How do we handle the salary deduction?

If your employees pay part or all of their subscription, you arrange that through your own payroll. We invoice you for the full amount and don't deduct anything from anyone's salary ourselves.

Matching the invoice to payroll

Your invoice lists each employee by name with their own amount, so you can work from it directly. Two things to build into your process:

• We invoice for the month ahead. Your August invoice covers August, so your deduction and your invoice line up on the same month.

• New starters are different. Someone who collects a bike partway through a month appears on the invoice a month later, charged for the full month plus their remaining days from the previous one. Their first deduction is larger than every one after it.

The CSV report

We can send a CSV report alongside your invoice, weekly or monthly, on a fixed date and time. It shows the same amounts as your invoice, with the dates alongside them: when someone started, when someone cancelled.

That saves working backwards from the figures when a line looks unusual. Most employers already have a payroll process that works, so take it if it fits yours.

To set it up, email business@swapfiets.com or speak to your account manager.

When someone leaves

Their final invoice line is a part-month amount, covering up to the day their notice ends. Your last deduction should match it.

Your employees can also cancel their own subscriptions with 30 days' notice, without going through you. You'll see that on your invoice as a smaller amount, and the CSV shows the exact termination date.

Getting the tax treatment right

How the deduction is treated for tax depends on where you are, and in some countries it's what makes the scheme worth offering at all. You'll find what applies to you under costs and tax in your country.