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Home charging reimbursement pays employees back for the electricity their company car uses at home. Spirii attributes each session to an employee, prices it, and produces a monthly expense report. The money goes out through the fleet company’s payroll, or through a licensed payment service provider (PSP).
The Reimbursements page in Spirii Connect, listing monthly reimbursement reports per company with their approval status, consumption, and amount

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Overview

A home charging session is an expense claim the employee never has to file. The work is in producing that claim: knowing which sessions on a private charger belong to the company car, what they were worth, and which ones need correcting before anyone is paid. Spirii handles the attribution and the pricing, and gives fleet managers a view to check and adjust before they approve. Paying employees directly for energy can count as money remittance, which is a regulated activity. That is why disbursement through Spirii runs via Paytech, a licensed PSP. Running reimbursement through payroll instead is often the better route, and it keeps every payment to an employee in one place.

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How it works

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Setup

1

Agree terms with the CPO

The fleet company and their CPO agree the terms for home charging reimbursement.
2

Onboard the employees

Each employee’s home charger is connected to the platform, and they are issued a charge key.
3

Attach a Company Car agreement

Each employee’s home charger location gets a Company Car agreement, which links it to the fleet company and holds the terms that employee is reimbursed on.

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The monthly cycle

1

Employees charge at home

Sessions run on the registered charge key, and the charger records each one against that employee.
2

Spirii aggregates the month

The billing engine collects each employee’s home charging sessions for the period.
3

Spirii generates the expense report

A Fleet Expense Report shows each employee’s total consumption and the amount owed to them, and goes to the fleet manager for review.
4

The fleet manager approves

With any corrections applied first, such as a session that went unattributed.

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Paying the employees

The fleet company takes the approved report and adds the amounts to payroll. Employees receive their individual expense reports directly, so they know what to expect in their next pay run.

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The Company Car agreement

A Company Car agreement is a financial agreement with its type set to Company car. You create it, or change an existing agreement’s type, when setting up the employee’s home location in Spirii Connect. Everything about how that employee is reimbursed sits on it. The reimbursement rate carries its own validity period, so changing what you pay per kWh applies from the date you set rather than rewriting earlier months. Files can be attached to a rate, which is where supporting evidence such as an electricity bill belongs. Once a rate has been used in an expense report, it locks. An approved report cannot change because someone edited the rate behind it. Rates are readable and maintainable over the Reimbursement rates API.

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What fleet managers see

Fleet managers get a full view of home charging activity in Connect:
  • Every session per employee, with energy consumed and the reimbursement amount
  • The monthly Fleet Expense Report, before and after approval
  • The status of individual reimbursements
Sessions can also be added to or removed from a report before approval — useful where a session went unattributed because it was not authenticated.

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Getting the report

A Fleet Expense Report reaches you by whichever route fits your payroll or expense process.
  • Email. Sent as a PDF to the invoice email set on the fleet customer.
  • Download in Connect. The same report as a PDF, or as a CSV for a payroll or expense tool.
  • Public API. Retrieve reports programmatically with the Reimbursement expenses API.

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What employees see

Employees charge with their key and receive a monthly expense report confirming the amount reimbursed. No manual claims, no receipts to keep.

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Dependencies & limitations

  • Home chargers must require authentication. A charger in free-vend mode cannot attribute a session to an employee, so those sessions never reach an expense report.
  • The location owner must be the employee. Not the fleet company and not the CPO. Setting the company as owner because it bought the hardware is the common mistake, and it stops sessions being attributed.
  • The location needs a Company Car agreement. Without one attached in Connect, its CDRs are not eligible for reimbursement.
  • A rate locks once it is used. After an expense report references a rate, that rate is fixed. Correcting a past month means working with the report, not the rate.
  • Spirii-disbursed payouts wait on KYC. Where the PSP pays employees, expense reports still generate before the fleet company’s KYC completes, but no money moves until it does.

Home charging setup guide

Configure operators, employees, and chargers for reimbursement.

Home and work charging

The wider picture for company cars across home, workplace, and public charging.

Charge key billing

How public and workplace charging is billed to the fleet company.

Reimbursement expenses API

Retrieve expense reports and expenses programmatically.