The start date of the bike agreement and the start of invoicing depend entirely on when the employee’s bike is delivered from the online store or when the employee picks up the bike from the shop. From the Tax Administration’s perspective, the bike benefit starts as soon as the employee physically receives the bike.
All information related to employees’ company bikes needed for payroll can be found in Vapaus’ employer portal.
In the portal, you can download various reports for different needs, for a time period of your choice:
All active agreements
All new agreements
All terminated agreements
Leasing liability report
These reports are a perfect tool when you want to keep track of agreements and provide all necessary information for payroll. We recommend downloading all company bike agreements that started in the previous month from the portal and sending this information to payroll. Reports can be downloaded securely from the employer portal as CSV files and forwarded to payroll. There are separate reports available for new and terminated agreements.
The reports include the following information:
Employee details: name, email, employee ID, cost center, employer company and personal identity code (HETU).
Leasing agreement details: monthly value of the bike benefit (taxable value), agreement start and end dates, total duration of the agreement in months, and the current status of the agreement (e.g. active/terminated).
As an employer, you can directly complete or edit some of the company bike benefit user’s information in the portal: employee ID, cost center and the company’s official name. Vapaus cannot change the information provided by the employee. If an employee is linked to the wrong company, please contact our customer support at B2Bsupport@vapaus.io.
Technical issues? Unable to download a report correctly from the portal? 👉 Read more here: https://www.vapaus.io/fi/admin-portaali-ohje#troubleshoot
COMPANY BIKE BENEFIT IN PAYROLL
When the employee receives the bike, the company bike agreement is activated with the bike’s delivery date as the start date. (Vapaus checks bike deliveries weekly every Monday and on the first business day of each month.)
The information in the portal is updated mostly in real time. There may occasionally be a delay, for example with online orders. The final report of all bikes delivered in the previous month is always available on the second business day of the month. Every person who has credentials to the employer portal (i.e. as an admin) and has an email address linked to their account will receive an email notification of each new bike agreement.
When the employee terminates the company bike agreement during the leasing period:
If an employee ends their company bike agreement during the leasing period, for example due to the termination of their employment, the agreement is always terminated on the last day of the month indicated by the employee. When the agreement ends, employer portal admins receive an email notification about the terminated agreement. The information is also visible in the reports that can be downloaded from the portal.
Deducting the benefit from the employee’s salary when the company bike agreement starts mid-month:
A common practice in most companies is as follows: if the company bike was delivered in the middle of the previous month, then in the next month’s salary a total of 1.5 times the monthly taxable value is deducted, i.e. the taxable value for one and a half months. The benefit can also be given on top of the salary! Please check your company’s internal guidelines for the company bike benefit. If the taxable value of the benefit exceeds 100 €/month, the portion exceeding 100 € is usually deducted from the net salary.