving funds via Peer to Peer giving or Spot Bonuses
Once exempt, they can no longer gain access to any funds they may already have in those balances to give money to others
'To Give' balance disappears and is no longer on the home page
Cash Spending Exempt
'To Spend' balance disappears
ThanksMatters card access
Marketplace access
Ability to receive thanks with money attached
Ability to receive spot bonuses
Money attached to milestones, awards, or other recognitions. (In the case of awards and achievements, badges can still be earned without funds attached)
Sweeteners for actions taken
'Add a Buck' feature no longer active
Both Giving and Spending Exempt
Giving and spending balances on the home page
Balances in the appreciation modal
Thanks matters card access
Marketplace access
Ability to receive thanks with money attached
Ability to receive spot bonuses
'Add a Buck' feature no longer active
Sweeteners for actions taken
Money attached to milestones, awards, or other recognitions. (In the case of awards and achievements, badges can still be earned without funds attached)
When Would We Recommend Using It?
Many companies have 'employees' who are not full time salaried employees. This may be consultants, contractors, interns, etc. In some of these instances, tax regulation requires that these users are not given money as part of a rewards program or other spiffs like regular employees. This means that they should never be able to receive money into their spending balance ie they should not have a spending balance. Sometimes the company would also prefer they do not participate in giving money either because it is close to a gray area.
Would We Ever Not Recommend It?
Absolutely. In the majority of circumstances, we DO NOT recommend using the Cash Exempt feature. This feature is for special situations only. If a company is wanting to prevent a user from only GIVING, they should only exempt the user from 'Cash Giving'.
Special Scenarios
There are a few situations in which an administrator would want to revoke the spending balance only. Examples include having administrative 'company' accounts (For example, here at Motivosity our mascot Carl the Yeti has an account) who is in charge of giving bonuses, awards, or other recognitions. The removal of giving functionality can be overridden. For example an admin could:
Give a Cash Giving Exempt user a giving balance with a special override on peer to peer
Assign ownership of an award to a Cash Giving Exempt user
Create a spot bonus allocation for a Cash Giving Exempt user
Note: The removal of spending balances or the ability to receive money via CE functionality cannot be overridden by any other features or settings.
How To Mark an Individual as Cash Exempt
An admin can mark an Individual as Cash Giving or Spending exempt by going to Setup > Team > and then clicking the Three Vertical Dots next to the person's name > Edit:
There, on the first page, you will be able to check two boxes to make that person fully Cash Exempt. In this example the user will be giving and spending cash exempt. Then click Next to go to page 2, Next to go to the final page, and Save.
Notice how Andy now does NOT have any "To Give" or "To Spend" money showing.
How to Mark Multiple People as Cash Exempt (Giving and Spending)
If you would like to mark multiple people as both Giving and Spending Cash Exempt (again, we want to emphasize that this should ONLY be used for the very specific reasons explained above). Marking users as cash exempt will likely result in those users having a drop in engagement and having a much less positive experience from those who are not cash exempt.
To mark multiple people as Cash Exempt click on Setup > Team > Bulk User Upload
Next you will want to Download Current Template, this will download a spreadsheet with all current user information.
This will download a spreadsheet with all of the current user information. Notice there is a Cash Spending and Cash Giving Exempt column. By putting ANY TEXT in these columns, the user will be Cash Exempt depending on your input.
WARNING
ANY TEXT AT ALL will make the user Cash Exempt on both columns. Please leave this blank for any user who should be allowed to have Cash. Even if you write the word "No" in this column, it will still make that user cash exempt. Don't do it.
In this example we'll mark a user Spending and Cash Giving exempt marked as 'TRUE'. We'll be doing a 'Partial Upload' so keep in mind 'UPDATE' in the Action column. Once you've enter a keyword for the users you'd like cash exempt, you may head on to the next step and upload the file.
Save that file, then come back to Setup > Team > Bulk User Upload > Select File > Partial Upload > Process File. That should update your users to be cash exempt.
