{"id":12987,"date":"2023-09-12T12:49:49","date_gmt":"2023-09-12T11:49:49","guid":{"rendered":"https:\/\/monta.com\/uk\/?post_type=help-center&#038;p=12987"},"modified":"2025-09-19T14:07:01","modified_gmt":"2025-09-19T13:07:01","slug":"manage-reimbursements-hub-employer","status":"publish","type":"help-center","link":"https:\/\/monta.com\/en\/help-center\/manage-reimbursements-hub-employer\/","title":{"rendered":"Manage Reimbursements in Monta Hub"},"content":{"rendered":"\n<h2 class=\"wp-block-heading\">Invite the employee to the Reimbursement Team<\/h2>\n\n\n\n<p>Invite the employee to the Team, which is going to reimburse the charging. If the employee is already part of the Reimbursement Team, continue to Edit Team Member settings.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the Team and go to the <strong>Reimbursements<\/strong> tab<\/li>\n\n\n\n<li>Select the <strong>Employees<\/strong> tab and click on <strong>Invite employee<\/strong><\/li>\n\n\n\n<li>Select to invite a single or multiple employees in bulk<\/li>\n\n\n\n<li>State the phone number or email of the user &#8211; the method they use to login in Monta<\/li>\n\n\n\n<li>Select if you want to invite with a <a href=\"https:\/\/monta.com\/uk\/help-center\/manage-team-members\/#heading-4\" data-type=\"help-center\" data-id=\"13276\">Member Group<\/a><\/li>\n\n\n\n<li>Select the <a href=\"https:\/\/monta.com\/uk\/help-center\/team-user-roles-permissions\/\" data-type=\"link\" data-id=\"https:\/\/monta.com\/uk\/help-center\/team-user-roles-permissions\/\">user role<\/a> of the employee<\/li>\n\n\n\n<li>Select the <a href=\"https:\/\/monta.com\/uk\/help-center\/manage-team-members\/#heading-1\" data-type=\"help-center\" data-id=\"13276\">Member Price Group<\/a><\/li>\n\n\n\n<li>Click on <strong>Invite<\/strong><\/li>\n<\/ol>\n\n\n\n<div>\n  <script async src=\"https:\/\/js.storylane.io\/js\/v2\/storylane.js\"><\/script>\n  <div class=\"sl-embed\" style=\"position:relative;padding-bottom:calc(56.61% + 0px);width:100%;height:0;transform:scale(1)\">\n    <iframe loading=\"lazy\" class=\"sl-demo\" src=\"https:\/\/app.storylane.io\/demo\/fgutrvteoweb?embed=inline\" name=\"sl-embed\" title=\"Interactive product demo\" aria-label=\"Interactive product demo\" allow=\"fullscreen\" allowfullscreen style=\"position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;\"><\/iframe>\n  <\/div>\n<\/div>\n\n\n\n<h3 class=\"wp-block-heading\">Edit Team Member settings<\/h3>\n\n\n\n<p>If you want to offer reimbursed charging to existing Team Members, here is how you can enable them to request Reimbursement. You can also apply a <a href=\"https:\/\/monta.com\/uk\/help-center\/manage-team-members\/#heading-4\" data-type=\"help-center\" data-id=\"13276\">Member Group<\/a>, that has enabled reimbursement requests.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to the <strong>Members<\/strong> <strong>&amp; Access <\/strong>tab of the Team <\/li>\n\n\n\n<li>Click on the user to open their settings<\/li>\n\n\n\n<li>Scroll down to <strong>Permissions<\/strong> and toggle on to enable a reimbursement request<\/li>\n\n\n\n<li>Click on <strong>Save changes<\/strong><\/li>\n<\/ol>\n\n\n\n<div>\n  <script async src=\"https:\/\/js.storylane.io\/js\/v2\/storylane.js\"><\/script>\n  <div class=\"sl-embed\" style=\"position:relative;padding-bottom:calc(56.61% + 0px);width:100%;height:0;transform:scale(1)\">\n    <iframe loading=\"lazy\" class=\"sl-demo\" src=\"https:\/\/app.storylane.io\/demo\/c0xqv8gayi7t?embed=inline\" name=\"sl-embed\" title=\"Interactive product demo\" aria-label=\"Interactive product demo\" allow=\"fullscreen\" allowfullscreen style=\"position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;\"><\/iframe>\n  <\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Accept a Reimbursement request from an employee<\/h2>\n\n\n\n<p>In Monta Charge, the employee can now see a label on their charge point saying Reimbursement available. After they request to start getting reimbursed, here is how you can accept the request.