Gamfi for sales · Module
Tax on a contest reward, calculated in the same system where you run the programme
The Gamfi platform handles the tax side of rewards: it classifies the programme, assigns settlement rules to the recipient type and calculates the tax at the moment the reward is issued. Your accounting team gets ready-made statements instead of a spreadsheet rebuilt from emails and invoices.
Who is the withholding agent (płatnik – the party legally responsible for remitting the tax) in your model, and how we classify the programme, are things we confirm with your accounting team before launch.
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How it works
The settlement is generated together with the reward, from the same records.
- 1
We classify the programme
A contest, a sales promotion, or an ongoing programme – everything else depends on this, so we settle it at the start, together with your accounting team.
- 2
Rewards get their own rules
Every catalogue item and every recipient type has its own settlement logic assigned – an employee, someone from the partner network and a sole trader are calculated differently.
- 3
The calculation happens at issue
The moment a reward is issued, the system calculates the amounts relevant to the settlement and records everything accounting will need afterwards.
- 4
Documents are generated from the programme's data
Period statements and data for the filing come from the reward-issue records, so nobody reconstructs history after the fact.
More, because it is one system
That is why motivation programmes end up at agencies: the market treats the tax side of rewards as an advisory service, not a feature of the system.
The settlement comes from the reward-issue record
There is no separate "rewards to settle" spreadsheet kept alongside the programme. Amounts and documents come from the same records the reward was awarded and issued from, so the work does not come back after every edition of the contest.
Programme classification is a setting, not a service you order
In this category, classifying a programme and its tax consequences is consultant or agency work – Polish vendors sell it as a separate paid service, and foreign vendors describe the topic through the rules of a different legal system. In Gamfi, the classification and the recipient type are programme parameters, so the next edition starts on rules already settled once.
You know who the withholding agent is before the programme launches
The withholding-agent role depends on who actually issues and funds the reward – and sometimes a customer only finds this out in a dispute with the tax office. That is why we record it in the programme configuration and confirm it with your accounting team before the first rollout, instead of leaving the question open.
We show the settlement model on your programme's own configuration.
Describe your need
Describe the situation in your own words – we will write back with how the Gamfi platform answers that challenge. You decide about a meeting after you have read the answer.
What you get in Gamfi
The tax side of the programme handled right where rewards are awarded and issued.
Programme classification
- Distinguishing a contest, a sales promotion and an ongoing programmethe classification determines the whole settlement path that follows
- Settlement rules assigned to catalogue itemsa reward has its classification before anyone claims it
- Recipient type set at the startemployee, someone from the partner network, sole trader, external participant
- A record of who the withholding agent is, per your contractthe system notes it down – it does not decide it for you
Calculation when the reward is issued
- Tax on the reward calculated the moment it is issuednot in one batch in January of the following year
- Calculated separately for every participanttogether with the value of the reward they received
- A separate path for cash and non-cash rewardseach follows a different sequence of steps before issue
- A split between taxable and exempt rewardsthe status shows against the item, not in a separate spreadsheet
Thresholds and limits
- Thresholds tracked per participant and yearwe set thresholds during rollout, once confirmed with your accounting team
- A history of breaches against the participantyou can see when a threshold was crossed and by what
Documents for accounting
- A summary statement of the period's rewardsin the layout your department expects
- Data for the filing, prepared from the programme's recordsfiling the return stays the withholding agent's job
- A tax statement for the recipient where one is requiredthe set of documents follows from the programme's classification
- Passing data to HR and payrollwhen a cash reward goes through your payroll
Recipients outside employment
- A reward for a sole trader settled as their business incomethe system does not create documents the law does not require
- Settlement data for the entity issuing the rewardswhen the catalogue partner issues the rewards, not you
A trail for an audit
- An unmodifiable record of a reward's issue and settlementwho received what, when, and how it was settled
- A history of changes to classification and rulesyou can see who changed the programme's rules, and when
Common questions
Open the one that applies to you.
Is Gamfi the withholding agent for tax on rewards?
No. We do not issue rewards or fund them from our own account, so we formally cannot take on that role. The withholding agent (płatnik) is your company or the entity that physically issues the rewards – it depends on how your contract with that entity is written, not on a setting in the system, which is why we settle it during rollout. We say this plainly, because in this category it is the most common source of misunderstandings between the customer, the agency and the tax office.
How does the system know how to settle a reward for different people?
From the programme classification and the recipient type, which we set at the start. An employee, someone from the partner network, a contracted sole trader and an external participant each have their own settlement logic assigned, so one catalogue reward is calculated differently depending on who receives it.
Will we get a ready-made return to send to the tax office?
You get statements and data prepared from the programme's records, ready for your accounting team to work with. Filing the return itself stays the withholding agent's job – we do not take over that role, and we do not promise the system will send the document for you.
Our programme is for a partner network. Does that change the settlement?
It can, and it is worth knowing before you start. Benefits from distributor and franchisee programmes are sometimes classified differently from a contest reward, and this area is subject to disputes with the tax authorities. That is why we check it together with your accounting team or adviser before launching the programme, instead of deciding it automatically in the system.
What happens when a reward is non-cash rather than cash?
The system runs both paths separately, because the sequence of steps before issuing the reward differs between them. We agree the settlement model for non-cash rewards – including whether the organiser covers the charge – during rollout, together with your accounting team.
Is this tax advice?
No. We are not a tax adviser and do not replace the opinion your adviser or accounting team gives. We handle the process, the calculation and the documents, and we confirm the programme classification and settlement model with you before the first rollout.
Will you replace our HR and payroll system?
No. A cash reward for an employee goes onto your payroll as a ready-made line item, while contributions, HR filings and settlements with ZUS (Polish social security) stay exactly where they are today. We are responsible for the amount and its classification being calculated and documented.
What does the price depend on?
Several factors affect the price: the number of participants, the range of modules and the value of rewards awarded in the programme. We are happy to go through the details at a meeting and in the contact that follows. For us, tax handling for rewards is part of the rewards module, not a separate line on the price list.