{"id":12989,"date":"2023-09-12T13:26:29","date_gmt":"2023-09-12T12:26:29","guid":{"rendered":"https:\/\/monta.com\/uk\/?post_type=help-center&p=12989"},"modified":"2025-11-27T13:20:00","modified_gmt":"2025-11-27T12:20:00","slug":"reimbursements-setup-guide","status":"publish","type":"help-center","link":"https:\/\/monta.com\/en\/help-center\/reimbursements-setup-guide\/","title":{"rendered":"Reimbursements setup guide"},"content":{"rendered":"\n

Employers can choose to reimburse employees for charging their electric vehicle at home. It requires input from both the employer and the employee, so here is everything you need to set up Reimbursements (previously known as Sponsored charging).<\/p>\n\n\n\n

What\u2019s needed at a glance<\/h2>\n\n\n\n
Employer<\/td>Employee<\/td><\/tr>
\u2714 Create a Professional Team (for sending Reimbursements)<\/td>\u2714 Create a Private Team (for receiving Reimbursements)<\/td><\/tr>
\u2714 Specify payment method<\/td>\u2714 Add and connect employee\u2019s charge point to the Private Team<\/td><\/tr>
\u2714 Invite employee to the Professional Team<\/td>\u2714 Accept invitation to employer\u2019s Team<\/td><\/tr>
\u2714 Approve Reimbursement request from employee<\/td>\u2714 Request Reimbursement<\/td><\/tr><\/tbody><\/table>
Checklist for setting up Reimubursement<\/figcaption><\/figure>\n\n\n\n

How to set up the employer\u2019s team<\/h2>\n\n\n\n

1. <\/strong>Create a Professional Team<\/strong><\/p>\n\n\n\n

The first step is for the employer to create a Professional Team<\/a>, which will be considered the Reimbursement team. They will use this team’s Wallet to issue reimbursements directly to employees\u2019 Wallets. <\/p>\n\n\n\n

2. Specify the payment method<\/strong><\/p>\n\n\n\n

The next thing to define is how the Team is going to pay for these charges. There are currently two payment methods for reimbursing a team:<\/p>\n\n\n\n

a.<\/strong> Invoicing<\/strong><\/p>\n\n\n\n

If the employer\u2019s company is VAT-registered, they can request to be invoiced by Monta<\/a>. This requires Monta\u2019s finance team to perform a Know Your Business (KYB) check before they can approve invoicing. <\/p>\n\n\n\n

b.<\/strong> Operator Transaction<\/strong><\/p>\n\n\n\n

The Reimbursement team\u2019s Operator can enable Operator Transaction<\/a> as a payment method. This means that they will take responsibility for all Team transactions. This solution is only suitable for specific setups and agreements. You can read more about setting up Operator Transactions here<\/a>.Payment method for the Sponsoring Team<\/strong><\/p>\n\n\n\n

3. Invite the employee(s) <\/strong><\/p>\n\n\n\n

For companies reimbursing a large group of employees (e.g. five or more), we recommend using a Member Group<\/a>. Member Groups streamline the process by pre-defining employee profiles and granting permissions in bulk, making it easier to manage invitations and Reimbursement requests.

For smaller groups or individual employees, administrators can enable Reimbursement requests on a one-by-one basis during the invitation process<\/a>. Employers can invite employees to the Reimbursement team using their email or phone number, regardless of whether they already have a Monta account.<\/p>\n\n\n\n