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Go to the <strong>Reimbursements<\/strong> tab of the Team<\/li>\n\n\n\n<li>Click on <strong>Reimbursement requests<\/strong><\/li>\n\n\n\n<li>Select one or more requests and click on <strong>Review requests<\/strong><\/li>\n\n\n\n<li>Select reimbursement price\n<ul class=\"wp-block-list\">\n<li>Select between the employee&#8217;s shared electricity cost or a Reimbursement Price Group<\/li>\n\n\n\n<li>Toggle on if you want the Team to pay for a subscription on applied the charge point<\/li>\n\n\n\n<li>If not toggled on, the employee will pay for a subscription with their personal Monta Wallet<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Approve the request<\/li>\n<\/ol>\n\n\n\n<div>\n  <script async src=\"https:\/\/js.storylane.io\/js\/v2\/storylane.js\"><\/script>\n  <div class=\"sl-embed\" style=\"position:relative;padding-bottom:calc(56.61% + 0px);width:100%;height:0;transform:scale(1)\">\n    <iframe loading=\"lazy\" class=\"sl-demo\" src=\"https:\/\/app.storylane.io\/demo\/92ltww6vdqzz?embed=inline\" name=\"sl-embed\" title=\"Interactive product demo\" aria-label=\"Interactive product demo\" allow=\"fullscreen\" allowfullscreen style=\"position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;\"><\/iframe>\n  <\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Create a reimbursement price group<\/h2>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the Team to the <strong>Reimbursements<\/strong> tab<\/li>\n\n\n\n<li>Click on <strong>Settings<\/strong> and select to create a new Price Group<\/li>\n\n\n\n<li>Fill in the price group details, such as name, price amount, etc.\n<ul class=\"wp-block-list\">\n<li>For Fixed price, you can add an\u00a0<a href=\"https:\/\/monta.com\/en\/help-center\/build-hourly-tariff-price\/\">hourly tariff<\/a><\/li>\n\n\n\n<li>For Spot price, you can choose between 60- or 15-minute intervals, add an\u00a0<a href=\"https:\/\/monta.com\/en\/help-center\/build-hourly-tariff-price\/\">hourly tariff<\/a>, or advanced prices or settings<\/li>\n<\/ul>\n<\/li>\n\n\n\n<li>Click on<strong> Save<\/strong><\/li>\n<\/ol>\n\n\n\n<div>\n  <script async src=\"https:\/\/js.storylane.io\/js\/v2\/storylane.js\"><\/script>\n  <div class=\"sl-embed\" style=\"position:relative;padding-bottom:calc(48.63% + 25px);width:100%;height:0;transform:scale(1)\">\n    <iframe loading=\"lazy\" class=\"sl-demo\" src=\"https:\/\/app.storylane.io\/demo\/mt7abn8gu6vi?embed=inline\" name=\"sl-embed\" title=\"Interactive product demo\" aria-label=\"Interactive product demo\" allow=\"fullscreen\" allowfullscreen style=\"position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;\"><\/iframe>\n  <\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Manual Payouts<\/h2>\n\n\n\n<p>If you have set up to pay the Reimbursement amount out at the end of the month, you can see the pending payments in the <strong>Manual<\/strong> <strong>Payouts<\/strong> section of the <strong>Reimbursements<\/strong> tab.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the Team and go to the <strong>Reimbursements<\/strong> tab<\/li>\n\n\n\n<li>Open the <strong>Manual Payouts<\/strong> tab<\/li>\n\n\n\n<li>Select the month (current month is selected by default)<\/li>\n\n\n\n<li>Click on<strong> Approve payouts<\/strong><\/li>\n\n\n\n<li>See the amount and click <strong>Approve<\/strong>\n<ul class=\"wp-block-list\">\n<li>A transaction will be initiated from the Reimbursement Team to the Team of the Reimbursed charge point<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\">Approve an update in electricity cost of employee<\/h2>\n\n\n\n<p>If you are reimbursing based on the electricity cost provided by the employee, here is how you can approve an update they have made.