Want to make your mobility policy even more aligned with what your employees really need? This new benefit makes it possible!
If your employee has a company car and a national fuel or charging card, they can now request reimbursement for international fuel and charging costs.
The main advantage?
✅ No withholding tax on the reimbursed amount
✅ No social security contributions (employer and employee) due
✅ Maximum tax benefit
Let’s get started! 🚀
Navigate in the Payflip admin tool to Organisation > Benefits > 'Reimbursement of international fuel & charging costs’. Click 'read more' for concrete details and a detailed calculation.
Activating the benefit
To start, send us a message to let us know you'd like to add the benefit. Next, you can simply follow the steps below to activate it! 😊
1. Request the correct wage code from your payroll provider
Once you approve a reimbursement, it will appear in that month’s payroll. The submitted amount is added without social security contributions and withholding tax—but for this we need the correct wage code.
You can use the email template below to request this wage code from your payroll provider.
Email template
Email template
We’ll soon be adding a new benefit to our Payflip flex plan: ‘reimbursement of international fuel and charging costs’. Our employees will be able to get their foreign fuel and charging costs reimbursed.
To process these employee choices correctly in payroll, we need to know which wage code we should enter in Payflip. This wage code must be exempt from withholding tax and employer/employee social security contributions.
When employees select this, their choices will be included in the monthly payroll files Payflip provides.
Could you let us know which wage code we may use for this in our account?
Thank you in advance!
2. Enter the wage code in Payflip
Received the wage code? Perfect! Now you can enter it:
Navigate to Payroll > Wage Codes and fill in the code in the designated field. Then save your changes.
3. Activate the benefit
⚠️ Only do this after your payroll provider has communicated the wage code. Otherwise, the first requests may not be processed correctly in payroll.
Navigate in the Payflip admin tool to Organisation > Benefits > Reimbursement of international fuel & charging costs and click 'activate'.
Configure the settings.
Indicate whether you want to use the terms & conditions system.
💡 Tip: Most of our clients do. You can always check if this is enabled for another benefit—if so, you can activate this option for the smartwatch too.
Specify which budgets may be used for this benefit and whether budgets may be combined.
Activate the benefit.
4. Inform your employees
Time to make some buzz about it! Don’t forget to let your employees know about this brand-new benefit in your flex plan. 😉
Every company has its own way of communicating, but here’s some inspiration:
Communication inspo
Communication inspo
Hi there 👋
Great news! 🎉 We’ve added a brand-new benefit to our Payflip flex plan: ‘reimbursement of international fuel and charging costs’. This benefit is available for everyone with a company car + fuel/charging card. So, got a road trip planned? This benefit could free up some extra budget to spend on your travels.
What do you need to do?
Log in to the Payflip tool and look for the benefit 'reimbursement of international fuel & charging costs'. You’ll need to provide proof of payment—this can be a receipt or a screenshot from your app. Once HR approves it, you’ll receive the amount with your next payslip.
We can’t wait to see your choices for this new benefit roll in. 😉
Best regards,
Your HR team