How can I automatically reimburse employee charging costs?

What do you need to reimburse charging costs automatically?

To reimburse charging costs automatically, you need an E-Flux business account connected to your employees, their charge cards and their home charge points. Each employee has an individual user account, allowing E-Flux to assign the correct charging sessions and costs to that person. For home charging, a fixed or dynamic reimbursement rate is set for each employee. For charging on the road, the employee uses a company E-Flux charge card linked to the employer’s account. E-Flux records the charging sessions and manages the billing and settlement process.

How do I reimburse employees who charge at home or on the road?

You reimburse home charging by applying a rate per kWh, while charging on the road is paid for directly with a company charge card. E-Flux automatically processes both types of charging sessions through the employer’s business account.

When an employee charges at home, the connected charge point records the number of kilowatt-hours used during the session. E-Flux multiplies this consumption by the fixed or dynamic reimbursement rate. The resulting amount is then automatically paid to the employee.

When charging on the road, the employee uses their company E-Flux charge card at a public charge point. Because the card is connected to the employer’s account, the session and its costs are automatically recorded and invoiced to the employer. The employee does not need to submit receipts or separate expense claims.

Also read: Why workplaces need EV charge points

How does E-Flux automatically settle home charging costs with the employer?

E-Flux collects the employee’s home charging sessions, calculates the reimbursement and charges the total amount to the employer through a monthly invoice. The invoice is generated automatically on the first day of each month and is available in the E-Flux platform. The employee receives the reimbursement for the recorded home charging sessions within 30 days. The employer therefore does not need to process the reimbursement through payroll or a separate expense management system.

How can I track charging costs for each employee?

You can track charging costs for each employee in the E-Flux business dashboard. Because every employee, charge card, and home charging location is connected to an individual user account, E-Flux can assign each session and its associated costs to the correct person. For home charging, the dashboard shows the recorded sessions and the reimbursement calculated using the number of kilowatt-hours charged and the applicable rate. Public charging sessions completed with the employee’s company charge card are recorded in the same account. This provides one central overview of charging costs at home and on the road.

How does dynamic home charging reimbursement work?

Dynamic home charging reimbursement calculates the employee’s reimbursement using the actual hourly energy price at the time of charging. A fixed surcharge per kWh is added to this hourly rate to cover costs such as energy tax and supplier charges. The applicable VAT percentage is then added to the total.

For example, if the market price is €0.113 per kWh, the fixed surcharge is €0.1015 per kWh and the VAT rate is 21%, the reimbursement is calculated as follows:

(€0.113 + €0.1015) × 1.21 = €0.2595 per kWh

If dynamic pricing data is unavailable or the hourly price is €0, E-Flux can automatically apply a predefined backup rate. Employees can view the hourly energy prices used for the calculation in their charge point configuration.

Dynamic reimbursement is available with the E-Flux by Road Business package. The employer is responsible for checking whether the employee has a suitable dynamic energy contract and for correctly configuring the surcharge, VAT percentage, and backup rate.

Will I be reimbursed when energy prices are negative?

You do not receive an additional payment because the market energy price is negative. For dynamic home charging reimbursement, E-Flux applies a minimum energy rate of €0.00 per kWh. A negative hourly price is therefore not paid to the employee as an additional amount.

The surcharge per kWh set by the employer remains part of the reimbursement. This surcharge is intended to cover additional costs paid by the employee, such as energy tax and supplier charges. This also prevents a negative market price from resulting in a negative reimbursement.

How can I track charging costs for each employee?

You can track charging costs for each employee in the E-Flux business dashboard. Because every employee, charge card, and home charging location is connected to an individual user account, E-Flux can assign each session and its associated costs to the correct person. For home charging, the dashboard shows the recorded sessions and the reimbursement calculated using the number of kilowatt-hours charged and the applicable rate. Public charging sessions completed with the employee’s company charge card are recorded in the same account. This provides one central overview of charging costs at home and on the road.