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the Team to the <strong>Reimbursements<\/strong> tab<\/li>\n\n\n\n<li>Click on <strong>Employees<\/strong><\/li>\n\n\n\n<li>Select to review the change<\/li>\n\n\n\n<li>See the updated cost and click on <strong>Approve<\/strong><\/li>\n<\/ol>\n\n\n\n<div>\n  <script async src=\"https:\/\/js.storylane.io\/js\/v2\/storylane.js\"><\/script>\n  <div class=\"sl-embed\" style=\"position:relative;padding-bottom:calc(56.61% + 0px);width:100%;height:0;transform:scale(1)\">\n    <iframe loading=\"lazy\" class=\"sl-demo\" src=\"https:\/\/app.storylane.io\/demo\/zdlqfkoe3ygb?embed=inline\" name=\"sl-embed\" title=\"Interactive product demo\" aria-label=\"Interactive product demo\" allow=\"fullscreen\" allowfullscreen style=\"position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;\"><\/iframe>\n  <\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Stop reimbursing an employee<\/h2>\n\n\n\n<p>You can stop reimbursing an employee by <a href=\"https:\/\/monta.com\/uk\/help-center\/manage-team-members\/#heading-6\" data-type=\"help-center\" data-id=\"13276\">removing them from the Reimbursement Team <\/a>or by stopping the reimbursement in the Team&#8217;s Reimbursements section.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Open the <strong>Reimbursements <\/strong>section and select the<strong> Employees<\/strong> tab<\/li>\n\n\n\n<li>Click on the <strong>&#8230;<\/strong> action button of the employee<\/li>\n\n\n\n<li>Click on <strong>Delete agreement<\/strong><\/li>\n\n\n\n<li>Select if you want to remove the employee from the Team as well\n<ul class=\"wp-block-list\">\n<li>If you remove the employee from the Team, they will not be able to request Reimbursement again<\/li>\n<\/ul>\n<\/li>\n<\/ol>\n\n\n\n<div>\n  <script async src=\"https:\/\/js.storylane.io\/js\/v2\/storylane.js\"><\/script>\n  <div class=\"sl-embed\" style=\"position:relative;padding-bottom:calc(56.61% + 0px);width:100%;height:0;transform:scale(1)\">\n    <iframe loading=\"lazy\" class=\"sl-demo\" src=\"https:\/\/app.storylane.io\/demo\/toz5v3dkxint?embed=inline\" name=\"sl-embed\" title=\"Interactive product demo\" aria-label=\"Interactive product demo\" allow=\"fullscreen\" allowfullscreen style=\"position:absolute;top:0;left:0;width:100%!important;height:100%!important;border:1px solid rgba(63,95,172,0.35);box-shadow: 0px 0px 18px rgba(26, 19, 72, 0.15);border-radius:10px;box-sizing:border-box;\"><\/iframe>\n  <\/div>\n<\/div>\n\n\n\n<h2 class=\"wp-block-heading\">Regulated Reimbursement Price Groups (Belgium only)<\/h2>\n\n\n\n<p>In Belgium, employers are required to reimburse home charging costs based on nationally or regionally indexed tariffs. Monta automatically applies the relevant indexed rates, saving time and ensuring legal accuracy.<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Automatic CREG-indexed rate updates<\/strong> for teams located in Belgium<\/li>\n\n\n\n<li>Support for <strong>national<\/strong> and <strong>regional<\/strong> rates in: Flanders, Brussels Capital, and Wallonia<\/li>\n\n\n\n<li><strong>Accurate per-session rate assignment<\/strong> based on the timestamp of the charging session<\/li>\n\n\n\n<li>Same configuration process as existing reimbursement price groups, so no extra setup is required<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Learn how to reimburse your employees for charging company vehicles at home.<\/p>\n","protected":false},"author":16,"featured_media":0,"parent":0,"menu_order":0,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false},"help_cat":[320],"help_tags":[412],"class_list":["post-12987","help-center","type-help-center","status-publish","format-standard","hentry","help_cat-fleet-management","help_tags-hub"],"acf":[],"_links":{"self":[{"href":"https:\/\/monta.com\/en\/wp-json\/wp\/v2\/help-center\/12987","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/monta.com\/en\/wp-json\/wp\/v2\/help-center"}],"about":[{"href":"https:\/\/monta.com\/en\/wp-json\/wp\/v2\/types\/help-center"}],"author":[{"embeddable":true,"href":"https:\/\/monta.com\/en\/wp-json\/wp\/v2\/users\/16"}],"wp:attachment":[{"href":"https:\/\/monta.com\/en\/wp-json\/wp\/v2\/media?parent=12987"}],"wp:term":[{"taxonomy":"help_cat","embeddable":true,"href":"https:\/\/monta.com\/en\/wp-json\/wp\/v2\/help_cat?post=12987"},{"taxonomy":"help_tags","embeddable":true,"href":"https:\/\/monta.com\/en\/wp-json\/wp\/v2\/help_tags?post=12987"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}