The International fuel & charging benefit allows employees who have a company car and a professional fuel or charging card to be reimbursed, via their RewardFlex budget, for fuel or charging expenses they have paid themselves abroad.
This benefit can be used when the professional card was not accepted or could not be used.
The reimbursement is paid via the payslip and the amount is deducted from the employee's budget.
The benefit is available in Cafeteria and Bonus Plans.
👤 Who can use this benefit?
Only employees who have:
A company car;
A professional fuel or charging card;
can use this benefit.
Only expenses that are:
Incurred abroad, meaning outside the employee's country of residence;
Incurred during the current year;
can be reimbursed.
⚙️ Activating the benefit
The benefit is deactivated by default in existing plans. It must be activated separately for each relevant plan.
1️⃣ In RewardFlex, go to the Budgets section.
2️⃣ Open the relevant Cafeteria or Bonus Plan.
3️⃣ Click on Action → Edit the budget.
4️⃣ Activate the International fuel & charging benefit.
5️⃣ Save the changes.
Once activated, the benefit is available to eligible employees assigned to the selected budget, in the Car category.
📝 How does the employee submit a request?
The employee accesses the benefit from the Benefits section, in the Car category, and then selects International fuel & charging.
Before submitting their request, they must:
1️⃣ Accept the latest version of the benefit terms and conditions.
2️⃣ Upload the fuel or charging receipt.
3️⃣ Enter the amount paid, including VAT.
The receipt must clearly state:
The transaction date;
The transaction location;
The total amount, including VAT.
✅ Approving or rejecting a request
The employer processes requests through the usual request management process.
Before approving a request, check the following:
The transaction date, which must fall within the current year;
The transaction location, which must be abroad;
The amount requested, which can never be higher than the amount shown on the receipt, including VAT;
The employee's eligibility, as they must have a company car and a professional fuel or charging card.
If all conditions are met, the request can be approved. Otherwise, it must be rejected.
💶 Reimbursement processing
After approval:
The amount is deducted from the employee's Cafeteria or Bonus Budget;
The expense is added to the month's payroll export;
The reimbursement is paid with the next payroll.
If the request is rejected, no amount is deducted from the employee's budget and no reimbursement is made.
No additional benefit in kind applies, as the benefit in kind for the company car already covers the private use of fuel and charging.