A lease car gets into the payroll administration correctly if the lease contract, with registration number, list price, bijtelling (taxable benefit for private use) percentage and start date, comes directly from the leasing company to the employee in the payroll system, and the payroll administration checks it before the bijtelling appears on the payslip. In the other direction, new drivers, address changes and the end-of-employment date go automatically from HR to the leasing company.
This article is for the payroll administration and HR. It is about what has to be in the payroll system, and where it goes wrong in practice.
Where it goes wrong without an integration
Without an integration, HR emails the details of a new driver to the leasing company. Once the contract is settled, the payroll administration retypes registration number and list price from the contract.
A mistake in the list price or the start date then sits in every payslip, month after month, until someone notices. And it is easy to forget to deregister a leaver. Whoever hears too late that someone is leaving only arranges returning or taking over the car after the last working day.
What has to go from the contract into the payroll system
The lease car sits in a different place per payroll system.
AFAS. The active contract becomes a means of transport for the employee, with lease amount, list price and bijtelling percentage. The signed contract goes into the file as a file item. Whether a means of transport counts in the payroll in AFAS is a choice for the payroll administration.
Nmbrs. The contract goes with the company car, with the list price including accessories and the bijtelling percentage from the contract. Nmbrs calculates the bijtelling itself.
Visma Raet YouForce. YouForce has no default field for a lease scheme or lease contract. Visma Raet sets up custom fields per customer, and they have to exist before the first contract can come back. So allow for an extra step there before the integration can go live.
In all cases: the bijtelling and the employee contribution stay in the payroll system. The integration fills in registration number, list price, percentage and dates. A bijtelling only appears on the payslip after someone has checked the contract.
Dates: where Nmbrs is strict
With a lease car, a lot revolves around dates, and Nmbrs has fixed rules for them.
- The start period. Nmbrs only accepts a lease car in the period in which the contract's start date falls. If the contract comes in before that period is open, it has to be kept until it can be processed.
- A change of car. Use the delivery date of the new car as the start date. A wrong start date can only be corrected in Nmbrs through the history. A replacement car is a change to the existing contract, not a second contract.
- The end. As the end date, Nmbrs asks for the last date driven, and that does not always coincide with the end-of-employment date. The date Athlon records at the return is the right one.
Leaving: informing the leasing company in time
When someone leaves, time is what matters most. The end-of-employment date has to go to the leasing company and the fleet manager straight away, so that returning or taking over is decided before the last working day.
Two situations need extra attention:
- Multiple contracts. Someone with multiple contracts in YouForce should only be deregistered at Athlon when the last contract ends. Whoever reacts to the first end deregisters a driver who is still employed.
- The fleet manager. The choice of car and the arrangements on leaving stay with the fleet manager. An integration only makes sure they know in time who is coming and who is going.
What goes to the leasing company
A new driver goes to the leasing company with name, home address, email and cost centre. Salary and BSN (Dutch citizen service number) stay in the HR system. If a mandatory field is missing, HR should get an alert naming the missing field, instead of a half driver ending up at the leasing company. Once completed, the driver goes along in the next round.
How KoppelHet builds this
KoppelHet only sends the fields the leasing company needs, puts the contract back in the place the payroll system has for it and takes the period and date rules of that system into account. The bijtelling stays in the payroll system and the check with the payroll administration. Monthly amounts to the payroll run can be added later as an extension.
We build that per organisation, with building blocks that keep coming back. Examples are Nmbrs and Athlon, AFAS and FrieslandLease, AFAS and Athlon and YouForce and Athlon.
The whole topic is on lease car and drivers, and the overview on lease and mobility. If your organisation also has a bike plan, read lease bike and bike plan. More about the systems: Athlon, FrieslandLease and Nmbrs.