Employee Welfare Fund (EWF)

EWF is a set of categorised digital wallets - Education, Travel, Food, Housing, and more - that your company funds in ringgit so staff can claim welfare benefits against the right bucket.

What is it?

Employee Welfare Fund (EWF) is vimigo's built-in welfare wallet system. Instead of a single pool of benefit money, your company allocates ringgit into separate, typed wallets - one per benefit category, one per employee. A staff member might see Education RM 400, Travel RM 250, Food RM 100, and Housing RM 600 all at once, and request a payout from the appropriate wallet when they incur a related expense.

This keeps welfare money transparent and tidy. Education money doesn't get spent on lunch. Travel money doesn't get lost in a general allowance. Staff see exactly what they have per category, and the company gets a clean audit trail for every contribution and payout.

EWF is separate from vimiBank, which holds commission earnings tied to payroll. Where vimiBank is about earned commissions, EWF is about given welfare benefits. They coexist and don't overlap.

Contributions to EWF can come four ways: automatic monthly distributions, team commission splits, ad-hoc admin distributions (festive bonuses, project completion), or as a vimiGoal reward payout when someone hits a target.

Quick Start

If your company is turning on EWF for the first time, do these five things.

1. Go to "Company Settings" → "Modules" and toggle "Employee Welfare Fund" on.
2. Open "Employee Welfare Funds" in the sidebar → "Settings" and enable the wallet types you want to offer (e.g. Education, Travel, Food). Leave the rest off.
3. Click "Monthly Contributions" → enable "Enable Monthly Distribution" → enter a monthly budget (e.g. RM 2,000) and split percentages across your enabled wallets so they total ≤ 100%.
4. Save.
5. Test the flow: have one staff member submit a "Payout Request" from the mobile app, then approve it from "Payout Requests" in vimiboss.

After this, the system will auto-distribute your monthly budget into each employee's wallets, and staff can start submitting claims as they incur qualifying expenses.

For Admins (Employer / HR / Manager)

How to configure wallet types

Only wallets you enable appear in staff's wallet views.

1. Go to "Employee Welfare Funds" → "Settings".
2. Toggle each of the eight wallet types On or Off:
   • Education - training, certifications, courses, e-learning
   • Travel - business travel, transport, petrol, accommodation
   • Lifestyle - gym, entertainment, personal wellness
   • Food - meal allowances, dining, food delivery
   • Housing - rental subsidies, utilities
   • Car - vehicle maintenance, parking, fuel
   • Family - childcare, elder care, family medical
   • vimiFuture - savings / share scheme / long-term allocation
3. Optionally rename any wallet (e.g. rename vimiFuture to Retirement Fund) by clicking the name field.
4. Click "Save".

Tip: Disabling a wallet does NOT delete existing balances. Staff can still submit payout requests for the money already in a disabled wallet; new contributions just stop.

How to set up monthly auto-distribution

Scenario: You want to allocate RM 2,000 per distribution cycle across four wallets - Education, Travel, Car, and vimiFuture - equally.

1. Go to "Employee Welfare Funds" → "Settings" → "Monthly Contributions".
2. Toggle "Enable Monthly Distribution" on.
3. Enter "Monthly Budget" = 2000.
4. For each enabled wallet, enter its percentage:
   • Education 25
   • Travel 25
   • Car 25
   • vimiFuture 25
5. Verify the total is 100% (or ≤ 100%).
6. Click "Save".

Each scheduled cycle, the system automatically credits each employee's wallets based on this split. If the total exceeds 100%, save fails with "Monthly contribution settings may not exceed 100%." - reduce one wallet and try again.

How to make an ad-hoc distribution (festive bonus, project completion)

Scenario: Hari Raya is coming and you want to give all 30 staff a RM 100 welfare bonus split between Food and Lifestyle.

1. Go to "Employee Welfare Funds" → "Ad-hoc Distribution".
2. Enter "Amount" = 3000 (100 × 30, to spread across all staff).
3. Optionally enter "Description" - e.g. Hari Raya 2026 bonus.
4. Select the 30 employees to receive the distribution.
5. Set the wallet split: Food 50%, Lifestyle 50%.
6. Click "Distribute".

