> ## Documentation Index
> Fetch the complete documentation index at: https://docs.spirii.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Reimbursements

> Configure operators, fleet customers, and employees for automated home charging expense reimbursement.

Home charging reimbursement lets employees charge their company car at home and receive automatic monthly reimbursements. This guide walks through the full setup: from operator configuration to employee onboarding to verifying the first expense report.

## Prerequisites

* The CPO operator is already set up in Spirii Connect and the Business Portal
* The fleet company has completed KYC with Spirii's PSP partner (Paytech only)
* You have the employee list, their IBANs (Paytech only), and their home charger hardware

<Note>
  Fleet customers can begin charging at home before PSP onboarding is complete (Paytech only). The PSP onboarding only affects the money disbursement step — expense reports will generate, but payouts will not process until the KYC is complete.
</Note>

## Steps

<Steps>
  <Step title="Create the fleet customer in Spirii Connect">
    The fleet company must be created as a customer in Spirii Connect. The following data is required and must be accurate for PSP integration:

    | Field         | Notes                                                                  |
    | ------------- | ---------------------------------------------------------------------- |
    | Business name | Must match exactly what was submitted on the KYC documents to Paytech. |
    | Full address  | Street, city, postal code, country.                                    |
    | Invoice email | Fleet Expense Reports are sent here.                                   |

    If any of this data needs to change after PSP onboarding, it requires a manual update by Spirii.

    If the fleet company performs reimbursement via their own expense / payroll process, the required information is less strict.
  </Step>

  <Step title="Onboard employees">
    Each employee needs to be created as a customer in Spirii Connect with the following data:

    | Field      | Required by                                 |
    | ---------- | ------------------------------------------- |
    | First name | PSP (sanctions screening)                   |
    | Last name  | PSP (sanctions screening)                   |
    | IBAN       | PSP (disbursement)                          |
    | Email      | Spirii (individual expense report delivery) |

    Employees can be onboarded via Spirii's onboarding flows (automated) or created manually in Connect.
  </Step>

  <Step title="Connect the home charger">
    Each employee's home charger must be registered as a location in Spirii Connect. The location setup requires:

    1. **Agreement type**: set to **Company Car** and linked to the fleet customer
    2. **Location owner**: set to the **employee**, not the fleet company or CPO
    3. **Authentication**: the charger must be configured to require authentication (the employee taps their token for every session), or at least send OCPP Authorisation messages to the CPMS.

    <Note>
      If the charger is set to free-vend (no authentication required), sessions may not be attributable to the employee and will not appear in expense reports.
    </Note>
  </Step>

  <Step title="Issue the employee's token">
    Each employee needs a token (RFID card or virtual token in the app) linked to their customer account. The token must be in **active** state before any sessions can be attributed to that employee.
  </Step>

  <Step title="Verify the first session">
    After setup, ask the employee to complete a test session at their home charger:

    1. Employee taps their token to start charging
    2. Session completes and appears in Spirii Connect under the employee's location
    3. The CDR shows the correct authentication (employee's token), location, and billing customer (fleet company)
    4. An Expense Report is created for the fleet or an Expense is created under an existing Expense Report

    If the CDR does not appear or the billing customer is wrong, check the agreement configuration, location owner, and token linkage before proceeding.
  </Step>

  <Step title="Review the first expense report">
    After the first billing cycle closes, the fleet manager receives a Fleet Expense Report by email. Review it to confirm:

    * All employees who charged at home appear
    * Session counts and kWh figures match Connect data
    * Reimbursement amounts are correct based on the agreed rate

    If sessions are missing, see [Correcting missing sessions](#correcting-missing-sessions) below.
  </Step>
</Steps>

## Correcting missing sessions

If a session does not appear automatically in an employee's expense report:

1. Check that the charger location has the Company Car agreement set correctly
2. Check that the session's authentication matches the employee's token
3. If both are correct but the session is still missing, the fleet manager can manually add it to the expense report in Connect

If there is no expense report for an employee at all (no sessions were attributed), a report cannot be created after the fact. The employee must complete at least one correctly attributed session for the first report to generate.

## Related

<CardGroup cols={3}>
  <Card title="Home charging reimbursement" icon="house" href="/capabilities/billing-payouts/home-charging-reimbursement">
    How the reimbursement product works end to end.
  </Card>

  <Card title="Tokens" icon="key-round" href="/components/access/tokens">
    How to issue and manage employee tokens.
  </Card>

  <Card title="Billing automation" icon="zap" href="/capabilities/billing-payouts/billing-automation">
    How sessions are processed into expense reports by the billing engine.
  </Card>
</CardGroup>