Home charging manager –
FAQ for employers
Everything you need to know about using the MOBIKO Home charging manager
MOBIKO Home charging manager
The home charging manager is the MOBIKO solution for the simple recording and reimbursement of home charging costs for employees entitled to company cars. Employees with company car entitlement can be added to the platform and receive tax-free reimbursement of the charging costs they have incurred with their salary by submitting proof.
FAQ – Our answers to the most important questions
As an administrator, you will be added to the MOBIKO platform, receive an invitation by email, which you can use to assign a password with your business email address and then receive the role of “Administrator”.
As such, you can manage all activated modules of the MOBIKO platform. This includes user administration, administration of the individual MOBIKO modules (home charging manager, reimbursement budget, Germany Job Ticket and card solutions) if these have been purchased. The administrator’s responsibilities also include the settings for payroll and downloading the monthly reimbursement files for payroll.
Employees receive an invitation to MOBIKO and can register with their work e-mail address and a password of their choice. They must then upload proof of their current electricity contract so that we at MOBIKO know their individual price per kilowatt hour. We check this information and authorise it. Employees can then enter their monthly kilowatt-hour consumption when charging their company car at home in the MOBIKO app. We also check this information and in the following month they receive a tax-free refund of their submitted and approved costs with their salary.
In exceptional cases, employers set a fixed price for the reimbursement of home charging costs. In this case, there is no need for employees to submit an electricity contract.
Video explanation (only in German): https://youtu.be/wz6BXmjPYXw
First of all, the MOBIKO home charging manager module must be activated in your account license by MOBIKO. To do this, please contact your account manager or contact us at customer@mobiko.de
You will then also see the home charging manager module with your admin role in the MOBIKO web portal at app.mobiko.net
It is important to make the individual settings for payroll accounting in your MOBIKO account before employees start using the MOBIKO home loading manager. In the “Payroll” tab, you can first select the payroll accounting system used in your company. This enables a streamlined process for the monthly processing of reimbursement files in payroll accounting.
In addition, the salary type numbers must be stored for the correct recording and reporting of reimbursements. In the Payroll accounting tab, there is a wage type for the home charging module for the reimbursement of home charging company cars (tax-free). Here you will also find a wage type data sheet to download, which will help your payroll accounting department to configure the wage type correctly.
This information can be updated if changes are made.
Employees are first added to the MOBIKO platform in the “User administration” and receive the authorizations for the use of the respective MOBIKO modules in their user profile. Alternatively, this can also be done using the mass import via .csv file. A template and instructions for use can be found in the MOBIKO platform under “User administration” – “Import users”.
User data of existing users can also be updated via the import (except for email addresses, please use “Update email addresses” for this).
The authorization for MOBIKO home charging manager users can be differentiated between
- no (= no authorization to use the module)
- variable (users must upload proof of kWh consumed for company car charging)
- flat-rate expense allowance (users receive the flat-rate expense allowance for charging costs incurred for the company car)
You can also find an overview of all employees authorized to use the “Home charging manager” module directly in the module under “Home charging manager” – “Home charging contracts”.
As an employer, you can decide whether the electricity costs of your employees should be reimbursed according to their individual costs incurred in accordance with the employees’ electricity contract or whether you as an employer would like to set a price to be reimbursed in EUR cents per kWh.
If you as an employer want to set a generally valid electricity price for the reimbursement, you can do this in the “Home charging manager” – “Home charging contracts” module. You can also change this price again.
If you want to reimburse the home charging costs according to the actual costs incurred by the employee, skip the step described above and all authorized users must upload their individual electricity contract to MOBIKO before using the module. MOBIKO checks the employee’s details and approves them. Only the respective kWh working price can be entered, no basic charges or similar.
In general, MOBIKO will check the submissions of home charging costs, unless you explicitly wish to do this yourself. At the beginning of the following month, all submitted expenses are checked by us and we provide you with a reimbursement file. This contains all the information on your employees’ approved submissions.
Depending on the configuration in the “Payroll accounting” area, MOBIKO creates a customized reimbursement file for your payroll accounting system. You can find this reimbursement file in the “Downloads” section.