Each employee gets RM 50 into Food and RM 50 into Lifestyle, and a push notification: "You have received RM 50 into your Food funds!"

The distribution is processed asynchronously - it may take a minute or two to appear in the "Ad-hoc Contributions History" list.

How to set up EWF Groups for different teams

By default, all staff share the same monthly split. If you want the Sales team to have more in Travel and the office staff to have more in Food, use EWF Groups.

1. Create a group-specific setting for each group (work with your vimigo VSP contact if the UI isn't obvious).
2. On each employee's profile, set their "EWF Group" field to the appropriate group.
3. From the next distribution onwards, those staff get their group's percentages instead of the company-wide default.

Example groups:

• Sales Team: Education 20%, Travel 40%, Car 30%, vimiFuture 10%
• Office Staff: Education 30%, Lifestyle 20%, Food 25%, Housing 25%

How to approve an employee withdrawal request

1. Go to "Employee Welfare Funds" → "Payout Requests".
2. Find the pending request (status: "Pending").
3. Click it to open details - requested amounts per wallet and any receipts/remarks.
4. If the request is reasonable: optionally adjust the amount (you can approve partially), add an approval "Remarks" if you want, and click "Approve". Funds are released immediately to the staff member's wallet(s) and they're notified.
5. If it needs to be rejected: click "Reject" and enter the reason in "Remarks". The staff member is notified; no funds move.

How to handle the "Monthly contribution settings may not exceed 100%" error

The sum of all wallet percentages must be ≤ 100%. If you see this error:

1. Review your percentage fields.
2. Reduce one or more wallets until the total is at or below 100%.
3. Save again.

Example: Education 30% + Travel 30% + Car 30% + vimiFuture 20% = 105% → reduce Education to 25% → total 100% ✓.

How to reconcile or reprocess skipped goal rewards

If an employee earned a vimiGoal reward that was supposed to credit an EWF wallet, but the wallet was disabled at the time, the reward is skipped (not lost).

1. Re-enable the wallet in "EWF Settings".
2. Go to Admin Panel → Companies → {your company} → "Manual Commission Override".
3. Select the affected month.
4. Click "Reset Commissions" - reverses all EWF goal-reward transactions for that month.
5. Click "Process Commissions" - re-dispatches the job and credits the previously-skipped wallets.
6. Check "Employee Welfare Funds" → "History" → "Reward Contributions" - you should see a new "Completed" entry.

How to generate an EWF report

Three report types are available at "Reports" → "Employee Welfare":

• Contribution History - all contributions (monthly + team + ad-hoc) in a selected month, filterable by department.
• EWF Current Balance - current balance across each employee's wallets.
• Payout History - all approved and rejected payout requests in a selected month.

For each, set your filters (month, department), click "Generate Report", wait for processing, then download from the report list that appears.

For Employees

How to view your wallets

1. Open the vimigo app.
2. Tap "Employee Welfare Funds" from the sidebar or home dashboard.
3. You see a card for each active wallet type your company offers. Each shows the wallet name, current balance, and your two most recent transactions.
4. Tap a wallet to see full details: all-time received, all-time withdrawn, and the full paginated transaction history.

How to understand your transaction history

Transaction type	What it means
Monthly Contribution	Your company's scheduled monthly distribution
Team Contribution	Your share of the team commission routed to EWF
Ad-hoc Contribution	A one-off distribution by your admin (festive bonus, project reward)
Goal Reward	Reward earned from completing a vimiGoal configured with an EWF payout
Payout	A withdrawal you requested and your admin approved

How to submit a withdrawal request

Scenario: Ahmad (Sales) spent RM 180 on a Coursera subscription. His Education wallet has RM 400 in it.

1. In "Employee Welfare Funds", tap "Payout Request".
2. Select Education as the wallet.
3. Enter 180 as the amount.
4. Add "Remarks" - e.g. Coursera - April subscription - receipt attached.
5. Tap "Submit".

The request goes to his admin for review. Ahmad gets a notification when it's approved or rejected. On approval, RM 180 leaves his Education wallet; on rejection, nothing moves and he sees the admin's reason.

