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Approving services performed and paying service-voucher employees - a step-by-step plan

Service-voucher employees enter the services they performed. The company and customer subsequently validate the services performed so that the employees can be paid.

The customer can opt for electronic or paper service vouchers. Electronic service vouchers clearly have advantages for both customers and your company.

  • available immediately after purchase
  • easier to use
  • no risk of theft or loss.

Working with electronic service vouchers

  • Stap 1

    Discuss with the customer what help they want and the number of hours and day the work is to be performed. Brief your employee on tasks.

  • Stap 2

    After registration, the employee is given a login or affiliation number. That number consists of 12 digits (starting with 980). The employee uses it to enter services performed after work.

  • Stap 3

    The employee should be aware of:

      • the affiliation number or login and password for the interactive voice service and Job Tracker;
      • How the electronic service voucher system works.
  • Stap 4
    • The employee enters the services performed
      • via the mobile Job Tracker application
      • or the telephone (via landline on the toll-free number 0800 355 30
      • or by mobile phone at +32 (0)2 547 54 97 (local rate).
    • You can validate, modify or cancel those services performed in the Secure Zone. If you do not validate services performed, it will happen automatically after 5 business days.
    • Once you have validated the services entered, a message is sent to the customer, who can confirm or dispute the performance.
    • The customer has 4 calendar days to respond. Failing this, the services performed are automatically confirmed after that period.

Working with paper service vouchers

  • Stap 1

    Discuss with the customer what help they want and the number of hours and day the work is to be performed. Brief your employee on tasks.

  • Stap 2

    After registration, the employee is given a login or affiliation number. That number consists of 12 digits (starting with 980). The employee uses it to enter services performed after work.

  • Stap 3

    Per hour performed, the customer’s employee receives 1 service voucher (including the stub to be torn off)

    • As employees:
      • Check themselves that customers have duly completed the service vouchers and that the vouchers are still valid
      • May not accept the cover sheet as a voucher
      • note on the service vouchers in an easily legible manner, using black or dark blue pen:
        • last name
        • first name
        • national registration number
      • sign the service vouchers
      • submit the service vouchers.
  • Stap 4
  • Stap 5

    As employer:

    • verify that the information on the service vouchers is filled out correctly, in full and legibly by the customer, the employee and yourself;
    • verify that service vouchers are valid for the company. The validity period for recognised businesses is 9 months and can be found on the back of each service voucher;
    • cut off the small stub on the left and send the service voucher to;
    • keep the stub on the left of service vouchers until you receive reimbursement;
    • code your receipt stubs in the Secure Zone;
    • order your service vouchers by month of performance and by region in which the service was rendered, in accordance with the instructions on the receipt stubs;
    • send the completed receipt stubs and the voucher slips of the service vouchers to:
      Sodexo - Service vouchers
      Boulevard International, 55 Building L
      B-1070 Brussels
  • Stap 6

    With a valid issue, Sodexo will refund EUR 23.02 after 10 business days for each service voucher issued from 1 September 2018. For service vouchers issued before that date, you will receive a refund of EUR 22.69.

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