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Employee Kilometers for Large Companies

Employee Kilometers for Large Companies

The Netherlands has committed to reducing CO2 emissions, and this includes emissions from business travel and employee commuting. To measure the CO2 emissions from these activities, the Ministry of Infrastructure and Water Management is implementing a reporting obligation for work-related personal mobility starting July 1, 2024. This is part of the 'Decree on CO2 Reduction for Work-Related Personal Mobility,' a measure from the Climate Agreement. These reports will collect data to provide insights into the amount of CO2 emissions from work-related mobility. The regulation encourages employers to be more mindful about travel related to and for work.


Which Companies Are Affected?

The obligation applies to companies with 100 or more employees. If your company has 100 or more employees, you are required to report on business travel and commuting. The reference date for determining the number of employees is January 1 of the reporting year.

An employee counts if they are employed with a contract for 20 or more hours of paid work per month. Temporary workers, seconded employees, and volunteers are excluded, but seasonal workers employed for at least 20 hours per month on the reference date are included. If your company has multiple Chamber of Commerce numbers, you must count the employees per Chambre of Commerce  number and report accordingly.

Companies with fewer than 100 employees may also participate voluntarily.

What Data Must Be Reported?

The reporting obligation begins on July 1, 2024, but data can be submitted voluntarily from May 16, 2023. Each year, you must report the total number of kilometers traveled by employees for your company. These kilometers must be broken down by mode of transport and type of fuel. You also need to indicate whether the kilometers are for business travel or commuting. The data can be submitted through an online form on the Netherlands Enterprise Agency website. From 2025, they will automatically forward the data to the regional environmental service, which will check if employers have submitted the data correctly and on time. Reports must be submitted by July 1 each year for the previous year. Voluntarily submitted data is not sent to the environmental service but is used for research, provided you give permission on the form.

How to Prepare

First, check if your company falls under the obligation by assessing the number of employees you have or expect to have on the reference date. Review your current system for recording kilometers to see if you can complete the report with the data you have. You may need to adjust your expense forms or systems to include details on the type of vehicle and fuel. For leased cars, ensure that private kilometers are clearly separated, as these do not count.

The Role of GPS Trackers

Using a GPS tracker for trip registration can greatly simplify this process. GPS trackers provide detailed and accurate information on all trips, including distance, type of vehicle, and fuel used. This data is crucial for the administration of CO2 emissions for business trips by car, ensuring compliance with the new regulations.

Expected Expansion to Other EU Countries

We expect that this reporting obligation will soon apply to other countries in the EU as well. As the push for sustainability and emission reductions grows stronger across Europe, similar measures are likely to be adopted by other member states, making it essential for businesses to start preparing now.

After submitting your data via the website as specified, you will receive a report showing the submitted data and the associated CO2 emissions. You will also get general tips and advice on how to improve sustainability and who can assist you in doing so.

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