Watch this video to understand travel allowances for the Netherlands:
Understanding one-time travel allowance
One-time travel allowance is a fixed amount per employee that appears in payroll as a benefit tied to working days. The system multiplies the per-employee allowance by the number of working days in each pay period to calculate the payroll value automatically.
Before this change, one-time travel allowance was loaded via variable payments. Now it's managed per employee through the Employee Compensation feature, which integrates directly with your payroll preview table.
Set allowance
Watch in this video how you add travel allowances per employee or via data import.
Set allowance per employee
Go to Payroll > Company.
Select the employee you want to configure.
Open the Employee Compensation tab.
Click Add allowance or find the one-time travel allowance field.
Enter the fixed daily or per-period amount — for example, €10.
Click Save.
The allowance now applies to this employee in all future payroll calculations.
Set allowance via data import
To set one-time travel allowance for multiple employees at once, use the data import wizard instead of entering amounts one by one.
Go to Settings > Data Import.
Select the Allowance import category.
Click to download the template.
In the template, identify each employee using either their work email or their employee identifier.
Enter the one-time travel allowance amount for each employee — for example, 16.
Save the file.
Upload the file in the data import wizard.
Note: The import both inserts new values and updates existing ones. If you upload a file with a work email or employee identifier that already has a one-time travel allowance set, the new value overwrites it.
How payroll preview calculates the total
The Payroll Preview table shows your one-time travel allowance automatically calculated as:
Working days × Employee allowance = Total allowance value
Example:
Employee has €10 one-time travel allowance set
Employee works 2 days in the pay period
Payroll shows: 2 × €10 = €20
If the employee works an additional day (total 3 days), the preview automatically updates to €30.
Adjust the calculated amount
You can manually override the automatic calculation for a single pay period:
Open Payroll Preview.
Find the one-time travel allowance row for the employee.
Click the amount field and change it — for example, from €20 to €5.
The preview updates immediately to reflect your adjustment.
This override applies only to that pay period. Future pay periods continue using the automatic calculation (working days × allowance).
Remove or adjust allowance settings
To stop generating one-time travel allowance for an employee:
Go to Payroll > Company.
Select the employee.
Open the Employee Compensation tab.
Clear the one-time travel allowance field or set it to 0.
Click Save.
Going forward, that employee will not generate any one-time travel allowance in payroll.
Frequently asked questions
What happens if I don't set an allowance? If an employee has no one-time travel allowance configured in Employee Compensation, the payroll system will not generate any value for that employee. No allowance appears in the preview.
Can I apply different allowances to different employees? Yes. Each employee can have their own one-time travel allowance amount. Set the allowance individually in the Employee Compensation tab for each employee.
Does the allowance update automatically if an employee's working days change? Yes. The Payroll Preview automatically recalculates based on the employee's actual working days in the pay period. If you add or remove working days, the allowance total updates immediately.
Can I edit the allowance for past pay periods? Yes. You can adjust the calculated amount in the Payroll Preview for any pay period. Edit the allowance row and save — the change applies only to that specific period.
Can I set one-time travel allowance for multiple employees at once? Yes. Go to Settings > Data Import, select the Allowance category, download the template, and fill it in with each employee's work email or employee identifier and their allowance amount.
What happens if I import a value for an employee who already has an allowance set? The imported value overwrites the existing one. The import supports both inserting new values and updating existing ones.
Should I use work email or employee identifier in the import file? You can use either one to identify the employee in the import.