Each month, you receive an invoice for all travel costs, based on usage and the class in which you have travelled. As contact person for NS within your company, you can view the invoices in Mijn NS Zakelijk and download specifications. Read all about the invoicing process, payment, and invoice changes below.
Debit and credit invoices and cost posts
Everything you need to know about calculating your travel costs and transactions. From debit to credit invoices, how you can view invoices, invoice status indicators, and much more.
When will I receive my first invoice?
You will receive your first invoice during the month following the month in which your NS-Business Card was activated. For example: your NS-Business Card start date is 01-07-2019, so you will receive your first invoice around 14-08-2019. But if your NS-Business Card was activated on 31-07-2019, then you will also receive your invoice around 14-08-2019. This applies to all NS-Business Cards with subscriptions.
If you do not have a subscription on your NS-Business Card, then you will receive your first invoice in the month following your first travel date. For example: if your first journey using the NS-Business Card was on 05-07-2019, so you will receive your first invoice around 14-08-2019.
Viewing and downloading invoices
Each month, you will receive your invoice (in PDF-formaat) via e-mail on or around the 14th day of the month. The attachments to the invoice will be available for you as a contact person for your organisation in Mijn NS Zakelijk from that moment. These attachments (an itemised invoice in PDF format and a transaction overview in CSV format) provide detailed information about the cardholders' travel history and transactions and their costs.
Which period is covered by the invoice I have received?
The first sentence on the invoice states 'Please find here your NS-Business Card invoice for [month]-[year].' For example, if the invoice displays 'February 2019', then you are being invoiced for all transactions in February 2019. Both travel expenses and fees for subscriptions (if applicable for this month) will appear on the invoice. A transaction from the previous month may also appear on the invoice.
When will the amount of this invoice be debited from my account?
The amount on the invoice will be debited around 30 days after receiving the invoice.
Have you (also) received a credit invoice? (you are owed money by NS Zakelijk) We deduct this credit invoice from your open debit invoice (the invoice that you have to pay to NS Zakelijk).You will then be charged for the difference.
If your credit invoice is higher than your debit invoice, then nothing will be debited from your account. The debit invoice will remain in "Open" status in Mijn NS Zakelijk.
If your credit invoice is much higher than your debit invoice then it may be a few months before NS actually debits anything from your account. If you would rather not wait, then you can send a 'request for payment' to NS. You can send a request by contacting our Customer Service department, including your debtor number (provided on the invoice) and your account details. You will receive the money in approximately 2 weeks.
The debit invoices will only be set to the status "Paid" in Mijn NS Zakelijk after all debit and credit invoices have been balanced or you have received your credit balance.
Am I billed on a monthly or annual basis?
To find out, log in to Mijn NS Zakelijk as a contact person using your user name and password. Under the heading 'Company details', select 'Payment of subscription costs', where you will see whether you pay 'annually' or 'monthly'.
Changing your bank account number
- Do you have direct debit, and would you like to change your bank account number? You can do so by means of an iDEAL payment. Log in as the contact person in Mijn NS Zakelijk and click on 'Company details'.
- If you have direct debit, but you don't have access to iDEAL, you can transfer € 0.01 to IBAN number NL59 ABNA 0590 8498 75, to the name of 'NS Reizigers Debiteurenadministratie', then send a proof of payment via e-mail to: email@example.com.
Please note: If you wish to use a new bank account number, you must always change the number your self or inform us directly, even if you use a Bank Transfer Service.
What is my current payment method? (Only self-employed account holders may view or edit this information).
To find out if you pay via direct debit or manual transactions, simply log in as a contact person to the Mijn NS Zakelijk environment. Under the heading 'Company details', select 'Payment method' to view your current payment method. This can be 'Manual transfer' or 'Direct debit'. The standard payment method setting for small- and medium-sized enterprises and Corporate organisations is 'Manual transfer'.
How do I know which invoice or invoices still need to be paid?
In Mijn NS Zakelijk (logged in as contact person) you can see the invoices that you have received from NS Zakelijk, and you can see which of these have been debited. You can find this under the menu item 'Invoice information'.
If you have further questions about your invoice, please contact our Customer Service department.
Can I use a credit invoice to pay a debit invoice?
If you pay automatically via direct debit, please see the question 'When will my invoice payment be collected' on this page.
If you pay via a bank transfer to NS, then you may deduct your credit invoice from your debit invoice and then transfer the remaining debit amount to NS.
