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).
What’s needed at a glance
| Employer | Employee |
| ✔ Create a Professional Team (for sending Reimbursements) | ✔ Create a Private Team (for receiving Reimbursements) |
| ✔ Specify payment method | ✔ Add and connect employee’s charge point to the Private Team |
| ✔ Invite employee to the Professional Team | ✔ Accept invitation to employer’s Team |
| ✔ Approve Reimbursement request from employee | ✔ Request Reimbursement |
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 considered the Reimbursement team. They will use this team's Wallet to issue reimbursements directly to employees’ Wallets.
2. Specify the payment method
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:
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 they can approve invoicing.
b. Operator Transaction
The Reimbursement team’s Operator can enable Operator Transaction 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.Payment method for the Sponsoring Team
3. Invite the employee(s)
For companies reimbursing a large group of employees (e.g. five or more), we recommend using a Member Group. 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. Employers can invite employees to the Reimbursement team 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 on the spot.
- 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 to make sure the Operator has access to team settings for easier management and troubleshooting.
2. Add and connect the employee’s charge point
The charge point must be connected to the Private Team in order for the employee to get reimbursed.
If the charge point has not been connected to Monta yet, follow this guide for adding and connecting a charge point. Then, ensure the charge point is added to the designated Private Team.
If the charge point is already set up in another Team, it is important to 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 by following these steps in 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 set things up correctly in Monta Hub. Please ensure all steps have been followed properly.
1. The employee requests Reimbursements
Once the charge point is in the Monta account and the setup has been completed, 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. This way the employer can reimburse them the exact cost for charging the company car at their personal charge point.
However, it is not mandatory for the employer to use the electricity cost that the employee provides. Instead, the employer can create a Reimbursement price group and choose 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 the approval, the administrator can decide the Reimbursement price per kWh. They can either select the electricity cost that the employee provided, or a Reimbursement price group that they have defined.
The employer can choose to pay out the Reimbursement after every single charge or on a monthly basis.
How does reimbursing work?
Now that the setup is complete, here is how Reimbursements work in practice.
1. The employee performs a charge
The employee plugs the company car into the charge point that is being reimbursed by their employer. They open the Monta Charge app and start a charging session. (Reimbursements are compatible with Charge now, Scheduled charge, and SmartCharge.)
After this, the employee goes to the payment screen and confirms that the charge will be reimbursed by their employer’s Team. Then, all they need to do is swipe in the app to start charging.
Employees can also set up Charging rules to define which charges should be reimbursed.
2. Reimbursement for a charge session 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 to pay them out at the end of the month.
Best practices for employers
1. Centralizing the process
We recommend centralizing the Reimbursement process, for example by appointing a fleet manager to manage it. They should understand the invitation flow and follow up with employees who are going through the set-up process.
2. Helping employees connect their charge points to Monta
Employees may need assistance getting onboarded to Monta and connecting their charge points successfully. The fleet manager should have an understanding of how to assist 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 where employees can be filtered by name, or charge sessions can be filtered by a timeframe.
The filtered result can be exported as a CSV file to the fleet manager’s email. The file contains detailed information about each reimbursed charge session, such as kWhs charged, the used price group, payment method for the charge, charge point ID, etc.