The Flexible Reimbursement feature allows employers to streamline home charging compensation by setting a maximum price per kWh while giving employees the flexibility to input their specific energy rates. This ensures that reimbursements remain accurate and aligned with actual utility costs.
Key benefits
Budget control: Employers can define a price cap to ensure costs remain within company policy.
Accurate reimbursement: Employees can adjust their rates to match their home utility contracts for precise compensation.
How to set up (for new employees)
To invite an employee and enable flexible rates, follow these steps in the Road dashboard:
Navigate to the "my locations" page and click "invite employee".
In the setup modal, select the price per kWh reimbursement option.
Check the box: allow your employee to set their own price up to a maximum price per kWh.
Enter the set maximum price per kWh (e.g., €0.40). This is the upper limit the system will accept.
Enter the employee's details and click invite.
Enabling this for existing employee locations
Already have an employee registered under a fixed reimbursement rate? You don't need to send a new invite to switch them to flexible reimbursement — you can enable it retroactively as the account admin:
Log in to the E-Flux by Road dashboard.
Go to "my locations" and select "employee locations".
Select the employee's charging station.
In the pricing/configuration settings, check the box "allow your employee to set their own price up to a maximum price per kWh".
Enter the maximum price per kWh you want to allow.
Save your changes.
The employee will now be able to set and update their own reimbursement rate (up to your maximum) from their station's configuration tab — without needing a new invitation.
You can use this same setting at any time to update the maximum tariff, or to withdraw the employee's permission to adjust their own tariff.
How to register (for employees)
Once you receive your invitation email, follow these steps:
Complete the station registration process.
During Step 4 (finalise), locate the energy costs section.
Enter your home electricity rate in the price per kWh field.
System limit: You cannot enter a rate higher than the maximum limit set by your employer. If your rate is higher than the allowed maximum, please contact your Fleet Manager.
Finalise the registration by providing your reimbursement details (IBAN and Address).
Updating rates & important rules
You can update your energy rate at any time through the configuration tab. Please keep the following logic in mind:
Automatic limits: The platform will prevent you from saving any rate that exceeds the maximum limit set by your employer.
When changes take effect: Updates to your price per kWh are not retroactive. This means the new rate only applies to charging sessions that start after you have saved the change. Any sessions completed before the update will be reimbursed at the previous rate.
Example use cases
Utility contract: A company sets a maximum reimbursement rate of €0.40 per kWh. An employee has a home utility contract of €0.30 per kWh. The employee registers their station and inputs €0.30.
New tariff: When the employee receives an updated energy tariff from their provider, they can edit the reimbursement amount accordingly via the configuration tab (see above).
FAQ
Can an employee update their reimbursement tariff if their home electricity provider changes their rates?
Yes. Employees can navigate to the "configuration" tab on their charging station page to edit their energy costs at any time. The new rate will apply to their next charging session.
What happens if an employee tries to input an amount higher than the employer allows?
The system will trigger a validation error (e.g., "Value must be less than or equal to 0.40") and the employee will not be able to save the configuration until they lower the price to an acceptable amount.