How an employer sets up home charging reimbursement

Use this procedure when your company wants to reimburse an employee for charging a company vehicle at their home charging location.

Prepare the information

• Confirm that the employee has their own Smart Fuel Pass client contract in the same currency as the company contract.
• Prepare the reimbursement tariff in EUR per kWh or the applicable currency per kWh.
• Agree the start date and the number of days the company needs to review a closed monthly period.

Why no tariff may be shown when you create an invitation

The list shows only home charging reimbursement tariffs that have been created for your company and are valid for the country of settlement. If no tariff is available, contact Smart Fuel Pass Support.

• State the country of settlement.
• State the requested rate per kWh.
• State whether it is a standard rate or an individual agreement.

The applicable rate depends on the rules in the relevant country and on your company's arrangement. Support can prepare the appropriate tariff; once it is available, the company administrator selects it when creating the invitation.

Create the relationship

1. In the Smart Fuel Pass web portal, open the home charging reimbursement area for the company contract.
2. Create an invitation and choose the employee/driver, the reimbursement tariff, the start date and the Review Window in days.
3. Send the invitation. The employee receives an email and must accept it in the portal.
4. After acceptance, the employee selects a charging location. The relationship becomes Active immediately for an eligible personal location; a company or third-party location first needs owner approval.

After activation

Check the relationship status. Only an Active relationship can collect charging sessions for reimbursement. One relationship covers one charging location and all chargers assigned to that location. Create another relationship if the employee has another home location.

Changing the tariff or ending the arrangement

A tariff is not edited directly on an active relationship. End the existing relationship and create a new one with the new tariff. You can also set an end date when the employee changes role, moves home or no longer charges a company vehicle at that location.