WPM Mileage Reporting in the Netherlands
Starting from July 1, 2024, organizations in the Netherlands with 100 or more employees are obliged to report on their employees’ business travel and commuting. This reporting obligation is known as the work-related mobility of persons (WPM). Companies must capture and report data related to various aspects of employee mobility, including lease cars, mobility providers, and commuting. Declaree can assist with a significant portion of this obligation, specifically for business mileages in the Netherlands. For business mileages in the Netherlands, companies need to report either the total distance in kilometers (for most of the mileages) or the total amount in euros (for public transports) spent by their employees per year. The data is broken down by several vehicle categories. The WPM obligation focuses on kilometers traveled and euros spent, not grams of CO2. The conversion between kilometers and CO2 emissions is handled by official governmental institutions collecting the WPM report. Importantly, the WPM obligation is not related to mileage rates; its purpose is to capture and report data, rather than providing guidelines for payment or mileage calculation. In summary, the WPM reporting obligation aims to enhance transparency and understanding of work-related mobility, without directly influencing how mileage rates are determined.
Declaree simplifies WPM (work-related mobility of persons) reporting in the Netherlands. Admins can easily enable the “WPM template” in mileage settings, automatically loading official vehicle categories. This template doesn’t impact existing mileage rates. Admins can also include public transport expenses. Users select vehicle categories when creating mileage claims, and the system calculates distances and amounts. Declaree streamlines reporting while maintaining flexibility in rates.
How to enable WPM in my administration?
The first step to activate this feature is to enable the “Mileage Templates“ module within your administration. As this can only be achieved by a superadmin user, feel free to reach out to support for assistance. Once this module is enabled, the admin or superadmin user may choose the WPM mileage template from Mileage Rates in Mileage Settings. When enabling WPM, please consider that all existing vehicle categories will be disabled, WPM vehicles categories cannot de edited and existing mileage rates are will not be modified.
How to download WPM report data?
Admin users can easily download WPM report data. In order to achieve this, navigate to “Vehicle Categories“ within the Mileage settings in your administration, click “More“ and select “Report“. An Excel file will then be downloaded, which will contain the data of the current calendar year regarding:
the total distance of business mileages for the year, broken down by vehicle categories and mileage rates, if more than one mileage rate is used within the organization
Total amount of public transport for the year. Please note, public transport cost is considered an Expense, therefore the admin must select the expense category they want to associate to public transport expenses
How to map public transport expense category
The admin user within the administration must map the expense category they want to associate to public transport expenses. This can be achieved in Mileage Settings, after activating WPM template.