Guides for HR and Corporate Health
Employee wellbeing budget: free Excel template
Structure your own planning figures: external costs, internal time and confirmed grants. The template calculates them separately.
Quick answer
How do I plan a workplace wellbeing budget?
Define the period and scope. Record external costs and internal time separately. Make quantities, your own unit rate and repetitions transparent. Deduct only confirmed grants for the same scope, and document assumptions and outstanding items.
Define the period, scope and units
First decide which year or project period you are planning. Record sites, target groups and activities. A monthly service needs the number of months included; a one-off service is counted once. Do not include both an annual service and its monthly amounts.
Agree with your finance team which amount basis to use and how to handle VAT. The template uses euro planning figures without assuming a particular tax treatment. Document the basis and keep it consistent across comparable items.
Record four areas separately
These categories are editable planning fields. They do not define a package. The entire FIT-UP platform is modular; include only the services actually agreed.
| Area | What to enter | How to handle it |
|---|---|---|
| One-off external costs | Rollout, preparation or an agreed event | Count once in the defined period. |
| Recurring external costs | Regularly agreed services | Enter quantity, rate and actual repetitions. |
| Internal time | Planning and communication using your own hourly rates | Show separately as an imputed cost. |
| Confirmed grants | Written funding commitment for the same scope | Distinguish from possible funding and tax exemptions. |
Handle missing information and grants
A blank number is an unresolved item. Zero means you have deliberately allocated no cost to that item. The formulas distinguish the two: missing required entries produce “n.a.”. Explicitly set quantity to zero in unused rows; enter other figures from your own quotes or internal assumptions.
Initially document possible funding rather than automatically deducting it from a confirmed budget. A tax exemption is not a cash grant. Check that a commitment covers the same period and costs, and clarify the required evidence.
- Record the source and date of each assumption.
- Do not fund or count an expense more than once.
- Do not present internal time as an additional external payment budget.
Review and update the plan during the year
Discuss outstanding items with the people responsible before approval. Then save a reviewed version. During the project, record actual costs for the same scope and explain differences, such as extra events or changes to the target group.
The file calculates external planning costs, internal planning costs and the external share after confirmed grants. This is a budget calculation. It does not forecast sickness absence, productivity or returns. If you need economic scenarios, calculate them separately with explicit assumptions.
- Agree a responsible owner and approval date.
- Align planned activities with the annual plan.
- Brief management on scope, outstanding points and the next decision.
Your editable planning template
Use your own organizational information. The template contains no product prices, guaranteed results or private health records.
Scope and limitations
- You supply all amounts. The template contains no product prices or funding guarantee.
- The plan does not replace tax assessment or calculate a proven health ROI.
Frequently asked questions
Why does the result initially show n.a.?
The template contains no invented amounts. Complete the required fields or deliberately set quantity to zero for unused rows.
Should internal working time be included?
You can record it as an imputed cost. Show it separately from external costs and the cash budget required.
Can possible grants be deducted immediately?
Use only confirmed grants for a reliable budget. Document possible funding separately.
Does this contain FIT-UP prices?
No. Enter your own planning figures for the agreed scope. The entire FIT-UP platform is modular.
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Published by FIT-UP GmbH, Linz, Austria — a Corporate Health platform provider for organizations in Austria and Germany. Last updated: 2026-10-04.
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