Lease and mobility
AFAS to Lease a Bike integration: participants from AFAS, bike contract back in means of transport and payroll
With an integration between AFAS Profit and Lease a Bike, only employees who are employed in AFAS can lease a bike, and a leaver is blocked in Lease a Bike. Every signed bike contract comes back into the AFAS means-of-transport module, with taxable benefit and deduction for the payroll run and the addendum in the employee file.
What the integration does
Employers with a bike plan through Lease a Bike and payroll in AFAS approve every application in the platform and look up in AFAS whether the applicant is still employed. The monthly Lease a Bike export is processed by hand as taxable benefit and deduction, and the addendum is stored separately.
- HR records a new employee in AFAS; they get a user in Lease a Bike.
- The employee chooses a bike at a dealer and signs the contract and addendum in the platform.
- The bike reaches the AFAS means-of-transport module, linked to the employee, with the contract start date.
- Taxable benefit and deduction are ready for the next payroll run; the addendum is in the employee file.
- On an end date the user is blocked in Lease a Bike and HR gets an alert to settle the contract.
Back: Bike with recommended retail price and contract period · Taxable benefit and monthly deduction · Signed addendum
What to watch for with AFAS Profit and Lease a Bike
- AFAS manages not only cars but also bikes and speed pedelecs in the means-of-transport module, and uses them for the work-related mobility report. A lease bike that reaches means of transport through the integration is therefore known there straight away.
- A Lease a Bike contract always starts on the first day of a month, even if the bike was collected earlier. KoppelHet takes that start date into AFAS, so taxable benefit and deduction start in the right period and not in the month of collection.
- If the employer pays the whole lease, only the taxable benefit belongs in payroll. If the employee contributes, the monthly deduction goes in as well. The integration follows the scheme set in Lease a Bike and only puts the matching pay components into AFAS.
- Lease a Bike adds up the lease amounts of several bikes into one deduction, but the taxable benefit applies per bike. In AFAS each bike becomes its own means of transport on the employee, so the benefit per bike is right and a second bike does not overwrite the first.
- On departure Lease a Bike has four routes, such as transfer to a new employer or a colleague, or returning the bike with a buyout up to month twelve. The integration blocks the user on the end date and gives HR that employee's running contracts, so the settlement is known before the last payroll run.
- An employer approves every registration in Lease a Bike in advance. Because only employees who are employed in AFAS get a user, HR no longer has to look things up in AFAS when approving.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Why not the existing Simplex Connect integration?
Often it is enough. Choose KoppelHet when the same employees also need to reach a lease company or mobility provider, or when participation is tied to your own conditions.
What about the work-related costs scheme?
According to Lease a Bike an employer contribution to the lease bike falls outside the work-related costs scheme. The integration only puts taxable benefit and deduction into AFAS; the tax setup stays with payroll.
What happens to a bike when someone transfers the contract after leaving?
On transfer to a colleague the bike moves to that colleague in AFAS. On transfer to a new employer the bike ends in AFAS on the transfer date.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- AFAS is read with a dedicated GetConnector on employees and employments, filtered on change date.
- Bikes and the link to the employee go to AFAS through the UpdateConnector HrMobility; taxable benefit and deduction as payroll mutations through HrCompMut, insofar as they do not follow from means of transport; the addendum as a file item.
- Lease a Bike publishes no API documentation. The platform delivers a monthly export of all bikes; the connection is agreed per customer.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in AFAS Profit | Field in Lease a Bike | Notes |
|---|---|---|
Medewerkernummer | Personeelsnummer in Lease a Bike | Key to link contract and employee |
Roepnaam, voorvoegsel en achternaam | Naam gebruiker | |
E-mail werk | E-mailadres gebruiker | |
Werkgever | Werkgever in Lease a Bike | |
Datum uit dienst | Gebruiker geblokkeerd | |
Vervoermiddel (terug) | Fiets uit het contract | Type of bike, including speed pedelec |
Looncomponent bijtelling (terug) | 7% van de adviesprijs per fiets | |
Looncomponent inhouding (terug) | Maandbedrag lease, service en verzekering | |
Dossieritem (terug) | Getekend addendum |
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