Some of your employees might work out at a local gym which is not covered by the Alleo partner network. In that case employees can make use of the Sports Expense option and receive a payout of their expense within 1 business day.
When an employee submits a Sports Expense, Alleo will take care of the expense check, approval and payout to the employee. This means this option is hassle free for you as an employer from an administrative perspective.
How does the Sports Expense work?
The Sports Expense option works as follows:
In the Alleo app, an employee submits a request of the type: Sport subscription
The employee fills in the form:
Chooses a Monthly or One Time pay-out
Uploads an invoice or contract as proof
In case of monthly, chooses the duration (max 12 months)
Provides their IBAN bank account number
Submits the expense
Alleo checks and approves the expense claim
Alleo pays out the expense within 1 business day to the IBAN provided by the employee
Alleo invoices the employer for the expensed costs.
This video showcases the employee experience:
What do you have to do as an employer?
You don't have to take care of any additional administrative work: Sport expense requests are part of the regular invoicing process.
All approved Sports expenses are made visible to you via the Request section of the Alleo Portal.
Here you can also see the proof submitted by the employee per expense claim.
If the budget source for the expense claim is Tax Free, a Tax Free mutation will automatically be created once Alleo has approved and paid out the Sports expense.
FAQ
Which guidelines does Alleo follow when approving Sports expenses?
Only gym memberships for the current year can be claimed, accepted types of proof are:Contract in current fiscal year
Receipts in current fiscal year
Bank statements in current fiscal year
Can other sports/vitality related costs be expensed as well, for example a tennis club membership fee, personal training or a mindfulness course?
At the moment only gym memberships are approved, at a later moment it will be possible to expand the scope of accepted expense claims.
Is there a maximum amount that can be expensed?
An employee can never expense more that the budget they have available. In addition there is a hard limit defined by Alleo at €500, even if an employee has more budget available they will not be able to claim more than €500 via Sports Expense. You as an employer can decide to lower this limit if desired, please send a message to admin-support@alleo.nl to request this.