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Cash Exempt Status

Support Team
Modified on: Wed, 5 Apr, 2023 at 1:48 PM
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.


How Does Cash Exempt Work?

When Would We Recommend Using It?

Would We Ever Not Recommend It?

Special Scenarios

How To Mark an Individual as Cash Exempt

How to Mark Multiple People as Cash Exempt

How Does Cash Exempt work?

Administrators can mark users as Cash Exempt in both the team uploads and by editing the user manually. Marking a user as Cash Exempt will prevent them from interacting with money anywhere in the system. This includes both GIVING and SPENDING dollars. When Cash Exempt, a user cannot receive or give any money. Some examples of what a user would lose if they were cash 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 bucks
  • 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)

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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 be using peer to peer settings in setup instead of using Cash Exempt functionality.

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:

Note: The removal of spending balances or the ability to receive money via CE functionality cannot be overridden by any other features or settings.

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How To Mark an Individual as Cash Exempt


An admin can mark an Individual as Cash exempt by going to Setup > Team > and then clicking the Three Dots next to the person's name > Edit:


There, on the first page, you will be able to check this box to make that person 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.

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How to Mark Multiple People as Cash Exempt:

If you would like to mark multiple people as 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 Exempt column. By putting ANY TEXT in this column, the user will be Cash Exempt. 



WARNING

ANY TEXT AT ALL will make the user Cash Exempt. 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.



Save that file, then come back to Setup > Team > Bulk User Upload > Select File > Full Upload > Process File. That should update your users to be cash exempt.

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