Why and how to switch to a meal voucher card

The disappearance of traditional paper luncheon vouchers has been announced for 2022. The organizations concerned will then have to switch to the meal voucher card.

But what exactly is a meal voucher, and how does it work? What are the advantages for both employers and employees, in terms of better management of company expenses?

Find out everything you need to know about dematerializing your meal vouchers in our article.

See all software Expense Management

What is a meal voucher card?

Restaurant voucher card: definition

A meal voucher card is a prepaid payment card, valid for 3 years, which employees use to pay for meals purchased in a restaurant.meals purchased from affiliated establishments (establishments supplying food for direct consumption or lunch preparation):

• restaurants,
• snack bars
• bakeries
• supermarkets, etc.

How does it work?

Company side

From an administrative point of view, the operation remains identical to the paper version.

The company defines the percentage of the value to be covered, ranging from 50 to 60% (i.e., employees must pay between 40% and 50% of the price of the meal out of their own pockets).

It also allocates a number of meal vouchers each month, with the number of days worked being the maximum.

Finally, the employer sets the amount of the meal voucher, which is limited by law to €19 per day.

☝️ Due to the Covid-19 crisis, and with the aim of revitalizing the restaurant sector, the daily usage ceiling is now €38 until September 1, 2021.

Employee side

For the employee, it's very simple. They have a card in their own name, which they are free to use every day (except Sundays and public holidays, unless they work for the company).

In practical terms, the card is similar to a bank card, and is used to make purchases:

• by entering their secret code,
• or by using contactless payment.

If the employee is limited by the daily limit (normally €19), he or she can top up the amount with another means of payment.

Differences between cards and paper luncheon vouchers

There are no differences between cards and paper luncheon vouchers in terms of operating rules (use from Monday to Saturday, daily limit, etc.).

However, there is a real contrast in terms of practicality. Retailers are not obliged to give change on paper tickets. As a result, employees often have to make up the difference with their own money, or lose money on the value of their meal vouchers. With the card, employees can pay to the nearest cent.

The different types of meal vouchers

First-generation meal voucher cards (1G)

First-generation cards are associated with the Visa or Mastercard banking network. As a result, their use is subject to a Visa Mastercard e-commerce acceptance contract associated with the establishment. They therefore incur bank fees in addition to issuer fees.

Finally, these cards can be identified by the presence of the banking network logo (Mastercard, for example).

Second-generation (2G) meal voucher cards

Second-generation cards are issued by the Conecs network, whose logo appears on the card. Acceptance requires a Conecs contract with the establishment.

In this case, no bank charges are billed to the professional.

Mixed or hybrid meal voucher cards

These latest-generation cards combine the two technologies. In other words, they connect first to the Conecs network, then to the bank network in the event of a malfunction. The cost to the merchant then depends on the connection mode used.

Here, the card displays both the logo of the banking network and that of the Conecs network.

How much does a meal voucher card cost?

For the company, there's obviously the percentage of the meal voucher covered, as well as the card provider's fees.

The latter may vary from one issuer to another, but as a general rule, there is a cost :

• manufacturing,
• and monthly management fees or fees associated with reloading cards.

What are the advantages of a Ticket Restaurant card?

As well as being more environmentally-friendly (no booklets to print out and deliver each month), it's also much more practical for employers and their employees.

Less money lost for the employee

We've already mentioned it, but on the employee side, the card lets you pay an exact amount. There's no need to manage assets that are often lost (around €100/year lost), or to pay the balance in cash.

Enhanced security

The card also makes the employee's meal vouchers more secure.

If an employee misplaces his or her card, the balance remains secure on his or her account until he or she receives a new one. Employees can even block their card in the event of theft.

Easier management for the employer

For employers, the tedious logistics of distributing cards at the beginning of the month are a thing of the past.

Thanks to an online interface, the company can load cards and order new ones in just a few clicks.

What's more, employees can consult their balance in real time and interact with support, without having to call on the employer all the time.

Which supplier to choose?

Here are a few key points we recommend you check when choosing your supplier:

• Product quality, ease of use and intuitiveness. In short, make sure you can do everything on your own, because the aim is really to save time. Ask for a demo so you can test the solution and see if you're comfortable with it.
  
  
• Efficient customer service for employers and employees. Make sure you and your employees can get a quality response quickly.
  
  

• Acceptance network. As we've seen, there are two types of network: banking and Conecs. The latter requires a terminal update on the merchant's side. As a result, fewer establishments accept this type of card.
  
  

• Benefits for employees. In addition to simple payment, some providers offer features to enhance employee conviviality, as well as discounts to boost their purchasing power.

Examples of meal voucher providers:

• Swile,
• Apetiz,
• Edenred,
• Sodexo.

See all software Expense Management

How do I make the switch to a meal voucher?

Beware: some employees may be reluctant to switch to the card. The reasons why they prefer to keep their cheques often have to do with circumventing the rules of use. Indeed, it's easier to commit fraud with a ticket:

• use it on Sundays or public holidays,
• not respecting the daily limit,
• offering it to a relative, etc.

That's why you need to focus on communication, as part of a genuine policy of change, and clearly explain all the advantages associated with using the card.

The choice of service provider will obviously play a key role in getting employees on board. It's important to opt for a service that fully exploits the potential of dematerialized meal vouchers and their advantages: payment via online delivery platforms (Uber Eats, Deliveroo, etc.), mobile payment (Apple Pay, Google Pay, etc.).

In this way, the company adapts more closely to new consumer habits, and consequently encourages the switch from paper to dematerialized meal vouchers.