If your credit invoice is higher than your debit invoice and you would like this to be paid out, then please contact our Customer Service department to submit a payment request, including your debtor number (on the invoice), the invoice number and your account details. The amount will be deposited to your account within 14 days.
Does my organisation have any unpaid invoices?
You can find out by logging in to the Mijn NS Zakelijk environment as a contact person. Under the 'Invoice overview' heading, click on 'Payment status' and select the status 'Open'. You will then see a list of the invoices that are still open for your organisation. Naturally, the invoices with the status 'Payment term expired' and 'Partial payment' must also be paid as well.
How can I see the status of my invoices?
Simply log in as a contact person in the Mijn NS Zakelijk environment. Under the heading 'Invoice overview', select the 'Payment status' option to view the status of your payments.
I've received a payment reminder. Where can I find more information about it?
You can see which invoices are still open and which invoices are currently past due by logging in as the 'contact person' in your Mijn NS Zakelijk account. Open the 'Invoice overview' and select 'Payment status'. if you still have any questions after viewing these invoices, please feel free to contact our Customer Service assistants.
What is the status of the payment of my credit invoice?
If you would like to know the current status of the payment of your credit invoice, you can contact our Customer Service assistants.
What does the bill for automatically corrected transactions look like in the invoice attachment?
Read more about the Forgotten Check-out Service here.
As is the case with a manually corrected forgotten check-out, we also charge a correction fee for automatically corrected transactions. This fee will be added to the same invoice along with the price of the journey. The following transactions will be shown on your monthly invoice:
(Debit invoice) – this is what we will bill:
• The price of the automatically corrected journey
• The 'Correction Fee: Travel without check-out' on the date of travel
• Refund of the 'Correction Fee: Travel without check-out' on the date of travel Debit invoice 'Train travel': Debit invoice 'Correction Fees for trains': Credit invoice 'Correction Fees for trains’
Your monthly NS-Business Card invoice shows the VAT amount for your transactions. Read more about the VAT and payroll tax-related aspects of the issue and use of an NS-Business Card below.
Payroll tax and employee benefit taxation (WKR)
What do you need to know about employee benefit taxation (WKR)?
As an employer, you must also deal with employee benefit taxation (WKR). The WKR determines how you deal with payroll taxes for all compensation and allowances to your employees. In principle, all compensation and allowances you provide to your employees fall under the category of payroll. But for each compensation or allowance, you can choose whether to allocate it as an employee benefit or as a cost of work, which is eligible for a flat-rate exemption of 1.2% of the total fiscal pay amount, also known as the cost of work budget. Everything that is paid above this 1.2% is taxed at the 80% deduction made at source, also known as the 'employer tax'.
What are the 'targeted exemptions'?
Targeted exemptions are a number of explicitly indicated compensations and allowances.
Pay in kind is subject to the Fair Market Value (WEV). This is equal to the invoice value including VAT, but there are a number of pay in kind elements that are valued at zero (zero value). These pertain to facilities that are used or consumed in full or in part at the workplace, and which are not posted to the cost of work budget. If the compensation is treated as employee pay, then the compensation or allowance is taxed to the employee, and the employer is responsible for declaring the amount to the Tax Office.
Deducting VAT from business, commuting and private travel expenses
Business travel expenses
You can always deduct VAT from business expenses, such as business travel expenses.
You cannot always request a VAT refund for the expenses involved in commuting to and from work. Season tickets are considered to be a form of compensation or allowance. If the amount is less than € 227 per year, then you can request a VAT refund, but most season tickets cost more than this. This is all governed by the pre-tax Deduction Exclusion Decree (BUA). It is always a good idea to discuss your company's situation with your fiscal advisor.
Private travel expenses
This includes tickets for public transportation and the use of private vehicles, among other things. Private use of a company car by employees falls under the VAT regulations. For more information, visit the Tax Office website or consult with your fiscal advisor.
How can I take full advantage of the fiscal options available?
- All travel on public transportation, including private travel (in the event of more than sporadic use) fall under the targeted exemption scheme. So it is not necessary to use the cost of work budget to pay for your employees' mobility.
- You can compensate your employees who use public transportation to travel to work at the same rate as employees to travel to work using a different mode of transportation and receive € 0.19 per kilometre in compensation. This results in an equal treatment for your personnel. However, you must have a sufficient amount set aside in the cost of work budget.