You can withdraw from multiple wallets in the same request if your claim spans categories.

How to track your requests

1. Go to "Employee Welfare Funds" → "My Requests".
2. Filter by status: "Pending", "Approved", or "Rejected".
3. Each row shows the requested amount, the approved/rejected amount, and any remarks from your admin.

Settings & Configuration

Setting	What it does	Default	Where
EWF module	Master switch	Off	Company Settings → Modules
Wallet type enabled / disabled	Turn each of the 8 wallet types on or off	All off	"EWF" → "Settings"
Wallet display name	Rename any wallet (e.g. vimiFuture → Retirement Fund)	System default	"EWF" → "Settings" → wallet name field
"Enable Monthly Distribution"	Turns on the auto-distribution scheduler	Off	"EWF" → "Settings" → "Monthly Contributions"
"Monthly Budget"	Total RM allocated per cycle	0	Monthly Contributions settings
Wallet percentage split	% of each cycle's budget per wallet (total ≤ 100%)	0 each	Monthly Contributions settings
"Team EWF %"	Share of team commission routed to EWF	0	Commission Settings
EWF Group	Per-employee assignment to a custom allocation group	None	Employee profile → "EWF Group"

The 8 wallet types

Wallet	What it's for	Typical % of budget
Education	Courses, certifications, training	15–25%
Travel	Business travel, petrol, transport	15–30%
Lifestyle	Gym, entertainment, personal wellness	10–15%
Food	Meal allowance, dining	10–20%
Housing	Rental subsidy, utilities	15–25%
Car	Vehicle maintenance, parking, fuel	10–20%
Family	Childcare, elder care, family medical	10–15%
vimiFuture	Long-term savings / share scheme	5–15%

FAQ

Q: Why can't I save my monthly contribution settings?

A: The wallet percentages add up to more than 100%. Reduce one or more wallets until the total is ≤ 100%, then save.

Q: A staff member's wallet still has a balance but the wallet type is now disabled. Is that a bug?

A: No - expected behaviour. Disabling a wallet stops new contributions but leaves existing balances intact. Staff can still submit payout requests against a disabled wallet's balance until it's exhausted.

Q: I pressed "Make Distribution" twice by accident. Did staff get double-credited?

A: Yes - each click creates an independent distribution job. Check "Ad-hoc Contributions History" to see both submissions. To correct a duplicate, use an "Ad-hoc Deduction" of the same amount.

Q: The monthly distribution ran but no staff received anything. What went wrong?

A: Most common causes: (1) "Monthly Budget" is set to 0 - set it to a positive number. (2) All wallet percentages are 0 - set at least one wallet > 0. (3) No active employees in the company at the time of the run.

Q: Can an employee have a negative wallet balance?

A: No. Ad-hoc deductions cap at the employee's current balance - you can't deduct more than what's in the wallet.

Q: The history shows multiple entries for the same month - which is the real one?

A: When commissions are reset and reprocessed, old entries are marked "Reverted" (greyed out). Only the most recent "Completed" (green) entry reflects the current wallet state.

Q: How is EWF different from vimiBank?

A: EWF holds welfare benefit money in typed wallets (Education, Travel, etc.) that you distribute proactively. vimiBank holds commission-earned money tied to payroll. Different purposes, different sources, different payout flows.

Q: Can I rename "vimiFuture" to something that makes sense for my company?

A: Yes. Go to "EWF Settings" → find the "vimiFuture" wallet → click the name → type your preferred name (e.g. Retirement Fund) → save.

Q: Where does team commission EWF money come from?

A: From a percentage (Team EWF %) configured in your commission settings. When team commissions close, that percentage is routed to EWF instead of to vimiBank payouts.

Related Guides

• vimiBank - commission earnings (separate from EWF; different purpose, different flow)
• vimiGoal - configure goals that pay out to specific EWF wallets on completion
• vimiClass - class achievements can reward EWF wallet credits
• vimiSales - personal commission settings include an optional EWF allocation
• vimiRewards - product/service reward catalogue; sometimes redeemed alongside EWF payouts
• Users - Map EWF wallets to staff.