Employers can reimburse employees for charging their electric vehicle at home. Setup requires action from both the employer and the employee.

What's needed at a glance

How to set up the employer's team

1. Create a Professional Team

The first step is for the employer to create a Professional Team, which will be the Reimbursement team. They will use this team's Wallet to issue reimbursements directly to employees' Wallets.

2. Specify the payment method

There are currently two payment methods for reimbursing a team:

a. Invoicing

If the employer's company is VAT-registered, they can request to be invoiced by Monta. This requires Monta's finance team to perform a Know Your Business (KYB) check before approving invoicing.

b. Operator Transaction

The Reimbursement team's Operator can enable Operator Transaction as a payment method, taking responsibility for all Team transactions. This solution is only suitable for specific setups and agreements.

3. Invite the employee(s)

For companies reimbursing five or more employees, we recommend using a Member Group to streamline the process by pre-defining employee profiles and granting permissions in bulk.

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

• If they are already part of the Reimbursement team, the administrator can add them to the Member Group from the Member Settings.
• If the employees don't have a Monta account yet, they will be invited to create one.
• If they are already Monta users, they will receive a notification in Monta Charge.

How to set up the employee's team

1. Create a Private Team

Create a Private Team where the employee will receive their Reimbursements. We recommend creating this team under the same Operator as the Professional Team for easier management and troubleshooting.

2. Add and connect the employee's charge point

The charge point must be connected to the Private Team for the employee to get reimbursed.

If the charge point has not been connected to Monta yet, follow the guide for adding and connecting a charge point, then ensure it is added to the designated Private Team.

If the charge point is already set up in another Team, transfer the charge point to this new Private Team. Only the team owner or a team member with the right permissions can do this.

3. Employee accepts the invitation to the employer's Team

To request Reimbursements, the employee must accept the invitation via Monta Charge. Operators should confirm that the employee has accepted the invite.

How employees can start requesting reimbursements

Employees can start requesting Reimbursements once the employer has completed the setup in Monta Hub.

1. The employee requests Reimbursements

Once the charge point is in the Monta account and setup is complete, the employee will see a "Reimbursement available" label on their charge point in Monta Charge. From the charge point settings, they can request that their employer starts reimbursing them.

During the request process, the employee can set their electricity cost based on their electricity bill. However, the employer can instead create a Reimbursement price group and apply that instead.

2. The employer accepts the Reimbursement request

In the Reimbursement section of the Team, the administrator can see and approve employees' requests. During approval, the administrator decides the Reimbursement price per kWh — either the employee's electricity cost or a Reimbursement price group. The employer can choose to pay out after every single charge or on a monthly basis.

How does reimbursing work?

1. The employee performs a charge

The employee plugs in the company car and starts a charging session in Monta Charge. Reimbursements are compatible with Charge now, Scheduled charge, and SmartCharge. The employee confirms that the charge will be reimbursed by their employer's Team, then swipes to start charging.

Employees can also set up Charging rules to define which charges should be reimbursed.

2. Reimbursement is transferred

When the charge is completed, the reimbursement is transferred from the employer's Wallet to the employee's Wallet. Both parties can see the financial transaction and a receipt in their Wallets. The employer can select to reimburse after each individual charge or at the end of the month.

Managing reimbursements in Monta Hub

Invite an employee to the Reimbursement Team

1. Open the Team and go to the Reimbursements tab
2. Select the Employees tab and click Invite employee
3. Select to invite a single or multiple employees in bulk
4. Enter the phone number or email the user logs in with
5. Select a Member Group (optional)
6. Select the user role
7. Select the Member Price Group
8. Click Invite

Edit Team Member settings

To offer reimbursed charging to existing Team Members:

1. Go to the Members & Access tab of the Team
2. Click on the user to open their settings
3. Scroll down to Permissions and toggle on to enable a reimbursement request
4. Click Save changes

Accept a Reimbursement request from an employee

1. Go to the Reimbursements tab of the Team
2. Click on Reimbursement requests
3. Select one or more requests and click Review requests
4. Select reimbursement price:
   • Choose between the employee's shared electricity cost or a Reimbursement Price Group
   • Toggle on if you want the Team to cover a subscription on the charge point
   • If not toggled on, the employee pays for a subscription with their personal Monta Wallet
5. Approve the request

Create a reimbursement price group

1. Open the Team to the Reimbursements tab
2. Click on Settings and select to create a new Price Group
3. Fill in the price group details (name, price amount, etc.):
   • For Fixed price, you can add an hourly tariff
   • For Spot price, you can choose between 60- or 15-minute intervals, add an hourly tariff, or configure advanced prices
4. Click Save

Manual Payouts

If you have set up monthly payout, you can see pending payments in the Manual Payouts section of the Reimbursements tab.

1. Open the Team and go to the Reimbursements tab
2. Open the Manual Payouts tab
3. Select the month (current month is selected by default)
4. Click Approve payouts
5. Review the amount and click Approve — a transaction is initiated from the Reimbursement Team to the Team of the reimbursed charge point

Approve an update in electricity cost of employee

If you are reimbursing based on the employee's electricity cost, here is how to approve an update:

1. Open the Team to the Reimbursements tab
2. Click on Employees
3. Select to review the change
4. See the updated cost and click Approve

Stop reimbursing an employee

You can stop reimbursing an employee by removing them from the Reimbursement Team or by stopping the reimbursement in the Team's Reimbursements section.

1. Open the Reimbursements section and select the Employees tab
2. Click the ... action button of the employee
3. Click Delete agreement
4. Select whether to also remove the employee from the Team — if removed, they will not be able to request Reimbursement again

Regulated Reimbursement Price Groups (Belgium only)

In Belgium, employers are required to reimburse home charging costs based on nationally or regionally indexed tariffs. Monta automatically applies the relevant indexed rates.

• Automatic CREG-indexed rate updates for teams located in Belgium
• Support for national and regional rates in: Flanders, Brussels Capital, and Wallonia
• Accurate per-session rate assignment based on the timestamp of the charging session
• Same configuration process as existing reimbursement price groups — no extra setup required

Best practices for employers

1. Centralizing the process

We recommend appointing a fleet manager to manage the Reimbursement process. They should understand the invitation flow and follow up with employees going through setup.

2. Helping employees connect their charge points to Monta

Employees may need assistance getting onboarded to Monta and connecting their charge points. The fleet manager should be familiar with creating a Monta account, connecting a charge point, and the overall Reimbursement process.

3. Exporting reimbursed charge sessions from Monta

A list of reimbursed charge sessions can be exported from Monta Hub. The Reimbursement page has a search bar for filtering by employee name or timeframe. Results can be exported as a CSV file containing details such as kWh charged, price group used, payment method, charge point ID, and more.