When booking, your employees indicate whether they come by car, bike or public transport. At the end of the month the allowance is ready in your records.
The days on which someone had booked a desk or parking space, not an assumption based on a contract.
Car, public transport, bike, scooter or on foot, and for the car also what it runs on.
The total per month, because that is the basis for both the allowance and your reporting.
Three steps, and once it is set up you only see one of them happen yourself. The rest runs alongside the bookings your employees make anyway.
We connect to your own AFAS environment. Employees are synchronised daily, including the employee number the claims will be filed under.
When booking, an employee picks the means of transport. Anyone who only books a parking space comes by car, and a spot with a charging point counts as electric.
Every month we add up the office days of the previous month, per employee and per means of transport, and submit the expense claim to AFAS.
It is a really handy and user-friendly app for our colleagues, and it gives us a good overview of our occupancy rate. That way we know exactly which colleagues are entitled to a commuting allowance and who is joining us for lunch at the office.
When booking, an employee chooses how they come to the office. The app knows public transport, cars running on petrol, diesel, hybrid or electric, motorbikes, scooters, bikes and simply walking.
Anyone who only books a parking space comes by car, and a spot with a charging point counts as electric. That way nobody has to fill in the same thing twice.
Only days on which someone had booked a desk or parking space count. If you use check-in with release, a booking without a check-in lapses and that day does not count. A meeting room or a visitor booking is not an office day.
Every month we bundle the office days of the previous month per employee, counted per means of transport.
If you work with AFAS, that expense claim goes straight into it, linked to the employee number that is synchronised daily. Duplicate submissions are blocked, even when a run is resubmitted, and if something goes wrong we record the error on the claim itself so you see which employee it concerns.
Do you work with Workday or another HR or payroll package? Then you supply the same monthly overview yourself, without an integration. Let us know what you use and we will look together at what is possible.
In 2026 you may reimburse up to € 0,25 per kilometre tax-free. It used to be € 0,23 and the increase applies retroactively from 1 January 2026, so you may still top up the months you have already paid out this year.
Anything you pay above that is wages, unless you place it under the work-related costs scheme. Reimbursing is not mandatory in itself, unless your collective labour agreement, employment contract or company policy says something about it. In practice it usually does, and then that agreement prevails.
Watch out for the point where hybrid working most often goes wrong. You may not pay both for the same day. Either a working-from-home allowance or a commuting allowance, never both. Someone who was in the office on Tuesday gets no working-from-home allowance for that day, and you can only get that right if you know per day where someone was.
Per employee you keep track of how many kilometres you reimbursed per pay period, and you keep that with your payroll records. Not as an annual total afterwards, but per period in which you paid out.
If you give a fixed allowance, there is the 128-day rule. If someone travels to the same workplace at least 128 days a year, you may base the allowance on 214 travel days without counting per day. If someone works three days a week, that scales pro rata, so 77 travel days and 128.4 allowance days.
That rule stands or falls with the number of days someone was really there. As soon as someone's schedule changes or a long absence begins, the threshold shifts. With daily registration you see that coming instead of finding out during an audit.
The same question at booking also covers WPM reporting (the Dutch work-related mobility reporting duty), for which you submit annual totals per means of transport and fuel to RVO. You keep the allowance correct, and your facilities colleagues no longer have to send round a survey.
How this works for the reporting duty
