Employee Home Reimbursement

Home Reimbursement is the automatic reimbursement of costs for electricity used when charging an EV at home using a private power supply. This allows companies to reimburse employees for business-related home charging expenses without manual expense claims.

How Home Reimbursement Works

Home Reimbursement integrates with User Groups and Company Wallets to provide seamless expense management. The system tracks home charging sessions and automatically calculates reimbursement amounts based on configured rates.

Clenergy operates two main types of Home reimbursement and the type of wallet used dictates the timing of reimbursements:

Top-Up Wallet for Home Reimbursement

• The home user is immediately reimbursed at the configured rate at the end of each charge
• Funds are available instantly once the charging session completes
• Requires the company wallet to have sufficient pre-loaded funds

Invoice Wallet for Home Reimbursement

• The home user must wait for the company to settle the monthly invoice before reimbursement is made
• Usage is tracked throughout the month
• Invoice is generated at month-end with 30-day payment terms
• Reimbursements are processed after invoice payment is received
• First payment typically takes 45-75 days, then monthly thereafter

User Groups

A User Group is a collection of users linked together to receive special privileges for home reimbursement, including:

• Access to company reimbursement wallets
• Special tariff rates for home charging
• Grouped policy management and reporting

Setting Up Home Reimbursement

Prerequisites

• Company wallet configured (follow instructions in Wallets knowledge base article)
• User Group created with eligible employees
• Home charging points registered with Clenergy EV system

Step 1: Configure Reimbursement Settings

1. Navigate to your Home Reimbursement settings
2. Select the company wallet to use for reimbursements
3. Set reimbursement rates (per kWh or percentage of cost)
4. Define any usage limits or restrictions
5. Configure reimbursement schedules and policies

Step 2: Set Up User Groups for Home Reimbursement

1. Go to User Groups in your dashboard
2. Click "Create User Group" or select an existing group
3. Add employees eligible for home reimbursement
4. Link the group to your reimbursement wallet
5. Configure group-specific reimbursement rates if needed
6. Set any spending limits or usage restrictions

Step 3: Employee Enrollment

Eligible employees need to:

1. Join the designated User Group (if not already added)
2. Register their home charging point in the Clenergy EV app
3. Configure their home charging settings for reimbursement tracking
4. Verify their reimbursement setup is working correctly

Reimbursement Process

For Top-Up Wallets

1. Employee charges vehicle at home
2. System calculates reimbursement amount based on configured rate
3. Funds are immediately transferred to employee's credit balance
4. Employee can withdraw funds to their bank account via Withdrawals feature

For Invoice Wallets

1. Employee charges vehicle at home throughout the month
2. System tracks all charging sessions and costs
3. Monthly invoice generated and sent to company
4. Company has 30 days to settle invoice
5. Once payment received, reimbursements are processed to employee credit balances
6. Employees can withdraw funds via Withdrawals feature

Managing Home Reimbursement

Monitoring and Reporting

• View real-time charging activity and costs
• Track reimbursement amounts by employee
• Generate monthly usage reports
• Monitor wallet balances and spending patterns
• Export data for accounting and compliance

Policy Management

• Adjust reimbursement rates as needed
• Update User Group memberships
• Set seasonal or temporary rate changes
• Configure approval workflows for high-value reimbursements

Benefits

• Automated Processing: No manual expense claims required
• Accurate Tracking: Precise measurement of home charging costs
• Flexible Timing: Choose between instant or monthly reimbursement cycles
• Clear Audit Trail: Complete records for accounting and tax purposes
• Employee Convenience: Seamless integration with existing charging habits
• Cost Control: Detailed visibility and control over reimbursement expenses

Important Considerations

• Ensure adequate wallet funding (for Top-Up wallets) to prevent reimbursement delays
• Regularly review reimbursement rates to reflect current electricity prices
• Monitor usage patterns for budget planning and policy adjustments
• Keep employee information up to date in User Groups
• Consider tax implications of home charging reimbursements
• Set up proper approval workflows for compliance requirements